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Kahootz Service Updates – November 2013

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

General Changes

Mobile Friendly Interface

We’ve made a number of changes to improve the usability of the service from phones and tablets such as iPhone, iPad, Android and Blackberry. The service now uses a technique called ‘responsive design’ to adapt the layout and content of each page to the screen size available. You can also add home-screen icons into your site onto your mobile device, giving the functionality of a mobile “app” across all mobile platforms.
For more details, see our new “Kahootz on Mobile” page.

Uploading Files

We’ve improved the speed and ease of use of our file uploader. It now starts uploading files as soon as they are selected and also allows you to drag & drop one or more files directly from your desktop, if that capability is supported by your Internet browser.

Creating Items

It’s now possible to enable “Related items”, “Comments” and “Tasks” when new items are created, rather than going to the modify page. Notification emails now contain the name of the person that has made a change, for example “Bob Jones has uploaded a new document”.

Tasks on all Items

  • Tasks can now be added to any item, for example documents, not just task lists. Tasks added to items still appear in your “My Tasks” list. This makes it a lot easier to apply “Approve this” or “Review this” type tasks to workspace items.
  • Users who are assigned tasks are periodically notified about pending tasks as well as overdue tasks.
  • The task creator is notified when a task status is changed.
  • The quick add for adding a task allows you to specify the due date and assignees.
  • Task assignees are shown in task lists so you can see them without expanding the task information.

User Interface Improvements

  • When typing into a long text field, the number of characters remaining is displayed when the maximum character limit is approached.
  • All lists (such as datastore rows, comments, members etc.) can be navigated using the following keyboard short cuts: [Left Arrow] for previous page, [Right Arrow] for next page, [Ctrl + Left Arrow] for first page and [Ctrl + Right Arrow] for last page.
  • The printer view has been optimised to remove the page header, menus and footer.
  • There is a new easy-to-use widget for adding related items.
  • To help users to know what to enter, hint text is displayed inside form fields where appropriate. This text automatically disappears when they start typing.

New User Tour

To increase user familiarity, short but informative tours have been added to both the “User Home” and “Workspace Home” pages in Kahootz. These tours will automatically start for first time users, helping to introduce the site layout and key features. Users can also access the tours using the “Help” link at any time.

Permissions

  • To make it easier to assign permissions and see which permissions have been set up, the user interface to specify item permissions has been improved. When no teams exist in a workspace, permissions can be simply set with easy-to-use drop downs. When a workspace includes teams, the list of teams will be displayed as and when you select the option to control access by teams.
  • For clarity about who will have access, when setting team-based permissions, you can click on a team to see which members are in the team.
  • When folder permissions are modified, you can propagate the view and modify permissions to all items below the folder, rather than just sub-folders.
  • You can now re-order the list of teams on the “Manage Teams” page.
  • When workspace managers invite someone to a workspace, they can give them manager and/or moderator rights as well as specifying which teams the new user will be a member of.

Recycle Bin

When workspace items are deleted, they are now put into a recycle bin and can be restored by workspace managers in the event of accidental deletion. To make sure that your storage quota is not affected, items in the recycle bin will be permanently deleted after 30 days.

Actions

  • To improve usability, we’ve added icons to the actions list to help you quickly find the action you are looking for. For familiarity, the same icon is used for each action across the site.
  • For rapid access, the most frequently used action is often shown at the top of the page next to the action dropdown button.
  • In the actions dropdown, commonly used actions are now separated from less commonly used actions.

Security

  • All images uploaded to the site are now virus checked before being displayed.
  • The “Register” and “Change Password” pages now display a visual indicator of password strength.
  • New site settings have been added to specify whether to automatically log users off after a period of inactivity, and to specify a “minimum password age”. This can be used to stop users defeating the “password re-use” rules. These complement the existing settings to force a periodic password change, prevent users from re-using the same password and lockout users after too many incorrect log-on attempts. These, and many other password policy settings, are optional but can be turned on by our support team – interested site owners should open a help desk ticket to discuss the options.
  • Log on, log off and session time-out are audited.

Reports

  • The graphical charts created by the report writer for Database rows and general workspace items have been improved.
  • Bar chart X-axis labels are shown at a 45 degree angle and labels can be shown on stacked charts.
  • 2D pie charts can be exploded.
  • 3D pie charts are shown with transparency and clearer labels.
  • The colour scheme for charts has been improved.

Item Specific Changes

Calendars

  • We’ve added a “Quick Add” form for adding calendar events. This lets you add an event with the most commonly used settings, and has a “more details” button to let you set additional event information should it be needed.
  • The email notification for new events and the event reminder email now includes more information, such as the event agenda.
  • The print view of a calendar now includes more information, such as event times.
  • The display settings have been moved from beneath the calendar to the tab bar to make them more accessible.

Content and Page Customisations

Wiki-like page linking functionality has been added so that when editing the “Workspace Home” page, or any other web page, it is possible to type text such as [[name]] to insert a link to a workspace item called name. For example, if you type [[Design Specification]] in a web page, when the page is viewed, this is displayed as Design Specification which is a link to a workspace item called “Design Specification”.
You can also type [[name|text]], to specify the displayed text for the link. For example, if you type [[Design Specification|the design]] in a web page, the link is displayed as the design.
When editing the workspace home page or a web page, links to YouTube videos are replaced by the embedded video.

Databases

  • A new “Tile View” has been added to databases. It displays entries in a rectangular grid that re-arranges to the browser window size and may be more appropriate for some databases.
  • When viewing a datastore, a sort widget makes it easy to sort on up to 3 columns.
  • A new “attached file” column-type has been added, which allows you to embed files in a database row. Attached files follow the permissions of the row, and don’t appear elsewhere in the workspace. They provide an alternative to the existing “linked files” column-type which provides reference links to documents stored elsewhere in the workspace. Linked files can still be used in situations where features such as version control and discussions are useful.
  • You can write guidance notes for each column that are displayed to users when they add a database entry. They are used to provide more information to users about what information should be entered into each data field.
  • Evaluated columns can now be displayed in tabular reports.

Documents

  • When viewing a document, you can now see the audit trail (activity history) of the document which includes information such as views and updates.
  • The “Lock” function and current lock status of a document are more visible on the page. The date a document was locked is displayed and lock and unlock events are shown in the activity history.
  • To help users identify when they have work in progress, a new “User Home” dashboard item is available which lists which documents they currently have locked across all their workspaces.

Folders

Dashboard items (such as What’s New, YouTube Videos and RSS feeds) can now be added to any folder, as well as “Workspace Home” and “User Home” pages.

Questionnaire

  • Questionnaire responses are considered to be “draft” until the end of the questionnaire is reached.
  • On questionnaires that allow multiple responses from each person, users can edit their previous responses.
  • The close date for a questionnaire can be seen and changed without closing and re-opening the questionnaire.

Structured Documents

  • When viewing a structured document, users with edit permission are shown an edit link in the right hand margin to let them quickly edit a part without having to go to the “Manage Structured Document” page.
  • You can view the differences between versions of a document or versions of a part on the “History” tab. This uses an improved display highlighting changes and deletions in the text, replacing the previous side-by-side comparison.
  • When a Microsoft Word document is imported into a structured document, tracked changes are now ignored, to ensure we import the last version of the document.

Web Links

To improve visual appearance and understanding, a thumbnail snapshot of the linked page is shown on the “View Web Link” page.

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