31.07.2019

Unicorn LMS Release Notes 8.6

Release Note 8.6

Unicorn LMS 8.6 brings a number of further enhancements to forms and certificates. We've introduced the ability to create Person Categories to assign to your users and automatically pull them in to Forms. Form field values can now be shown in Certificates. We have also added My Actions to quickly locate forms requiring your attention. This functionality further enhances our support for the Certification Regime and many other scenarios.

Other enhancements include further updates to our eCreator template functionality, the ability download form attachments from reports and the ability to send email reminders according to assessment success status.

Corresponding videos will be added to Unicorn Help over the coming weeks.

We have indicated which version number each feature will be released in. To check which version your LMS is currently operating on, please refer to this Help Guide.

Create Person Categories

You can now define, assign and manage your own person categories within the Unicorn LMS. These categories can then be used to create registration rules to assign activities by person category and are fully reportable.

One of the new features allows you to specify if the categories can be assigned from the main menu or from the user's profile when creating a Person Category Group

How does it work?

Super Administrators can create Person Category Groups in Site Settings. While creating the Category Group, you can define a colour and label to represent the group. Once you've created the group, you can create the categories within it.

Depending on the options you've selected when creating the Category Group, your Super Administrators will be able to assign to users in bulk via the Main Menu or individually within the user's profile.

Accessing the Person Category Group from the main menu will allow Administrators to assign users to categories in bulk

From the user profile:
Locate the user's profile from Organisation and Users. The Person Category Groups will be listed as separate tabs. Navigate to the relevant Category Group then click on the Assign button. When the Assign wizard opens, drag and drop the categories you wish to apply to the user into the selection box. Then confirm your selection on the next step in the wizard.

From the Menu:
Navigate to the Category Group from the Main Menu. All categories in the group are displayed in the first tab and users assigned to a category are displayed in the second tab. Both lists are searchable using the search field at the top of the page. Click on the Assign button to go through a short wizard where you can choose which categories to apply and to whom.

How do I get it?

The ability to create Category Groups and Categories will be available to all Super Administrators. The ability to assign Categories within the User's profile will be available to Administrators and Line Managers and in bulk for Super Administrators from the Main Menu. Released in 8.6.5.

Pulling Person Categories and Senior Managers Regime Categories in to forms

We've now added the ability to pull person category data in to Forms, further automating the completion of forms within the workflow.

If you have enabled the Responsibilities Map and assigned responsibilities to users, you can also pull these categories into forms. These categories include Senior Management Functions, Prescribed Responsibilities, Other Responsibilities, Overall Responsibilities and Committees.

You now have the ability to pull Person Categories and Senior Managers Regime Categories data in to forms

How does it work?

When designing your form layout in the Form Template editor, click on the User Data field in the Tools Palette and expand the Person Category Groups option. Drag and drop the Category Group you wish to pull in to your Form. Once added you can click on the Field to edit the settings. If the Category Group is aligned to your Legal Entities, you can choose which Legal Entity to pull in from the Settings, or set it to None or All.

If you have Responsibilities Maps enabled and have assigned responsibilities to users, the SMR categories will also be available in the User Data field to pull in to your form in the same way.

How do I get it?

This functionality will be available to Super Administrators when designing Form Templates. Released in 8.7.

New Certificate Custom Fields

We have introduced the ability to pull in fields from forms in to your certificate templates as well as redesigning the user interface to make it easier to search or browse for fields to include in your certificate.

You now have the ability to pull in fields from forms in to your certificate templates

How does it work?

Administrators, Content Creators and Line Managers can already set up activities to award a certificate upon completion within the Activity's Certificate tab. Within this tab you can select whether you want the style of certificate to be graphical or letter and whether you wish to apply an expiry to the certificate.

Specify the wording for your certificate in the Certificate Message box. You can either freetype your message or use the field selector on the right to personalise and automate some of the content.

The menu is categorised into fields relating specifically to Activity, the Profile or Form (if applicable) data. Expand the desired category to see a list of fields available and click on a field to add it to the Certificate Message box.

You can toggle the fields menu on or off, enabling you to see more of your message box, by clicking on the cross in the menu heading. To view the menu again, click on the 'Show message fields' link.

How do I get it?

This will be standard functionality available to Administrators, Content Creators and Line Managers when creating certificates for activities. Released in 8.7.

My Actions Tab and Portlet

We have introduced the My Actions tab within My Team Activity making it easier and quicker to locate forms with outstanding actions. This tab displays only form activities waiting on an action from the user. This filtered tab is available to anyone who has been nominated to participate in the workflow of a form, whether as an owner or a contributor to a stage, and is not limited to only Managers or Administrators.

In addition, we have also developed a new My Actions portlet which can be added to your users' Home Page. If there are any forms requiring the User's attention, it will display the number of forms on the portlet.

The new My Actions tab makes it easier and quicker to locate forms with outstanding actions

How does it work?

