A person's record in Competency: creation, login link, files and leaving
Each person in Competency has one record: their personal details, their competency rows, their files and their capsules. This page explains how records are created, how a record is linked to an ABMS login, what happens to the record when the login is deactivated, the messages for files on the record, and exactly what changes and what stays when the person’s end date has passed. The fields themselves are described in The person details page.
How a person gets a record
Section titled “How a person gets a record”| How | What happens |
|---|---|
| Add user on the User information tab (Approve or higher on the Competency row) | A record is created from the dialog; see Add a person to Competency. |
| Your user administrator (exactly Admin on the Super area row of the rights table; see The Users page and the rights table) adds a user to ABMS under Super > Users, one at a time or several at once | A record with the user’s first name, last name and e-mail address is created in Competency and linked to the new login. If a person with that e-mail address already exists in Competency, no new record is made: the existing person is linked to the login and takes the login’s first and last name. When one user is added, the message says which happened: “A corresponding competency user was also created” or “An existing competency user has been merged with this system user”. |
| A competency responsibility is transferred under Super > Ownership transfer to a user who has no record in Competency | A record is created for that user first. See Transfer ownership of a user’s items. |
Every new record, in each of these ways, starts with Send trigger email switched on; it can be switched off afterwards on the details page. A record created with Add user gets Email language Norwegian.
The link between a record and an ABMS login
Section titled “The link between a record and an ABMS login”| Rule | Detail |
|---|---|
| When a record is linked | Whenever a new or changed E-mail is saved on the record (in Add user, on the details page or in Edit mode) and an ABMS login has the same address. System user is then ticked, and First name and Last name are copied from the login. The link is made also when that login is deactivated. |
| When no login has the address | The record is not linked, and System user is not ticked. |
| How the e-mail address is stored | In lower case. Two records in Competency cannot have the same address, whatever the upper and lower case: saving an address another record already has is refused, and on the details page and in Add user the message “The e-mail is already in use, please try another one.” appears. |
| What a link changes on the details page | First name, Last name and E-mail are disabled, and Email language is hidden; the person’s e-mails from Competency use their ABMS language. |
When the ABMS login is deactivated or reactivated
Section titled “When the ABMS login is deactivated or reactivated”Your user administrator deactivates logins under Super > Users; see Deactivate or reactivate a user.
| Event | What happens to the person’s record in Competency |
|---|---|
| The login is deactivated with “Deactivate Competency user as well” | The record’s End date is set to yesterday, so the person is no longer active in Competency (see the table below), and System user is unticked. The message reads “System user and corresponding competency user has been deactivated”. The person’s responsibilities in Access Right are not removed at this point; they are removed the next time the record is saved in Competency (see the table below). |
| The login is deactivated without that choice | System user is unticked. The person stays active in Competency: they are still in the list, the Report tab and the charts, but they get no reminder e-mails, and their competencies are left out of everyone’s reminder e-mails. |
| The login is reactivated, and the record’s end date has passed | The end date is cleared, the person is active in Competency again, and System user is ticked. The message reads “System user and corresponding competency user has been reactivated”. |
| The login is reactivated, and the record’s end date has not passed | System user is ticked again. |
Setting an end date in Competency does not deactivate the person’s ABMS login.
Files on the record
Section titled “Files on the record”| Action on the details page | Message |
|---|---|
| Upload a file under CV | “The CVs have been uploaded successfully.” |
| Upload a file under Attachments | “The attachments have been uploaded.” |
| Delete a file | First “Please confirm that you wish to delete this file”, then “The CV has been removed.” or “The attachment has been removed.” |
The dialog that opens from either paper clip is titled “Attachments / Internal Modules / External URLs”.
After the end date has passed: what changes and what stays
Section titled “After the end date has passed: what changes and what stays”A person is active in Competency when they have no end date, or an end date today or later. From the day after the end date:
| Object | What changes or stays |
|---|---|
| The record, its fields, competency rows, row history, certificates, CV, Attachments and capsule links | Kept. Nothing is deleted, and a person cannot be deleted. |
| User information tab | The person is shown only with Show expired users. |
| Report tab and Analysis charts | The person is left out. |
| Reminder e-mails | The person gets none, and their competencies are left out of everyone’s reminder e-mails. |
| Status of the person’s competency rows | The nightly run still sets rows to Expired when their expire date passes. |
| Capsules the person is linked to | Linking a new competency to such a capsule still adds an empty row of it to the person. |
| Recipients of reminder rules, Available users in Access Right, the View Report list, and Selected users when attaching a certificate to many people | The person is no longer offered. |
| The person’s responsibilities in Access Right | Removed whenever the person’s record is saved while the end date is in the past. A future end date that passes removes nothing until the record is saved again. Setting the end date back does not restore them. |
| Deleting a competency or a capsule in the Admin tab | The person does not block it. When a competency is deleted, the person’s rows of it are deleted; when a capsule is deleted, the person’s link to it is removed. |
| Deleting a title in the Admin tab | Still refused while the person has that title. |
| The person’s ABMS login | Not changed. |
To make the person active again, clear the end date or set a date in the future, and save.