Competency rows: status, expiry, colours and history

A competency row is one competency held by one person: one line in the Competency section of the person’s details page in Competency. This page gives the exact rules for a row’s Status, when a row becomes Expired, the colour of each status, what the row’s history holds, and what changes in the Competency Admin tab do to rows people already have. The columns of a row are described in The person details page; how to fill them in is in Register and update a person’s competencies.

Status values and colours

Status of a competency row	Name in the Report tab’s Status filter	Colour	Who sets it
Empty (no status chosen)	N/A	No colour on the person page; grey in the Report tab	A user who edits the row. New rows, also rows added from a capsule, start empty.
Open	Open	Orange	A user who edits the row.
Planned	Planned	Yellow	A user who edits the row.
Performed	Performed	Green	A user who edits the row.
Expired	Expired	Red	ABMS, automatically (see below), or a user who edits the row.

Who can edit a row, and so choose its status, depends on the user’s right on the Competency row of the rights table (The Users page and the rights table); see Rights in Competency, action by action.
On the person page, the colour fills the row’s Status field.
In the Report tab, every cell for a competency the person holds has a dot in the colour of that row’s status, grey when the row has no status. A cell for a competency the person does not hold is empty, without a dot.
In the Report tab’s Status filter, each switch takes its status colour when it is on; the N/A switch is grey.
Expired is the only status ABMS sets by itself. Filling in Planned date does not make a row Planned, and filling in Performed date does not make it Performed; choose the status yourself.

When a row becomes Expired

A competency row is expired when its Expire date is before today. A row whose expire date is today is not yet expired. Besides checking a row when it is saved, ABMS runs an automatic check of all competency rows once every night.

Moment	What happens to the competency row
The row is saved (with the row’s save icon or Save all)	If the expire date is before today, the status is saved as Expired, whatever status was chosen. You cannot save a row with a passed expire date and another status.
ABMS’s automatic nightly check	Every row with an expire date before today and the status Open, Planned or Performed is set to Expired. A row with no status is not changed by the nightly check; it becomes Expired the next time it is saved. The check covers every person, also people whose end date has passed.
The row has no expire date	It never becomes Expired by itself.
The expire date is moved forward on an Expired row	The status stays Expired until a user changes it; see Register and update a person’s competencies.
A user sets Expired by hand on a row whose expire date has not passed	The status stays Expired. Nothing changes it back.

Example: a row with the expire date 31 March 2027 and the status Performed becomes Expired on 1 April 2027: in that night’s check, or when the row is saved on that day or later.

The status does not decide whether reminder e-mails are sent; only the expire date does. See Competency reminder e-mails: timing, repeats and content.

The row’s history

The arrow at the end of a competency row opens its history.

Rule	Detail
What a history line holds	The values the row had before a save: Status, Planned date, Performed date, Expire date, Level, Wanted level, the certificate that was current then, Training cost and Actions/Comments.
When a line is added	Each time a saved row is changed and saved again. Saving a new row for the first time adds no line.
What a line does not show	When the change was made, or who made it.
The nightly change to Expired	Adds no line of its own.
Empty values	An empty status, level, wanted level or certificate is shown as N/A.
Dates	Shown as day/month/year, for example 31/03/2027, in both languages.
Certificates	Click a certificate’s name in a history line to open or download that earlier certificate.

Certificates on a row

The Document/Certificate column shows only the newest certificate of the row; the earlier ones are reached through the history.
A certificate attached to many people from the paper clip on a competency in the Admin tab becomes the newest certificate on each selected person’s row of that competency. When it is saved, the message “The competency has been updated.” appears; the certificates are added in the background. See Manage competency types, capsules and levels.

What changes in the Admin tab do to existing rows

Change in the Competency Admin tab	Effect on competency rows people already have
A competency is renamed	Every row of it shows the new name, on people’s pages, in the Report tab and in Analysis.
A competency’s Description is changed	The info icon next to the name on every row of it shows the new description.
A competency is deactivated	Every row of it is kept and still shown on people’s pages. It can no longer be added to people, and it disappears from the Report tab’s columns and pickers. Reminder e-mails are still sent for its rows.
A competency is activated again	It can be added to people and chosen in the Report tab again.
A competency is deleted	Allowed only when no active person (no end date, or an end date today or later) holds it. The rows of it held by people whose end date has passed are deleted with it. The message after the deletion reads “The competency has been updated.”.
A competency is linked to a capsule	Everyone linked to the capsule who does not hold the competency gets a new, empty row of it, also people whose end date has passed. It is added in the background.
A competency is unlinked from a capsule, or a capsule is deleted	No row is removed or changed.
Max level is lowered	Levels already recorded on rows are not changed.
A competency’s own reminder time frame (flash icon) is changed	The rows are not changed; only the timing of reminder e-mails changes.

On a person’s details page, ticking a capsule under Select capsule adds the capsule’s missing competencies as rows at once; choosing a capsule in Edit mode on the User information tab does not. See The competency user list.