Customisable sorting and filtering of knowbys on Home screen

Currently, the knowbys are sorted by the "last published" attribute, which is limiting. This feature would empower users to navigate through their knowbys more efficiently, enabling quicker access to relevant information by providing the most relevant knowbys at the point of requirement.Allow users to customise the sorting and filtering of knowbys on the home screen using various attributes, such as:Date AddedDate ModifiedKnowby CategoryAlphabetical OrderCreator

Document Upload and Linking

ObjectiveTo enhance the Knowby creation process by allowing editors to upload and link documents (e.g., PDFs) within knowbys, ensuring users can access additional, relevant materials directly through the knowby. The documents will be stored in a central repository within the Knowby organisation, with capabilities for version management. ScopeKnowby Editor InterfaceDocument Storage RepositoryUser Access and PermissionsVersion Control SystemFunctional RequirementsDocument Upload InterfaceProvide a user-friendly interface within the Knowby Editor for uploading documents.Support multiple file formats, primarily PDF, but also DOCX, PPTX, and others as needed.Implement file size restrictions and type checks to ensure compatibility and security.Central Repository for Document StorageDevelop a secure, central repository for storing uploaded documents.Ensure documents are stored with encryption at rest to protect sensitive information.Document Linking within KnowbyAllow editors to easily link uploaded documents within a knowby.Enable placement of links at relevant points within the knowby steps for easy access by viewers.Provide options for link customisation (e.g., link text, icon representation).Version Control and ReplacementImplement a version control system for each document, allowing for updates and replacements without breaking existing links.Ensure that when a document is updated or replaced, the latest version is automatically accessible via the existing links in the knowby.Allow editors to manage document versions, including viewing change history and reverting to previous versions if necessary.Access Control and PermissionsDefine access controls to manage who can upload, view, or edit documents within the central repository.Ensure that document access within knowbys adheres to the overall permissions and access controls of the Knowby platform.User Interface and ExperienceDesign the document upload and linking process to be intuitive and seamlessly integrated into the Knowby Editor experience.Provide clear feedback and instructions to users for uploading documents, linking them within knowbys, and managing document versions.Documentation and SupportOffer comprehensive documentation and support materials to assist users in utilising the new feature effectively.Include FAQs, tutorials, and best practices for managing and linking documents within knowbys.Non-functional RequirementsSecurityEnsure all document uploads, storage, and access mechanisms adhere to industry-standard security protocols and privacy regulations.PerformanceOptimize the system for quick upload times and immediate access to linked documents, ensuring a smooth user experience even with large files.ScalabilityDesign the feature to be scalable, accommodating a growing number of documents and users over time without degradation in performance.UsabilityPrioritise a simple and intuitive interface that requires minimal training for users to effectively utilise the document upload and linking capabilities.Acceptance CriteriaUsers can upload documents in supported formats directly within the Knowby Editor.Uploaded documents can be easily linked within a knowby.The central repository effectively manages document storage, with encryption for security.Version control allows for the seamless replacement of documents, ensuring the latest version is always available through the existing knowby links.Access controls and permissions are properly implemented and enforced.

Role Based Access Control to Knowbys

The objective for implementing Role-Based Access Control (RBAC) in Knowby focuses on enhancing customisation and security through the creation of custom groups and flexible permission settings. It allows for the creation of custom groups within the platform, with the capability to assign users to these groups. Moreover, it introduces a structured approach to Knowby access management by enabling these custom groups to be assigned to specific knowbys, where each group can be allocated one of three roles: Admin, Editor, or Reader. This structure ensures that access to content is precisely managed, reflecting the diverse needs and roles within an organisation, thereby facilitating a more organised and secure way to control and distribute knowbys.Custom Groups:Enable the creation of custom groups.Ability to assign users to a custom group.Knowby AccessAssign custom groups to a knowby and enable the assignment of Admin, Editor or Reader roles for the entire group for that knowby.

