Manage competency types, capsules and levels

The list of competencies, the capsules that group them, the highest level and the titles are kept on the Admin tab in Competency. Open the Competencies section to set Max level and to add, rename, deactivate or delete a competency, or to attach one certificate to many people at once. Open the Capsules section to build capsules, and drag a competency onto a capsule to link it. Titles are kept in the Organisations section.

Before you start

You need the Manage right (or higher) on the Competency row to see the Admin tab in Competency. Your user administrator sets your right.
Changing the values of global fields in the Organisations section also needs the Admin level on the Super area row of your rights; your user administrator sets this. Titles can be managed with the Manage right on the Competency row.
The sections on the Admin tab start closed. Click a section heading to open it; several can be open at once.
Users with the Edit right can also create a competency by typing a new name in a person’s competency table (see Register and update a person’s competencies). Check the Competencies section now and then for duplicates and misspellings. To fix a duplicate that is in use, remove its row from the people who have it, add the correct competency to them, then delete the duplicate (see “Delete a competency” below).

Steps

Set the highest level

In the Competencies section, type a whole number in Max level and click Save.
The message “The max level value has been updated” appears. The Level and Wanted level lists on every person’s page now run from 1 to the new number. A value of 0 or less, or an empty box, gives “Max level must be natural number”.

When you lower Max level, levels already registered on people’s rows are not changed.

Add a competency

In the Competencies section, click the Add new cell (the first cell in the grid). A panel opens under the row.
Type the competency’s name in Title. The same name is used in both languages. To give it different names in English and Norwegian, turn on Translations and fill in English title and the box for the Norwegian name below it.
Optionally fill in Description. The description is shown as the info icon next to the competency’s name in people’s competency tables.
Optionally fill in No. of Employees: the number of people you want to hold this competency. The Analysis charts use it as the desired number for the competency. It must be a whole number of 1 or more, or empty; otherwise you get “No. of Employees must be natural number”.
Click Save. The message “The competency has been created.” appears.

If the name is empty you get “Competency name is required.”; if the name already exists in either language, you get “Value is already in Competency name”.

Rename or change a competency

Click the pencil (tooltip Edit mode) on the competency, or double-click its name to edit the name directly in the cell.
Change the name, description or number, and click Save (when you edit in the cell, the change is saved when you leave the box).
Confirm “When a competency’s name is changed all users will see its new name”. The message “The competency has been updated.” appears.

Everyone sees the new name: on people’s pages, in the Report and in Analysis.

Deactivate or activate a competency

To deactivate, click the ban icon (tooltip Deactivate competency) and confirm “Do you really want to deactivate ‘…’?” with the competency’s name. The message “The competency has been deactivated.” appears.
To activate again, turn on Show deactivated competencies, click the tick icon (tooltip Activate competency) and confirm “Do you really want to activate ‘…’?”. The message “The competency has been activated.” appears.

With Show deactivated competencies turned on, the grid shows only deactivated competencies, and the Add new cell is hidden. Turn it off to see the active ones again.

Delete a competency

Click the x (tooltip Delete competency) on the competency.
What happens next depends on who holds it:
- Held by people who have not left (no end date, or an end date today or later): the competency cannot be deleted. A dialog lists their names with “This competence cannot be deleted as it’s in use by one or more users / capsules”. Click Ok. Remove the competency from those people, or deactivate it instead.
- Held only by people who have left: a dialog lists their names with “If this competency is connected to any expired users, those users will lose this competency when you delete it.” Click Delete to go ahead, or Cancel.
- Held by nobody: confirm “Do you really want to delete ‘…’?”.
The message “The competency has been updated.” appears, and the competency is gone from the grid.

Links to capsules do not stop the deletion; the competency is removed from its capsules.

Attach one certificate to many people

Use this when, for example, a whole group has taken the same course and you have one shared certificate.

