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Kahootz Service Updates – December 2014

Cloud collaboration software updates

We’re proud to announce the latest set of updates and improvements to the Kahootz service.

General Changes

Edit in Office

The service now supports direct editing for Microsoft Office documents (Word, Excel and PowerPoint).  This provides a seamless integration between your web browser and the desktop application.

For example, on the ‘View Document’ page for a Microsoft Word document, there is now an “Edit in Word” button which opens the document directly in Microsoft Word.  When the document is saved from Microsoft Word, any changes are automatically saved directly back to the service as a new version, without the need to save on your local disc and upload.

More information on this feature can be found on the Kahootz Knowledgebase.

Calculated Columns in Databases

The value for numeric, text, long text, and formatted text columns can now be automatically calculated from other columns instead of directly entered.  For a ‘calculated column’, the database manager can specify a calculation, which can either be a simple expression or code.

More information on calculated columns can be found on the Kahootz Knowledgebase.

Card View in Databases

A new feature on the database is card view, displaying entries in vertical columns, based on the value of a ‘select entry from a list’ column.  You can drag and drop entries between columns to update the value, making the databases more interactive.

Interface Changes

Audio and Video streaming

When you upload a video file in MP4 format, or an audio file in MP3 format, as a document, the file can be played within your web browser on the ‘View Document’ page.  This means that you do not need to download the file in its entirety in order to play it.

Read-only Workspaces

You can now flag a workspace as ‘read-only’, which prevents any updates to the workspace content.  This provides an effective way to archive workspaces.

Online Activity

When you view the member list for a workspace, or view a user’s profile, there is now an indicator showing how recently they were active on the site.  They are shown as ‘online’ if they were active within the last 30 minutes.

Microsoft Lync Integration

The list of social contacts in the user profile now includes ‘Microsoft Lync’.   When you view a user’s profile, the Lync ID is displayed as a browser link that starts a Lync conversation, provided you have the Microsoft Lync desktop application installed.

Automatic Avatar

An automatic avatar is displayed for users that have not uploaded a profile photo.  This consists of a coloured box with the user’s initials, replacing the previous standard picture.

Searchable drop-down lists

Throughout the system, when a drop-down list has more than 40 items, it will be displayed as a searchable list. As you start typing the dropdown will shrink to just matching entries, making long lists more manageable and useable.

Rich-Text Editor

The rich-text editor that’s used throughout the site – for example on web pages and structured documents – has been improved.  It has a new interface that’s better for mobile use and a number of existing bugs have been fixed.

Item Specific Changes


Databases that are wider than the page width now scroll horizontally, independently of the browser window.  This makes it easier to view wide databases.

Microsoft Excel files are now supported for database import.

The date searching has been improved.  It’s now possible to search using just a year, a month/year, or a date/month/year.

If you do not specify a value for a numeric column, the default is blank rather than zero.  This helps to differentiate between zero and the absence of a value.

A new ‘Month and Year’ date column type has been added.  This is useful for data that is recorded on a monthly basis.

The ‘Phone Number’ column type now provides better support for phone numbers in U.S. format. Hyphens and brackets are ignored for sorting, which provides a more natural sort order.

When you run a report on a ‘file’ column, the files are now listed, instead of just showing “Yes” or “No” to indicate whether the entry contains any files.


When a discussion has a quick-poll attached, the notification email contains the quick-poll and the quick-poll options.

When you reply to a discussion, your reply can be added directly on the ‘View a Discussion’ page, instead of jumping to a new page.  This allows you to see the discussion you are replying to whilst typing a response.

When you reply to a discussion by email, the system is now better at removing unwanted text such as your email footer and previous replies.

Discussion notification emails now show the context of a message by including the text of all the messages that a message is in reply to.

The format of the ‘digest’ notification email has been improved.  It now groups related actions together, and shows which users performed each action.


The date that a document was locked is now displayed on the ‘View Document’ page.

For Kahootz Enterprise clients, additional custom attribute meta-data can now be added to documents.  The choice of meta-data fields is configured in the Administration Application.


The maximum folder depth has been increased from 7 to 9 folders deep.

For folders with a large number of items, paging is now supported on all folder views.


