Workflows in self and manager review

As per the workflow following are the steps and status transitions involved in this workflow.

Open

Step 1 - Template is distributed by UpRaise admins/user with sufficient permissions. Team member receives an email notification for the same and this form is visible to them in Need my inputs tab of Forms >> My forms tab.

Status - Not started

Step 2 - Team member starts with self-assessment. If they save it as draft following status is applicable.

Status - Team member - In progress Team member - in progress

Step - 3 Team member shares the final draft of self-assessment. Reviewer receives an email notification. Form is assigned to reviewer. Form is available in Need my inputs tab of Forms >> My forms tab for reviewer.

Status - Team member - Shared

Step 4 - Reviewer checks self-assessment done by team member, adds their own response. If saved as draft.

Status - Reviewer - In progress

Step 5 - Reviewer shares the draft with team member. Team member receives an email notification.

Status - Reviewer - shared

Step 6 - Both team member & reviewer are supposed sit together and discuss the review. If they both agree with each other, team member can sign off the form.

Status - Team member - Signed off

Step 7- Now Reviewer signs of the form. Or if there are any questions under Reviewer remarks tab, reviewer has to respond that and then sign off. to by the reviewer. Form distributor gets an email notification and form is assigned back to the distributor.

Status - Reviewer - signed off

Step 8 - Once reviewer signs off, form is assigned to HR for HR remarks (if there are any questions is HR remarks tab). Otherwise HR can mark form as Complete. HR can also share the entire form with any other UpRaise users if that is required.

Status - Complete

When form is closed on the selected date & marked as closed it can be still reopened by form distributor/super admin. Form will be assigned back in the first step to the relevant user.

Status - Reopened

In this workflow, both team member & reviewer can start responding the form at the same time/in parallel.  This is helpful when you want the team member & manager to respond to the questions independently. Whereas in first workflow team member has to complete their part first and then the only reviewer can respond. 

Open

Step 1 - Template is distributed by UpRaise admins/user with sufficient permissions. Team member & reviewer both receive an email notification & both of them are assigned the form. Form is visible to them in Need my inputs tab of Forms >> My forms tab.

Status - Not started

Step 2 - As the workflow name suggest both reviewer & team member can start adding their responses. Following are the statuses depending on different conditions.

Status -

• Team member started to add responses and drafted the response - Team member - started

• Reviewer started to add responses and drafted the response - Reviewer - started

• Team member & reviewer both have started to add responses & have both drafted their responsesTeam member & reviewer- started

Step 3 - Once one party has submitted the form, responses are made visible to the other party. Since any one of both team member/reviewer can submit first, status transitions will happen as below.

Status -

• Team member submitted/shared responses & reviewer receives an email notification - Team member - submitted

• Reviewer submits/shares responses & team member receives an email notification- Reviewer - submitted

• Team member & reviewer both have shared/submitted responses - Team member & reviewer-SHARED

Step 4 - Now that both have submitted their responses, both are supposed to sit together and discuss the performance review. If both agree, can sign off the form. When reviewer signs off, if there are any questions for reviewer’s remarks they can add and share with HR user. Status transitions as below.

Status -

• Team member signs off - Team member - signed off

• Reviewer signs off- Reviewer - signed off

Step 5 - Once reviewer signs off, form is assigned to HR for HR remarks (if there are any questions is HR remarks tab). Otherwise HR can mark form as Complete. HR can also share the entire form with any other UpRaise users if that is required.

Status - Complete

When form is closed on the selected date & marked as closed it can be still reopened by form distributor/super admin. Form will be assigned back in the first step to the relevant user.

Status - Reopened

This workflow can be used when you wish to conduct a performance review of the team member and there is no HR interaction in the process.

Use cases of such reviews are one to reviews conducted on weekly basis by manager with their team member/s, monthly or quarterly manager and executive discussions on the ongoing work, etc.  

Step 1 - The template will be distributed by UpRaise admin or super admin/user with sufficient permissions. Reviewer and team member will receive an email notification about the review form distribution. 

Status - Not started

Step 2- Both team member & reviewer can respond to the form at the same time. If needed, they can save it as the draft and share it later. 

Status -

• Team member started - When team member added responses as draft.

• Reviewer started - When reviewer added responses as draft.

• Team member & reviewer started - When team member & reviewer both have added responses as draft.

Step 3 - If the team member submits the form reviewer gets an email & vice versa. Once the form is shared by one party, another party can view responses of that shared form. 

• Team member submitted - When team member submits the form with reviewer.

• Reviewer submitted - When reviewer submits the form with team member.

• Team member & reviewer shared When both have shared their responses.

Step 4 - Then both team member and reviewer are supposed to sit together and discuss the review, if they agree with each other they can sign off the form. 

Status -

• Team member - Signed off - When team member signs of the form.

• Reviewer - Signed off - When reviewer signs of the form.

Step 5 - Once the form is signed off, it is automatically marked as completed and will be assigned to the user who had distributed it. 

Status - Complete

When form is closed on the selected date & marked as closed by distributor, it can be still reopened by them. Form will be assigned back in the first step to the relevant user.

Status - Reopened