Click the paperclip (tooltip Attach document or certificate) on the competency. A panel opens.
Choose the certificate first: Upload a file (at most 20 MB, otherwise “File size is too large. Maximum size is 20 MB”), link to content in another ABMS module with the internal link button, or add a web address with External URLs (it must start with http or https). The name appears in Selected file. Choosing a new file clears the people you have already selected.
In Selected users, select the people. The list holds only people who have not left and who already have this competency on their page; if nobody does, it shows “–No users assigned to this competency–”.
Click Save (disabled until a certificate and at least one person are chosen). The message “The competency has been updated.” appears.

For each selected person, the certificate becomes the current certificate on their row for this competency; the previous certificate stays in the row’s history. The certificates are added in the background, so they may take a moment to appear.

Build capsules

A capsule is a named group of competencies, for example everything a role or position requires. Ticking a capsule on a person’s details page adds all its competencies that the person lacks; linking a capsule from Edit mode in the list does not.

Create: In the Capsules section, click the Add new cell, type the name in Title (turn on Translations for separate English and Norwegian names) and click Save. The message “The Capsule has been created.” appears.
Rename: Double-click the capsule’s name and edit it in the cell, or click the pencil (tooltip Edit mode) to open the edit panel, change the name and click Save. The message “The Capsule has been updated.” appears.
Link a competency: Drag a competency from the Competencies section and drop it on the capsule’s cell, or on its open edit panel. The message “Competency linked to capsule” appears; if it was already linked, you get “The competency is already linked to this capsule.”
Unlink a competency: Open the capsule’s edit panel, hover over the competency in the list on the right and click the x. Confirm “Please confirm removal of the link to competency ‘…’ ?”. You can also unlink from the competency’s own edit panel, in its Capsules list.

Hover over a capsule’s name to see its linked competencies; hover over a competency’s name to see the capsules it belongs to.

Linking adds rows to people. When you link a competency to a capsule, everyone already linked to that capsule who does not have the competency gets it as a new, empty row on their page. This happens in the background and may take a moment. Unlinking does not remove any rows from people’s pages.

Delete a capsule

Click the x (tooltip Delete capsule) on the capsule.
What happens next depends on who is linked to it:
- People who have not left are linked: the capsule cannot be deleted. A dialog lists their names with “This capsule cannot be deleted as it’s in use by one or more users / competences”. Click Ok.
- Only people who have left are linked: a dialog lists their names with “If this capsule is connected to any expired users, those users will lose this capsule when you delete it.” Click Delete or Cancel.
- Nobody is linked: confirm “Do you really want to delete ‘…’?”.
The message “The Capsule has been deleted.” appears.

The capsule and its links are deleted. The competency rows on people’s pages stay, and linked competencies do not stop the deletion.

Manage titles

Titles are the values people can have in Title on their page, and they can be used to give managers responsibility for people.

Open the Organisations section and find Titles.
Add: Click Add new, type the title (turn on Translation to fill in English and Norwegian separately) and click Save. The message “The title has been created.” appears.
Edit: Click the pencil (tooltip Edit), change the title and click Update. The message “The title has been updated.” appears.
Delete: Click the trash icon (tooltip Delete) and confirm “Please confirm deletion of the title”. The message “The title has been deleted.” appears.

A title cannot be deleted while anyone has it, including people who have left; you get an error message. Change the title on those people first. Titles cannot be deactivated.

What you should see

The grids in Competencies and Capsules are sorted by name, and show your changes at once. New and renamed competencies appear in the competency list on people’s pages, in the Report and in Analysis.

Good to know

Deactivating keeps the history. For a deactivated competency, every person’s row is kept and still shown on their page. The competency disappears from the list used to add competencies to people, from the Report and from capsule lists. On a deactivated competency, only rename, delete and activate are available.
Deleting a title removes its access rights. When a title is deleted, every assignment that made a manager responsible for people with that title is removed too. See Give managers access to people in Competency.
Global fields in Organisations. The Organisations section also lists the global fields your company uses in Competency. Without the Admin level on the Super area row, you see “You must have Super user access rights to modify Global Fields.” and the values are read-only. Adding values works as described in Add a value to a global field, with or without translation.
Reminders per competency are set with the flash icon on a competency; see Set up reminders for expiring competencies.