Export knowby to PDF

ObjectiveTo provide users with the ability to export their knowbys — step-by-step instructions created in Knowby Pro — into a PDF format. This feature aims to enable the storage of knowbys for evidence of compliance in document management systems. Key FeaturesPDF Generation: Users can convert any knowby into a PDF document, encapsulating the textual content, images, and formatting in a portable format.Layout and Design: The PDF will maintain the visual hierarchy and design elements of the knowby, ensuring readability and a consistent user experience.Image Inclusion: All images within the knowby, including diagrams, photographs, and illustrations, will be embedded within the PDF, preserving the instructional integrity.LimitationsVideo Content: Since PDFs are static documents, video content cannot be played within the PDF. Instead, videos will be exported as still images. Interactive Elements: Any interactive elements within the knowby, such as step completions, will be converted into static images, as the dynamic functionality cannot be replicated in a PDF.File Size: The inclusion of multiple high-resolution images or a large number of pages may result in a sizeable PDF file. External Links: While links within the knowby can be included in the PDF, their functionality will depend on the PDF viewer used by the end-user. Recipients of the PDF will need to click on the links to access external resources.

On-Device Caching

The ability to download and store knowbys in the Knowby Pro mobile and tablet app so they can be used while out of network coverage.

Knowby Version Control

The ability to create and edit a draft version of an existing knowby, in addition to being able to roll back to a previously published version of a knowby.

Organisation Branding

Colour Customisation: Ability for the organisation to set a custom foreground and background colour. These colours will be applied to:The header and footer of both Web and Mobile applications.The step numbers within a knowby.Logo Upload:Provide a functionality for organisations to upload their company logo.Branding Application:The custom colours and uploaded logo should be consistently applied across:All user interfaces within the Web and Mobile apps.Public-facing knowbys, ensuring that when a knowby is shared publicly, the organisation’s branding is visible, reinforcing brand recognition and trust.Configuration and Preview:Provide an interface within Knowby Pro for organisations to configure their branding elements (colours and logo).Include a preview feature that allows organisations to see how their branding will look in real-time before applying the changes.

Export Knowby Link as .URL File

ObjectiveTo enable users to export a direct link to their knowbys — step-by-step instructions created in Knowby Pro — as a .url file. This feature is designed to facilitate the integration of knowbys into file systems and document management systems, particularly for purposes such as evidence of compliance or easy access within a corporate environment.Key Features.URL File Generation: Allow users to generate a .url file that contains a direct link to a knowby. This file can be stored within file systems or attached to documents as a reference.Ease of Access: Users can double-click the .url file to open the linked knowby in their default web browser, streamlining access to the instructions without navigating through the Knowby platform.Compatibility: Ensure the .url file is compatible with various operating systems (Windows, macOS, Linux) to accommodate a broad range of users and IT environments.Use CasesDocument Management Systems: Users can attach .url files to digital records, policies, or compliance documents, offering direct access to relevant knowbys.Evidence of Compliance: For industries requiring documentation of procedures and training materials, .url files can serve as evidence that step-by-step instructions are readily accessible.Educational Resources: In educational or training contexts, .url files can be distributed to learners, providing them with quick access to instructional content.DesignThe file name will be generated by the title of the knowby followed by the visibility of the link used, then the .url extension: [knowby title] - {Public}.urlThe contents of the .url file will be as follows:[InternetShortcut]URL={public or private URL of the knowby}Example:

Remind me about a knowby

As an Editor/Reader, I would like to be able to set a date and time in a knowby to be reminded about it, so that I can action the knowby at that time. I would like to receive an in-app notification, as well as have the ability to create an internet calendar that I can subscribe to with my list of knowby reminders.

Spell Checking

As a creator, I would like to be advised where I have made a spelling mistake.

Completions - Time to complete

As an admin, I would like to see in the completions section the amount of time it has taken a person to complete a knowby.

Drag and drop to upload photos or videos in Knowby Pro Web

The proposed drag-and-drop feature will enable users to seamlessly upload photos and videos to Knowby Pro by simply dragging the media files from their computer folders directly into the web portal.

Speed up Category Assignments

Currently, in order to assign a knowby to a category, you need to edit and publish the knowby. It would be great if editors and admins could simply select a bunch of knowbys on the home screen and bulk assign them to a specific category.

