Who is this article for?

Administrators who want to learn to copy, archive and delete a Capability.

Administrator permissions are required.

Managing capabilities in your training management system involves essential functions such as copying for efficient record creation, archiving to maintain a clean database while preserving history, and deleting to remove irrelevant entries. These processes allow you to keep your capability library organised, up-to-date, and aligned with your organisation's evolving training and compliance needs, ensuring effective tracking of licenses, qualifications, and competencies.

1. Copying a Capability

Video: Copying a Capability

If a new capability is required and a similar already exists, it may save time to copy a capability.

To copy an existing capability, from the Capabilities page:

1. Use filters to locate the capability to copy.
2. Click Actions to the far right of the capability.
3. Click Copy.

4. In the new capability that opens, adjust the title and other details as required.
5. Click Save.

2. Archiving Capabilities

Capabilities can be archived which means the capability cannot have new records added to it. 

To archive a capability, from the Capabilities page:

1. Use filters to locate the capability requiring archiving.

2. Click Actions to the far right of the capability.

3. Click Archive.

4. In the pop-up box that appears, select Archive.

5. Archived capabilities can then be viewed from the Archived Capabilities menu.

6. To unarchive a capability, follow the same steps from the Archived Capabilities menu.

3. Deleting a Capability

Capabilities can be deleted, and all records associated with that capability can be merged into another. This is useful when you have duplicate or similar capability titles.

For example, "Working at Heights – Introductory" training may be exactly the same as "Working at Heights – Level 1" training. To avoid confusion, it has been decided that "Working at Heights – Level 1" is the correct title and should be the capability used. Therefore, "Working at Heights – Introductory" needs to be deleted.

From the Capabilities page:

1. Use filters to locate the capability requiring deletion.
2. Click Actions to the far right of the capability.
3. Click Delete.

4. In the pop-up screen that appears, search for the capability that existing records need to be re-assigned to.

5. Click Delete and Reassign to action.

Important: The action of merging two capabilities cannot be undone so be certain prior to proceeding.

4. Further reading

• Using the Competency People menu
• Creating training records from the Needs page
• Editing and reporting Capabilities