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The EFS 2019 Spring release is ready and the installations will be updated soon. In addition to highlights such as the accessibility of the exterior view of Portals, the Ideation Guide and the ordering of Report Manager reports via the Leadership Guide, some minor features such as updating participant data will also be available.
New guide type
The new Ideation Guide is a follow up tool. You can use this tool to collect suggestions for improvements. The new Ideation module will be used to vote on these suggestions. Those with the most votes will be added to the Action Board. The Ideation Guide workflow is divided into three phases: Starting phase, ideation phase and voting phase. Settings must be made both in Survey and in the CMS area of Portals.
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Settings in Survey
For the Ideation Guide, you use a Personalized Survey for which a questionnaire with the Ideation question type has been created. You must also create the Ideation Trigger so that the suggestions that are made will be sent to the Ideation module.
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To configure the trigger, you have to assign a name on the Settings tab, write a short description and select an execution position. You select the source question on the Detail configuration tab, whose answers will be transferred. You have to save your settings.
Settings in the CMS area of Portals
No unwanted participations
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You must save all the settings you made!
Ideation-Guide-Workflow
First phase: Starting phase
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Participants can tick off the suggestions. The suggestions with the most votes will be forwarded to the Action Board. A ticket will be created.
Login code
Users can access a portal without prior registration. They only need to enter an e-mail address or account name in the portal registration dialog. They will receive a login code by e-mail, which immediately forwards them to the corresponding portal. There they can vote for suggestions and edit action tickets. To do this, select Login Code as the authentication type on the Access permissions tab of the Settings sub-navigation before selecting a mail template that has to contain the new placeholder #portal_access_url#. The login code will remain valid for a certain period of time.
Allowed Domains
On the Access permissions tab of the Settings sub-navigation, you can define domains in advance to allow only the e-mail addresses for the invitation process of a guide that have the defined domains.
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Improvement: Ideation question type
The Ideation matrix question type now has a checkable option to display other participants' suggestions that have already been made. In the free text field, you can enter a short description indicating that the suggestions have been received from other participants.
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Parallel access
To prevent erroneous behavior when using email URL checkers, the option "Allow parallel access" is now activated by default. This will disable blocking of concurrent requests using the same invitation code. If you disable this option, the survey sessions started with the email invitation code may be deleted as soon as the URL scanners access them for verification.
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The option Allow parallel access enabled by default can be found in the Project properties menu on the Login Options tab
Updating the participant data
In Survey, you can update participant data. You can download an update template under the Participant administration menu item. To do this, you must click on the Update participant data button and download the update template. To be able to assign the data to be updated, you must fill in the u_id field in the template.
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After filling in the template, you must select the corresponding file under the "Source" option and click the Send file button. After the successful transfer, the data will be updated.
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Text preview
On the E-mail Settings tab of the Guides sub-navigation, you can provide a text for the guide initiator to show the context in which the personal message written by the guide initiators will be placed.
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The text preview will not be sent. There is also no obligation to fill in this field. The feature is available for all three guide types (IDEA, ME, US).
Accessibility
Portals (exterior view) is now equipped with an accessible navigation system. Improvements were made with regard to modals, confirmation dialogs, text fields, person and group search, menus and slide switches.
Modal and confirmation dialog
Modals, confirmation and delete dialogs in Guides (setup), in Groups and in the Task list received a tab index or tab order that corresponds to the order visible within the modal or dialog. The tab index and the focus will prevent you from jumping to the page behind the opened dialog or the modal by using the tab key. The screen reader is able to detect the current position in the guide wizard and will display the corresponding information.
Text box
When a text box will be opened, the text box immediately will receive the focus.
Search for persons and groups
The results of the person and group searches will be presented by the screen reader. The search results can be accessed via keyboard and can be processed by a screen reader. If you focus on the search field, the screen reader displays that a combo box is available. The values of the list can be selected with the arrow keys and can be presented by the screen reader. This search function is available in the Guides (Setup) module and the Groups module.
Menus
All menus (Burger Menu, User Menu, Three-Point Menu, Notification Menu and Sidebar) can be opened using the keyboard. The menu entries will be presented by the screen reader.
Slide switch
The slide switches in the user menu and in the notification menu of the user profile and in the guide setup can be operated using the keyboard.
Ordering Report Manager reports via Leadership Guides
The Leadership Guide can be used to order reports which are generated via the Report Manager and which you can download via the Report List module. To do this, you must set up the Report Manager connection on the Settings tab of the Guides sub-navigation by specifying the URL of the Report Manager installation, the access key, and the instance ID. You must then test the connection to gain access to the report definition. Only if the connection was successfully tested, you can select a report definition in the "Report definitions" field.
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To download the generated reports via Report list, you have to select the report list type "Guides" within the module configuration.
Report list and task list: Org structure in the tree view
In the past you had to enter the label or the meta name to search for specific unit. From now on, you can search for units using the tree view of the organizational structure. In the module configuration of the Report list, you have to tick ES Projects. Then you have to select the ES projects to be offered for selection in the module. In the external view of the Report List module, clicking on Select Units opens a modal that presents the tree view of the organizational structure of the selected ES project.
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In the Task List module, the tree view of the organizational structure is available both for assigning a task to a unit and for task overview. In this way you can not only use the tree view of the organizational structure to assign a task to a unit of the underlying ES project, but you can also use this view to search for the desired unit on the tasks overview page.
Change password
In the portal exterior view, users change the password of the opened portal by selecting Change password in the user menu or clicking the Change password button in the user profile on the Settings tab. To avoid that users will change the password, you have to uncheck the option "Allow users to change their password" on the General settings tab in the CMS of Portals. This option is activated by default.
GDPR enhancements
Under Detail view in the Statistics menu, the Participations table has two new columns that inform you if and when the consent was given. In addition, you will find the GDPR Information section there.