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Managing competency types

Types allow you to set up custom fields and apply those fields to competency items set up within your framework. They allow you to apply different custom fields to different items within your competency framework, or the same custom fields to all competency items.

Types are optional and can be applied in two different ways:

  • When the hierarchy item is set up.
  • By editing a hierarchy item.

The Type names and custom fields can be displayed in user reports built through report builder.

Creating a competencies type

  1. In Site Administration > Hierarchies > Competencies:
  2. Click Manage Types.

    A list of all competency types already set is displayed.
  3. Click Add a new type.
  4. Complete the required fields and click Save changes.

Your type is now set up and can be used to classify competency items in your framework(s).

Editing a competency type

  1. In Site Administration > Hierarchies > Competencies:
  2. Click Manage Types.
  3. Click Edit in the Actions column for the competency type you wish to edit.
  4. Make the required changes.
  5. Click Save changes to save your changes.

Delete a competency type

  1. In Site Administration > Hierarchies > Competencies:
  2. Click Manage Types.
  3. Click Delete in the Actions column for the competency type you wish to edit.
  4. A warning message is displayed. Click Yes to confirm.

Custom fields

Custom fields are specific to the Type they are set up under. When you assign a type to a competency item, the competency item inherits the custom fields associated with the type.

  1. In Site Administration > Hierarchies > Competencies:
  2. Click Manage Types.
  3. Click the Type name you wish to add a custom field to. Any custom fields already set up display here.
  4. Click the Create a new custom field drop down box and select the style of custom field you wish to set up:
    1. Checkbox
    2. File (creates a file upload field)
    3. Menu of choices
    4. Text input
    5. Text area
  5. Give the custom field a full name and a short name. The short name is used for display purposes.
  6. Set the other common settings:
    1. Is this field required? When set to Yes the field is compulsory.
    2. Is this field locked? When set to Yes the field only displays the information set when the field was set up.
    3. Should the data be unique? When set to Yes the field only accepts unique values.
    4. Hidden on the settings page? When set to Yes the field is not displayed on the competency framework overview page.
  7. Complete the specific settings required for the custom field you have selected, see Managing Types in Totara demo to learn more.
  8. Click Save changes.

Your custom field is now set up, you can set up as many custom fields under each type as required to hold the specific information for your competencies.

Assigning types to a competency items

Once you have set up your Competency Types, you can assign competency items to them. When you create a competency item you can set the type field, or you can set the field later.

  1. In Site Administration > Hierarchies > Competencies:
  2. Click Manage competencies.
  3. Click the name of the competency framework you want to work in.
  4. Click Edit in the Actions column for the competency Item.
  5. Select the Type from the drop down box if no Type is assigned. Click Change Type if a Type is already assigned to the competency Item.
  6. Click Save changes.

Bulk re-classification

Bulk re-classification allows you to re-classify all competency items assigned to a particular competency type to another competency type.

  1.  In Site Administration > Hierarchies > Competencies.
  2. Click Manage competencies.
  3. Click the name of the competency framework you want to work within.
  4. Select Re-classify items from the Bulk Actions drop down list. This opens the Manage Competency Types page. Scroll to the bottom of the page to the ‘Bulk re-classification’ section.
  5. Select the Type you wish to re-classify from the drop down box (this action reclassifies all competency items that currently have this Type assigned to them).
  6. The re-classifying page appears and the number of competency items re-classified appears in the title.
  7. Click Choose next to the Type you wish to re-classify the items to.
  8. A warning message appears detailing the change. Click Re-classify items to complete.

The items have now been re-classified.

  1. In Site Administration > Hierarchies > Competencies:
  2. Click Manage Types.
  3. Scroll down to ‘Bulk re-classification’ section at the bottom on the Manage Types page.
  4. Select the Type you wish to re-classify from the drop down box. This action reclassifies all competency items that currently have this Type assigned to them.
  5. The Re-classifying page appears and the number of competency items re-classified appears in the title.
  6. Click Choose next to the Type you wish to have re-classified.
  7. A warning message appears detailing the change. Click Re-classify items to complete.

The items have now been re-classified.

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