How to distribute a self & manager review template?

There are two ways a template can be distributed. 

While designing the template if you click on save & next & you'd be automatically brought to distribute page. 

or you click on distribute button for every template on template listing page & would be brought to distribution page. 

Distribution settings

Click on every section for distribution settings.

Brief description of all sections

Template

• Template name - Select a template from the drop-down list. This list includes all templates.

• Worklflow - This is a read-only parameter & reflects the workflow that was selected at the time of template creation.

• View workflow - Click on this link to see workflow diagram/image.

• Next - Click to move on to next section. 

Distribution

• Name - Name of the distribution e.g. Quarter 2 reviews of sales team. Mandatory.

• Distribution description - Additional information about the distribution. Optional.

• Next - Click to move on to next section. 

Dates

• Process end date - This is the date on which forms should be completed latest. This date is mandatory as it is used by the system to send email notifications & reminders to users. Form will be closed automatically on this date.

• Review Period - Start date and end date. e.g. For Q2 review, this would be, 1 Apr to 30 June. Optional.

• Next - Click to move on to next section. 

Reminders

This function has been added in 3.7.3.1 version. This section allows you to add email reminders (maximum 9) to prompt users to complete the form who are involved in the process and have not completed the form. 

Click on set reminders field and add dates to send email reminders.

Users

One can do user selection with two different ways. Clicking on '+' allows adding a combination of users one by one. Whereas clicking on 'magnifier / search sign' allows adding bulk users in distribution using different search parameters. 

• Team member - Team member is the user who is being reviewed.

• Reviewer - The person who is going to respond to 'reviewer's questions'. Typically this is the manager of team member, thus as soon as user is selected we automatically set this to his manager from UpRaise. But of course, this can be overridden.

• HR user - We default this user to the user who is distributing. Because in an ideal world, the HR user is going to distribute forms for the users who are his responsibility. But again, this can also be overridden so that any UpRaise admin or super admin can be marked as HR user. 

Adding user pairs manually

One can add user pairs manually to this distribution set. This covers all possible cases of one team member reporting to multiple managers or change in reporting structure midway through review period etc.

Selecting users in bulk

Clicking on search button opens up the bulk user selector. One can check the first box that exists before user column to select all users. For the select set of users, you can check boxes randomly or use search options like 'user containing text, has manager, has a designation, has a team to select the specific set of users.

Once you are done with the user selection, by clicking on add selected button you can add selected users to the distribution list and click on the close option to close user selection pop-up.

In the attached example, we've selected a few users from the list. System fetches all users with UpRaise access (excluding ones which have been deleted/inactive). Simultaneously managers of corresponding users are retrieved and set in reviewer column. If there is no manager defined in UpRaise for a certain user, reviewer column will be empty. For HR User column, the system will select UpRaise admin who has created the distribution.

Example - Here only Anuradha has her managers defined in UpRaise whereas there is no manager assigned for Matt. You can simply click and type in the name and choose a manager for him. 

Irrespective of whether a manager exists in UpRaise or not, one can create/edit pairs of team member & reviewer. As long as the pair is distinct, the system will allow distribution of the template. In the above example, if you try to create the same pair of Matt as team member & reviewer  Annu - the system will block you from doing that.

Once all the user pairs are entered, click on distribute and after confirmation, the template distribution will be queued. All the team members will receive an email notification.