User Provisioning - Admin Password Settings
We are excited to announce significant updates to the KnowledgeSmart platform that will enhance security and give our customers better control over user authentication processes. Here's what's new:
- Access to Password Settings:
- Administrative Control: Password settings are now accessible to administrators under Settings > Passwords, enabling tenant-specific configurations.
- Multi-Tenant Configuration: If you manage multiple tenants, password settings must be configured individually per tenant.
- Complex Password Requirements:
- Enhanced Security: Administrators can enforce complex password requirements, including a minimum of 12 characters with mixed case and alphanumeric characters.
- Current Users Unaffected: Existing passwords will remain valid until users change them.
- Password Expiration:
- Automatic Prompts: Administrators will prompt users to reset their passwords at intervals set by them, enhancing security through regular updates.
- Immediate Application: Expiration settings change immediately across the tenant.
- Non-Matching Passwords:
- Historical Check: Users can be required to set passwords that do not match the previous set number, enhancing protection against repeated use.
- New User Setup:
- Email Invitations: New users will receive an email with a unique URL to set up their password without ever receiving a password directly via email.
- Password Reset:
- Secure URL: Passwords can be reset via a unique, time-limited URL provided through the user's registered email.
- Once the user enters their username or email address, they are sent the following message to prompt them to enter their new password.
- They will see the message below if they enter a password that does not align with the password settings.
These updates are part of our ongoing commitment to providing all users with a secure and efficient platform.
Invite Management
- Invite Received/Not Received Filter and New Date Range
- On the Test > Invites > History page, we added an invite received/not received filter and a new invite sent date range filter for test invites.
-
- This makes it easier to identify which users have (or have yet to) be sent an invite to an assessment for a specific date range.
- Search results can easily be captured in a static group for analysis or exporting.
- This filter has also been added to the Survey > Invites > History page.
- This filter has also been added to the Skills > Invites > History page.
- Invite Tracking
- We improved tracking for KS invite mails by switching to the Rackspace ‘MailGun’ API service, replacing our previous process (which used SMTP).
- This allows for greater transparency for email status, for example, whether an invite mail was successfully delivered, quarantined, bounced, and so on.
- Addition of Expiry Date for General Surveys and Skill Audits
- We added invite expiration date options for General Surveys and Skills Audits to match the existing functionality for Skills Assessments.
- Expiry dates can be viewed and amended on the Invites > History pages.
- Invite Exports
- We updated the invites CSV exports for Skills assessments, General surveys, and Skills audits, adding ‘self-invite’ status and aligning all fields for a more consistent display of invite history data.
- Invite Text Editor
- We added the updated text editor tool on the Invites pages for Skills assessments, General surveys, and Skills audits. We also tidied up the spacing of the invite body text to remove unwanted white spaces between lines of text
- We added the updated text editor tool on the Invites pages for Skills assessments, General surveys, and Skills audits. We also tidied up the spacing of the invite body text to remove unwanted white spaces between lines of text
User Administration - Searchability
- We updated the search logic on the Users > User list page, making it easier to identify users who have not been sent an invite to a particular assessment for a specific date range.
- Search results can easily be captured in a static group for analysis or exporting.
Unique Active Users
We updated the logic for the ‘Unique Active Users’ data, which displays in the summary box on the 3 x HOME pages.
-
- Tests: A 'Unique active user' has been sent one or more invites, logged in, and completed at least one assessment (in the selected time period). Completing the assessment triggers their 'active' status.
- Surveys: A 'Unique active user' has been sent one or more survey invites and has logged into and completed at least one survey (at the selected time). Completing the Survey triggers their 'active' status.
- Skills: A 'Unique active user' has been sent one or more Skills audit invites and has logged into and completed at least one Skills audit (in the selected time). Completing the Skills audit triggers their 'active' status.
- Hover over the small ‘person’ icon to see a breakdown of invite numbers by user status.
Account Management Enhancement
- New API Activity Log.