It is existing functionality that the user is notified via email when the form is at a stage that requires them to input in to the form as either an owner or contributor. Within the email is a link.

Should they miss the email, the portlet on their Home Page can alert the user displaying the number of forms requiring action. Clicking on the portlet will take them directly to the My Actions tab in My Team Activity. If there are no forms requiring the user's attention, the portlet will say 'No Outstanding Actions'.

You can also navigate directly to My Actions via the Menu or via the link in any notification emails sent during the forms workflow.

Super Administrators can enable the My Actions tab within the Team Activity tile in Site Settings. After enabling My Actions in Site Settings, they can add the portlet to each Organisation Unit in the Organisation and Users area.

How do I get it?

This functionality will be available to all sites using Forms and can be enabled by Super Administrators. Released in 8.6.5.

My Staff Renamed to My Team

We have renamed the My Staff page to My Team to bring it in line with the My Team Activity dashboard. We have also introduced a new search bar and sort by options allowing Line Managers to quickly find an individual team member.

One of the new features for the My Team page includes the ability to sort by First Name, Last Name or Organisation Unit.

How does it work?

Line Managers and Administrators can access My Team via the Menu like they accessed My Staff before. When viewing the My Team page, you can start typing a name or organisation unit in to the search bar at the top and the page will display results matching the text entered. You can also change the sort to be alphabetical by either First Name, Last Name or Organisation Unit by selecting the desired option from the dropdown to the right of the search bar.

How do I get it?

This functionality will be available as standard for Line Managers. Released in 8.4.25.

eCreator Enhancements

We are continuing to make enhancements to eCreator. With this release we have introduced the ability to hide images when printing eCreator pages and we have extended our fit or fill functionality for images (released in 8.1) to now be available when uploading images to page backgrounds and text panels.

You can now specify your images to fit or fill the frame when resizing or scaling the image

How does it work?

Printing: Import an image in to eCreator in the normal way. Click on pencil icon to open the image editor menu and click on the cog icon for Image Settings. From here you can toggle the 'Hide in print preview option' on or off. Do this for each image you wish to hide.

Fit or Fill: Upload an image to either a text panel or as a background in the normal way. Below the preview of the image you can select whether the image will fit frame or fill frame. When using Fit Frame, the whole image will fit within the image panel without cropping. When using Fill Frame, the size of the image will be increased to fill the panel on all sides without any white space showing.

How do I get it?

This functionality will be available to Content Creators and Administrators when working with eCreator. Released in 8.6.5.

Email Reminders On Success Status

You can now send email reminders according to Success Status for Assessments, Forms, eLearning or Pathways.

You now have the ability to send email reminders according to the Success Status for Assessments, Forms, eLearning or Pathways.

How does it work?

Navigate to the Email Reminders tab within the Activity administration area and click New Email. You will be taken through a three-step wizard. Construct the email message in Step 1. In Step 2, you now have the option to choose Success Status when deciding who will receive the email. By default, it will say Any. If you click on the Any link, you can change it to send only to Users who have Passed or only to Users who have Failed the activity.

Continue to Step 3 of the wizard to select the recurrence settings and then click Finish.

How do I get it?

This will be standard functionality for Administrators, Line Managers and Content Creators when creating Email Reminders. This option will only be available on Assessment, Form, eLearning or Pathway activities. Released in 8.4.19.

CPD Scheme Name Appears On Log

We have now added the CPD scheme name to the CPD Log page, making it easier for organisations that use multiple schemes to identify the specific CPD scheme a user is recording against.

The CPD Log now displays the active CPD scheme within the CPD overview area

How does it work?

Once a user's CPD scheme has been configured, when the user views their CPD Log, they will see the name of their scheme in the top right of the page. Managers will also be able to see the scheme name in the same way when viewing the CPD Log tab of a user's profile.

How do I get it?

This functionality will be available to all users. Released in 8.6.2.

Ability to download Form attachments from Reports

It is now possible to download attachments within a Report which have been uploaded to the Attachments section of a Form. This makes it easy for tutors and assessors to access individual assignments for marking.

Five new data fields have been added to the Form Allocation and Completion Status report data source to enable this functionality. These are:

  • Form ID
  • Form Code
  • Form Document Link
  • Form Document ID
  • UserName (Read Only)

You can now download attachments within a Report which have been uploaded to the Attachments section of a Form

How does it work?

When designing your Form Template, you will need to include the File Attachments section.

When creating a new report, select the Form Allocation and Completion Status data source. Work through the New Report wizard, selecting the required parameters and report fields, including the new fields listed above.

As you will only be able to access the attachments once a form has been completed, we'd recommend adding a couple of filters on the Filters and Sorting tab. Add one for 'Completion status' set only to 'Completed' and Form Document Link set to Not Equal To - to not return any forms which don't contain attachments.

How do I get it?

The new report fields will be available to all Administrators and Report Administrators when creating new reports, using the Form Allocation and Completion Status data source. If you can't see this data source but use Forms, please contact our Support Analysts. Released in 8.6.8

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