Ability to record screen from Knowby Pro Web App

Using a browser extension, provide the ability to make screen recordings of web applications directly from the Knowby Pro web application.

Web Version of Knowby Pro

View, Create and Edit with Knowby Pro from a Web Browser.

Category or Custom Filter QR Codes

Overview:Enable Knowby Pro users to generate unique QR codes linked to specific categories of knowbys or a custom filter of knowbys. Each QR code, when scanned, provides instant access to a curated list of step-by-step instructions relevant to a particular location or context. Key Features:QR Code Generator for Categories and Filters:Implement a QR code generator within Knowby Pro that allows users to create a unique QR code for each category or custom filter. For example, a QR code for the "Assembly Area" category or a custom filter like "Safety Procedures for Assembly Line."Easy QR Code Creation:Integrate the QR code generation process seamlessly into the existing UI, where creating a QR is as simple as selecting a category or applying a custom filter and clicking a "Generate QR Code" button.Dynamic Content Updating:Ensure that the QR codes dynamically link to the most current content within the category or filter. As new Knowbys are added or updated, the content accessible via the QR remains up-to-date without needing to regenerate the QR code.

Cross-Knowby Linking

Be able to put a link in a Knowby to another Knowby to make it easy to switch from one to another e.g. if one process is followed by another, be able to have a link in the step which will open up the other linked Knowby.

Require comments and/or visual evidence on step or knowby completion.

This feature extends the existing functionality of marking steps or an entire knowby as completed by having the ability to mandate readers to add commentary and/or upload visual evidence in the form of photos or videos when marking a step or knowby as completed. Mandatory Commentary: Readers are prompted to input valuable reflections or feedback for each completed step or knowby, enhancing understanding and retention.Photo/Video Uploads: The feature allows for the upload of visual evidence, demonstrating the practical application or completion of tasks, which is especially beneficial for hands-on instructions.Customisable Requirements: Creators of knowbys can tailor the level of interaction as follows;No mandatory fieldsMandatory comments onlyMandatory visual evidence onlyMandatory comments and visual evidenceVisual Evidence Review: Admins can review step or knowby completions and assess compliance to the task requirements.High Level Requirements:1. User Interface EnhancementsStep/Completion Button Modification: Update the UI to indicate that additional actions (commentary, photo, or video upload) are required upon marking a step or knowby as completed.Input Fields for Commentary: Provide a text input field for users to enter their commentary when marking a step or the entire knowby as completed.Upload Mechanism: Implement an interface for users to upload photos or videos. This interface should support common file formats and indicate any restrictions (e.g., file size, aspect ratio).2. Data Validation and ManagementCommentary Validation: Ensure that the commentary input field is validated for the presence of text (non-empty) if this step is mandatory.Media Upload Validation: Validate uploaded photos/videos for file type, size, and potentially content appropriateness.Storage: Establish a storage solutions for hosting the uploaded media.3. Backend Logic EnhancementCompletion Criteria Logic: Update the backend to recognise a step or knowby as completed only when all required actions (adding commentary, uploading photos/videos) are fulfilled.Error Handling: Implement robust error handling for failed uploads or incomplete submissions, providing clear feedback to the user.4. User Feedback and NotificationsProgress Indicators: Provide visual cues or progress indicators when a user completes parts of the requirement (e.g., commentary added, photo uploaded).Success Confirmation: Notify the user of successful step or knowby completion, including all mandatory actions.5. Analytics and ReportingCompletion Analytics: Provide the ability to track and report on the completion rates, types of commentary, and media uploaded to understand compliance.

Enforce Compliance

Organisational level control to enforce mandatory comments be entered to be saved in the Change Log when: Saving a knowbyPublishing a knowbyApproving a knowbyRequesting changes for a knowby

Auto-Save when creating Knowby's

Have a setting where Knowbys will Auto-save as they are created because as it is at the moment, it just takes 1 slip on the wrong button to lose all of the work and have to start again from scratch. We need to at least have it so there's a 'are you sure you want to exit' box but ideally, auto save or a 'save and continue' button.