- We added a new tool that allows you to take an export of all API actions, including activity type, account name, account ID, date, and activity count.
Data Export Enhancement
- Updated Naming Convention for all KS Exports
- For example, the main test export displays like this: KS_TestQuestionExport_ID18919_2022-08-04_14-44.csv.
- For example, the main test export displays like this: KS_TestQuestionExport_ID18919_2022-08-04_14-44.csv.
- We added new fields to the Skills assessment master data export, capturing user ID, submitted answer values, and required answer values.
- This allows admins to view all answers submitted by users during their assessment quickly and offers another layer of data analysis for question performance.
- This allows admins to view all answers submitted by users during their assessment quickly and offers another layer of data analysis for question performance.
- We updated the KS Benchmark table to reflect a wider range of test names and show scores and elapsed time for versions 2019-2023.
- Account Management > Admin Activity Log Report Enhancement
-
- We added admin creation and deletion events to the admin activity log report.
Teams Enhancements
- Search, and Dynamic Groups Added to Teams.
- We added search and dynamic group selection options to the 'create team' process. Now, admins can search for specific people and also create teams from existing user dynamic groups.
- We added search and dynamic group selection options to the 'create team' process. Now, admins can search for specific people and also create teams from existing user dynamic groups.
- Copy Teams
- We added a 'Copy team' function. This creates a copy of an existing team, called 'Copy of Team A'. Admins can then edit the team name and change the manager. Team membership remains the same. Use this workflow when there is more than one manager assigned to a team, or more than one manager needs to view team data.
- We added a 'Copy team' function. This creates a copy of an existing team, called 'Copy of Team A'. Admins can then edit the team name and change the manager. Team membership remains the same. Use this workflow when there is more than one manager assigned to a team, or more than one manager needs to view team data.
- We added search fields to the ‘Teams Skills’ page on the manager user page.
- We added a new bulk delete option for the KS Teams page
- We improved visibility if a user has lost their 'manager status'
-
- We updated the Teams area to more clearly show when a Manager (who is assigned to a Team) subsequently ‘loses’ their Manager status.
Dynamic Group Filter Enhancement - Job Title
- Dynamic Group Search Filter Enhancement:
- We added a new filter in the Users, Results, and Invites dynamic groups areas called 'Job title'. This allows admins to create dynamic groups based on job roles.
- We added a new filter in the Users, Results, and Invites dynamic groups areas called 'Job title'. This allows admins to create dynamic groups based on job roles.
Teams – Add a Secondary Manager
- KS Teams can now be updated with a 'Primary' Manager and a 'Secondary' Manager.
- Primary Managers can view and edit KS Skills audit data, plus view KS Skills assessment data and KS Survey data (for their Team(s).
- Secondary Managers can view (but not edit) KS Skills audit data, plus view KS Skills assessment data and KS Survey data (for their Team(s)).
How to add managers to teams
- Step 1 - Name and describe your team.
- Step 2 - Assign your team members.
- Step 3 - Assign your Primary team manager.
- Step 4 - Assign your Secondary team manager.
Viewing Results data on Manager Pages
- This is the view for a Primary manager...
- Select the 'My Teams' link to view the teams you manage.
- Click the team name to view a list of team members.
- Click the '+' icon to view skills for each team member. Primary managers can view and edit Manager ratings values.
- Select the 'Team Skills' link to view a consolidated list of skills for all users from teams you manage.
Click the username to view a list of skills. Primary managers can view and edit Manager ratings values.
- In addition to Skills ratings data, Primary managers can also view results data for Surveys and results and invite history data for Skills assessments.
- This is the view for a Secondary manager...
- Select the 'My Teams' link to view the teams you manage.
- Click the team name to view a list of team members.
- Click the '+' icon to view skills for each team member. Secondary managers can view (but not edit) Manager ratings values. (Manager ratings are greyed out).
