Kahootz User Group, London 2013 - Masterclass

www.kahootz.com

MasterclassToby Smith – Senior Consultant

@INOVEMToby

User Group 2013

www.kahootz.com 2 @Kahootz

2013 Masterclass

• Team Based Permissions

• Online Databases

• Structured Documents and Co-authoring

• Customising your Workspace

www.kahootz.com

Team Based Permissions


Team Permissions

• Managers can create teams within workspaces / groups

• Teams can be used in access permissions

• Assign members to teams from Manage pages

• Pre-assign teams when users are invited

• Individuals can be in multiple teams

• Think of them as “permission lists”


Teams

• Individual permissions?

– Possible to have a team of one person

– Realistically not what “Tom the person” can do, but what “the person in

the role currently performed by Tom” can do

– Very easy to change who is in that role / team

• But also

– ‘owner’ permissions on many objects – original creator

– Eg: Uploaded documents may be edited by Document Owner and

managers

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Online Databases


Databases

• Present and share tabular, structured data

• Quicker and easier than uploaded Excel files

– View and edit online, rather than download

• Support multiple users – simultaneous add / view

– Data capture / form filling

• Powerful online searches / sorts

• Linked to reporting for managers

– Generate PDF reports, graphs etc


Databases

Know your column types!

• Text vs. Numbers – better for sorting, range searching

• Text vs. Dates – entry validation, sorting, range searching,

localisation

• Select One / Select Many to ensure data consistency

• Email address, maps for quick extra features


Databases

Automatic column types

• For auto-filling useful metadata

• Row creator Name, Date, Date & Time

• Row modifier Name, Date, Date & time

• For identification

• Auto row number – assign ‘job ID’ or other references

• Can be added to database at any time.

• Will fill in correct information for any existing rows


Databases

• Consultancy team can help you with Evaluated Columns

• Based on calculations or other row information

• HSE Job Tracker – add up all time spent (set of number columns)


Databases

• Havant timesheets

– Multiply time spent (num) by hourly rate (num taken from dropdown

name / rate value


Databases

• Devon Risk rating – risk Î likelihood, ranges as colours

• Issue Traffic Lights – Time until due, by severity – Red / Amber /

Green

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Structured Documentsand Co-Authoring


Structured Documents

Prepare, present and collaborate on long documents as a sequence of web pages

Document Preparation

• Create the document completely online, OR

• Import from one or more Microsoft Word documents

– The structure can be taken from the heading levels in the document

– Tables, images and common formatting is preserved

• Multiple people can work on the document in parallel

• Use the Workflow feature to assign editors and approvers to specific parts¹

Feedback

• People can make comments against a specific part of the document

• You can embed questionnaire questions in specific places

• ¹ Requires Co-Publish extension



History

• View the history of changes to each section

• And see who made them

• With optional notes to record why those changes were made

Publishing

• The document is automatically published to the workspace

• Co-Publish provides “one-click” PDF publishing. ¹

– Define re-usable templates to include standard content and control the styling

– Includes "paper publishing" features such as page layout, headers, footers, numbering,

cross references, etc.

• ¹ Requires Co-Publish extension



Document

1 Introduction

Lorem ipsum dolor sit amet, consectetuer adipiscing elit.Sed ac est ut quam malesuada ornare. Sed porta,

2 Design

Lorem ipsum dolor sit amet, consectetuer

adipiscing elit. Sed ac est ut quam malesuada

2.1 Background

Lorem ipsum dolor sit amet, consectetuer adipiscing elit. Sed ac est ut quam malesuada


2.2 Justification


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Customising your Workspace



• Every single one of you has highly customised every single

workspace you have ever built.

• Definitely.



• The flexible ‘Folder and contents’ workspace structure means each

one is laid out for its own purpose

– Not organised by objects (‘Documents Area’, ‘Tasks Area’)

• Members can instantly understand what’s going on and where

things are if they understand the project


Workspace Dashboards


Dashboard Items

– Workspace Information

– What’s New in the Workspace

– Upcoming Calendar Events

– Month Calendar

– Workspace Tasks

– Feeds from YouTube, RSS

– Text blocks and other applets

– Documents I have Locked (User Dashboard)

Choose the number of columns to fit your design / screen size

Many boxes have their own configuration (size, source etc.)

NEW: Now available on folders as well as workspace / user homepage

The User Dashboard on the User Home page has similar items, showing content from all the user’s workspaces

Dashboards contain configurable boxes



• Custom folder structure

• Workspace homepage - Dashboard & Customised panel

• Folders - Dashboard & Customised panel

• Folder views and sorting

• All other objects - Customised panel

• Database entry form customisation

• Workspace photos

• Empower and guide your members


Questions / Experiences

• How have you tailored your member experiences?

Kahootz User Group, London 2013 - Masterclass

Technology

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