Manage workspace
Relevant for: Workspace owners (see "User roles")In the administration interface, first click on your name / the arrow at the top right and then on “Settings”. You are now automatically in the settings menu.
You can see from the menu on the left that you are initially in the "Account" area. Now click on "Workspace" to switch the area.
Here you can see an overview of the current settings for your workspace.
General
Under "General" you can change your "Workspace Name" and view the "Subdomain" of your workspace, i.e. the name of the workspace. To change this, please contact Applysia support. You and all users of your workspace enter the workspace name in your browser line when you log in to the administration and observer interface ("[YourWorkspaceName].applysia.app").
As a workspace owner, you have received an email from us with your previously defined “domain” and a password, which must be renewed after the first login. Otherwise, the domain was communicated to you in the invitation email that you received from “Applysia” or your workspace owner.
Assessment Workflow
Under "Assessment Workflow", you can automate the timing of the workflow. You can either set in advance for the entire workspace when an assessment should be automatically activated, completed or deleted, or you can make these status changes manually.
The timeline shows the possible statuses that the assessments can be in and the respective time periods until the assessments are transferred to the next status (you can find more information on the statuses of the assessments here).
There are three different time periods between the statuses:
- Activate assessment: Change from draft status to active status,
- Complete assessment: Change from active status to completed status, and
- Delete assessment: Change from completed status to deleted. You can choose between two different options here. You can either select the "Insights Archive" option or the "Deleted" option. If you select "Insights Archive", all personal data is deleted and the remaining data is used for the Insights; e.g. the ratings are still available for the Insights.
For assessments, this means that the organization and target position as well as the date and time period remain, but files, schedules and other descriptions are deleted.Personal data of candidates, such as name, e-mail address and specific files are deleted as well; year of birth, gender, language and position, as well as the results of the test integration tests are retained.
The role of the observer and the user role in the Applysia software are retained; assigned files are deleted.
In the competency model, names and files are deleted; exercises, clusters, competencies, behavioral anchors, the scale and organization are used for the Insights.
All assessments, consolidated values and self-assessments remain. All general notes and competency notes are deleted.
If you select the "Deleted" option instead, the assessments will be completely deleted and not used for Insights.One week before the respective assessment is deleted (either only the personal data or completely), the first moderator of the respective assessment will receive an e-mail informing them that the data will no longer be available after one week. The data should therefore be backed up in advance if necessary.
By default, your assessments are activated manually, i.e. whenever you decide to change the status in the assessments. This is why you will see the label "manual" between the two statuses. Completing and deleting is done automatically, i.e. without you having to actively change the status. The duration is then displayed in the timeline between the corresponding statuses. In addition, "Insights Archive" is stored as a deletion option by default.
You can adjust these settings at any time by clicking on the "Edit Workflow" button. A pop-up window will open.
The settings for the assessment workflow that you select here are applied by default to all new assessments that you create. Further information can be found here.Please note that the settings described here can only be made by workspace owners.
You can customize the three time periods between status changes and the deletion option of the assessments according to your individual needs.
To do this, click in the box to the left of "Automatic" to activate the automated status change for all newly created assessments. This means that you no longer have to change the status of the assessments manually. In the grayed-out field below, a number appears by default (or is already stored if the automatic status change was already activated). You can adjust this by navigating into the field with the cursor and either using the up and down arrow keys that appear or entering a new number.
The adjustment of the time periods is identical for all three status changes.
To activate, you can enter a desired number of hours before the start date of the assessment. The default setting here is 24 hours. To complete the assessment, you can enter any duration in days after the end date of the assessment. The default setting here is 90 days.
Regardless of the automation of status changes, you can reactivate assessments manually at any time. If you then want to complete the assessment again, you must also make this change manually.
You can specify the duration until the assessments are deleted in weeks after completion of the assessments. The default setting is 26 weeks.
Click in the field on the far right and use the drop-down menu to select the deletion option - whether "Insights Archive" or "Deleted".
The time periods you enter refer to the start and end date of the respective assessment (further information on setting a start and end date in your assessments can be found here).
Click on “Apply” to close the pop-up window. Your changes are saved and you are then back on the “Workspace settings” overview page.
Authorization settings
Under "Authorization settings", you can specify which permissions users with different user roles should have. By default, administrators can also create, edit and delete organisations. You can deactivate this permission by clicking on the slider on the right. Only workspace owners can then manage the organisations.
Branding
Under "Branding" you can set custom colors and a logo for your workspace.
- You can set an individual “Theme color of Observer Interface” (RGB, HSL or Hex code) by clicking on “Pick”.
- Under “Theme color of the Administration Interface”, select a color in which, for example, the save buttons in the administration interface will appear. Here you can choose from the predefined colors by clicking on them.
- You can also set a custom "Logo". To do this, click "Upload file" and select an image (PNG, JPG) or drag & drop an image into the provided field.
Password authentication
Under "Password authentication", you can use the "slider" on the right to select whether it should be possible to log in to the Applysia software using an e-mail address and password. You can change this setting depending on whether you use the Single Sign On feature (see below). To do this, click on the slider to activate or deactivate the respective setting.
Multi-Factor Authentication
Under "Enforce multi-factor authentication", you can use the toggle on the right to specify whether the use of a second factor should be required for every login to the Applysia software for all users in the workspace.
Under "Enforce multi-factor authentication", you can use the toggle on the right to specify whether the use of a second factor should be required for every login to the Applysia software for all users in the workspace.
When this option is enabled, users must enter a 6-digit code in addition to their password each time they log in. This code is generated by an authenticator app such as Google Authenticator or Microsoft Authenticator.
If users have not yet set up a device as a second factor, they will be required to do so the next time they log in. They will only be able to use the software again once a device has been successfully set up.
If users lose access to their device, backup codes can be used to regain access to the account. Further information can be found here.
If users have not yet set up a device as a second factor, they will be required to do so the next time they log in. They will only be able to use the software again once a device has been successfully set up.
If users lose access to their device, backup codes can be used to regain access to the account. Further information can be found here.
Even if the use of multi-factor authentication is optional for individual users, a Workspace Owner can make it mandatory for all users.
OpenID Connect
Under “OpenID Connect”, you can activate login to the administration and observer interface via Single Sign On. You can use the “slider” on the right to flexibly select and deselect this feature. Login via Single Sign On allows you to log in with the same access data that you already use to log in to your computer or for services at your workplace, e.g. Microsoft Entra ID or via Google. You can find more information here.
To save changes, click "Save" at the top.
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