- Select the 'Team Skills' link to view a consolidated list of skills for all users from teams you manage.
- Click the username to view a list of skills. Secondary managers can view (but not edit) Manager ratings values. (Manager ratings are greyed out).
- In addition to Skills ratings data, Secondary managers can also view results data for Surveys and results and invite history data for Skills assessments.
- We have updated the ‘My Teams’ area for Managers, when viewing team data for skills assessments, skills audits, and general surveys on their personal KS page.
- Managers will see the following menu options when they log in:
- My Teams Page
- This area has been simplified and now lists all teams associated with each manager. Selecting a team name lists all team members. Teams can be exported to CSV or Excel.
- Team Assessment Invites
- This page displays a history of assessment invites sent to members of the associated teams. Use the check box filters to change the invite status. Invites can be exported to CSV or Excel.
- Team Assessment Results
- This page displays completed skills assessments, including completion date, score, and elapsed time. Managers can view results reports by clicking on the score link. Results can be exported to CSV or Excel.
- Team Skills Invites
- This page displays a history of skills audit invites sent to members of the associated teams. Use the check box filters to change the invite status. Managers can view skills audit reports by clicking on the ‘Rosette’ icon. Invites can be exported to CSV or Excel.
- Team Skills Ratings
- This page displays all members of the associated teams. Click on the username to view a list of submitted skills ratings. (NB, gray highlight indicates no skills ratings have been captured to date).
- Managers can submit their own ratings and view a history of completed skills audits for each team member. Results can be exported to CSV or Excel.
- Team Survey Invites
- This page displays a history of general survey invites sent to members of the associated teams. Use the check box filters to change the invite status. Managers can view survey reports by clicking on the ‘Rosette’ icon. Invites can be exported to CSV or Excel.
Team Survey Responses
-
- This page displays completed surveys, including completion dates. Managers can view survey reports by clicking on the ‘Rosette’ icon.
API Enhancements
- Teams API Endpoints added
- We added new API endpoints for Teams and Skills audit data.
- We created a new API endpoint, which combines the following three separate API calls into one
-
- The new API call is as per the screenshots below:
- The new API call is as per the screenshots below:
- New Library Export Feature
- We added a new library export feature, so admins can easily export a list of ‘Off the Shelf’ (OTS), Published and Draft content, across individual or linked accounts.
- Look for the ‘Export to Excel’ tool, at the top of all library pages.
-
- This feature is available for Skills assessments, General surveys, and Skills audits, on the following dashboard pages:
- Library > Tests > OTS Tests, Library > Tests > Published Tests, Library > Tests > Draft Tests
- Library > Surveys > Published Surveys, Library > Surveys > Draft Surveys.
- Library > Skills > OTS Skills Audits, Library > Skills > Published Skills Audits, Library > Skills > Draft Skills Audits.
- This feature is available for Skills assessments, General surveys, and Skills audits, on the following dashboard pages:
Enhanced search filter
-
-
-
-
- We added a new search filter, which displays all questions and modules not used in a test/survey/skills audit.
- We added a new search filter, which displays all questions and modules not used in a test/survey/skills audit.
-
-
-
Logic for Deleted Accounts
- We updated the logic for deleted accounts: Users, invites and results are now automatically reassigned to the parent account whenever a child account is deleted (for tests, surveys, and skills).
Updated the logic for individual user pages, where a user belongs to two or more accounts.
- The login process for a user now finds all accounts that the user belongs to and lists the account names on the ‘My Details’ page.
- We added the Result ID to the header of the test report. This makes it easier to track completed results in your reporting templates.
Related Article(s):
Pinnacle Series Monthly Release Notes
KnowledgeSmart Enhancements - Test (July 2022-September 2023)
KnowledgeSmart Enhancements - Survey Platform (July 2022- September 2023)
KnowledgeSmart Enhancements - Skill Audit Platform - July 2022-September 2023
KnowledgeSmart Repairs (July 2022-September 2023)