Find a person and read their competencies
Open Competency, stay on the User information tab, find the person with Search or Filter, and click their row. The person’s details page opens, and the Competency section at the bottom lists every competency they hold, with status, dates, levels and certificate. Which people you find depends on your right in Competency: with the Read, Edit or Create right, you see only your own record.
Before you start
Section titled “Before you start”- You need at least the Read right on the Competency row. Your user administrator sets your right.
- Which people you can find depends on your right in Competency. The rights build on each other in this order: Read, Edit, Create, Approve, Manage, Archive, Admin. Each right includes everything the ones before it allow, so “Manage or higher” means Manage, Archive or Admin.
| Your right in Competency | People you see |
|---|---|
| Read, Edit or Create | Only your own record. |
| Approve | Your own record, plus the people within your responsibility. A user with the Manage right or higher on the Competency row makes you responsible for one or more titles or global-field values (for example a department) in the Admin tab; you then see everyone with that title or value. With the Approve right and no responsibilities, you see only your own record. |
| Manage or higher | Everyone. |
- People who have left (their end date has passed) are hidden from the list by default; see step 4.
- In the left menu, open Competency. The User information tab shows the people you can see, sorted by Name the first time; after that, in the sort order you last chose.
- To search, type in Search and press Enter, or click the magnifier. The search finds the text anywhere in the name, e-mail, phone, next of kin, next of kin phone, title, employee number, DaWinci code and global-field values. Click the x in the box to clear it.
- To filter, open Filter, choose a column (for example Title or one of your company’s global fields), and pick the value or values. Each filter you add shows under Applied Filters; click its x to remove it. See The competency user list for all filter types.
- To find someone who has left, click Show expired users. The list then shows only people whose end date has passed. Click Show active users to go back.
- Click anywhere in the person’s row. Their details page opens.
- Scroll to the Competency section and read the table. To find one competency, type its name in the box “Input the competency name to filter by”.
What you should see
Section titled “What you should see”The Competency table has one row per competency the person holds, 10 rows per page. Click a column heading to sort.
| Column | What it tells you |
|---|---|
| Name | The competency. The info icon next to it shows the competency’s description. |
| Status | Open, Planned, Performed, Expired, or empty (shown as N/A in the report’s status filter). The Status field is coloured by its status; an empty status has no colour. |
| Planned date, Performed date, Expire date | When the competency is planned, when it was carried out, and when it runs out. |
| Level, Wanted level | The person’s level and the level they should reach, from 1 up to the highest level your company uses (5 unless it has been changed in the Admin tab), or N/A. |
| Document/Certificate | The certificate or link for the competency, if any. Click the name to open or download it. Only the newest certificate is shown. |
| Training cost | What the training cost. |
| Actions/Comments | Free text about the competency. |
The chevron at the end of a row opens the row’s history: the earlier versions of its status, dates, levels, certificate, cost and comments. Older certificates are found there.
Good to know
Section titled “Good to know”- Expired is set automatically. For a competency row, the status becomes Expired when its expire date has passed: when the row is saved, and in a nightly run for rows with the status Open, Planned or Performed. A competency row with no status becomes Expired only when it is saved. See Register and update a person’s competencies.
- Changing what you see. Whether you can change anything on the details page depends on your right; see The person details page.
- Your filters are remembered. Filters and sort on the list are saved for you and come back next time.
- Export. Export to excel downloads the people you can see, with the search and filters you have applied.
- Someone missing from your list? First clear the search and your filters, and click Show expired users in case their end date has passed. If they are still missing, ask your user administrator to check that the person has a record in Competency and that your right covers it. With the Approve right, you see other people only when their title or a global-field value is within your responsibility; a user with Manage or higher on the Competency row can assign that responsibility.
- Who can see your own record. Your record and your competencies can be seen by you (with at least the Read right on the Competency row), by users with the Approve right on the Competency row who are responsible for your title or one of your global-field values, by users with the Manage right or higher on the Competency row, and by users with the View Report right. View Report users see you in the Report tab with your competencies, phone, e-mail and next of kin, and can export them, but cannot open your details page.