Questionnaire responses are now labelled as ‘incomplete’ until the last page of the questionnaire is submitted, when they are changed to ‘complete’.

The maximum number of options in a multiple-choice question has been increased to 250.

Logged-in users can now edit their previous responses to a questionnaire that allows multiple responses.

The close date of an open questionnaire can now be changed without having to close and re-open the questionnaire.

Structured Documents

When viewing a structured document, edit links have been added next to each document part, allowing parts to be edited without navigating through the ‘Manage Structured Document’ pages.

For Kahootz Enterprise clients who can publish structured documents to PDF templates, there is now an option to exclude margin boxes from formatting changes.


A new option has been added to allow a task to repeat on week-days.

The notification email about upcoming and overdue tasks now includes information about which item each task related to.

General Changes

Attached Files

The maximum number of attached files – on calendar events, discussions, database entries, and structured document comments – has been increased to 20.

Attached files are now faster to add and remove, because these operations are now done without jumping to a separate page.

Audit Log

Audit log entries are now added for: Delete user, Create task list, Task started, Task completed, Task set to not started, Discussion started, Add and Modify structured document part, Login, Logoff, Session timeout, Lock and unlock document.

The version number is added to the audit log when a document version is added or deleted.


A ‘Find Workspace’ facility has been added.  This allows registered users to search for public workspaces.

The service now supports the Android 4.3 ‘Add to home screen’ option to allow Android users to easily bookmark the site and run it full-screen.

The default ‘modify’ access control when creating new items has been changed to ‘member’ instead of ‘owner’.

In a private workspace, when the permissions grid is displayed, the option for ‘Anyone’ is no longer displayed.  This avoids confusion about whether the workspace’s permission (‘private’) or the item’s permission (‘Anyone’) takes precedence.

The maximum file size for uploaded files has been increased to 500Mb when using the progress-bar uploader.

Comments on items are now threaded, instead of being a simple list.  This makes it much easier to see the flow of a discussion in comments.


If you try to login when your account is locked, you are sent an email to say your account is locked.  We now only send one email every 30 minutes.

When someone uses the ‘Forgot Password’ page, they are sent an email even if they are not registered on the site.  This is to make people aware that they are not registered on the service.


The ‘Delete Workspace’ function has been added to the manage menu, to make it easier to find.

On the ‘Manage Members’ page, when viewing invited users, the date they were last invited to the workspace is displayed.

The list of teams can now be manually ordered.


Notification emails now include the users name in the default email subject.  For example, ‘Bob Smith has added a new document’ instead of ‘A new document has been added’.


From the site owner pages, you can now create and run reports that operate over all the data in your site.

When filtering on ‘Compound Document Part’, you can now select a part using a drop-down view of the document hierarchy.  This supports both ‘this part’ and ‘this part and children’ searches.

You can now group on up to 5 attributes in a tabular report.

You can now report on audit log entries.

A new ‘Auto Y Axis’ option has been added to chart reports.  This allows the chart engine to decide on an appropriate start point for the Y axis, instead of always starting at zero.

The domain of a user’s email address (the part after the ‘@’) is now available as a separate field so that it can be used for reporting.


You can now manually order the list of workspaces you are a member of.  This is helpful when using the ‘My Workspaces’ dashboard block to ensure that your most frequently used workspaces are at the top of the list.

User Interface

When you edit a long text field, the number of characters remaining is displayed at the top of the browser window.

The ‘print view’ has been improved so that it contains just the main content of the page rather than the menus, banner, and footer.

The permissions grid on items has been simplified when a workspace does not have any teams.

The display of quick-poll results has been improved.


The layout of the dashboards now adjusts better for narrow devices.

The RSS block has the following improvements:

  • When the RSS feed contains both a summary and content, display the summary by preference.
  • Add the ability to fix the maximum length of text displayed, so you can stop long articles from ruining your display.
  • Improve the display of pictures in RSS feeds.


Site Owner

From the site owner pages, you can now create and run reports that operate over all the data in your site.

The ‘Site Owner > Users’ page now shows the number of workspaces that each user is a member of.  This helps you identify users that are registered – and therefore using a license – but are not active on the site.

The ‘Site Owner > Settings’ page now shows the password security settings for the site.

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