How to distribute a confidential (previously, single person) review template?

Owned by Annu
Last updated: Sept 21, 2020
5 min read

There are two ways a template can be distributed

1- While designing the template if you click on 'save & next', you'd be automatically navigated to distribute page.




2- or you can click on 'distribute' button that exists in front of every template on 'template' listing page & would be brought to distribution page.



 

You can click on distribute button in front of each respective template, as highlighted in above image you can also see the type of workflow of each saved template.

Distribution Settings

From version 3.7.3.1, distribution settings function is improved and given a complete new and organised look.


Click on every section for distribution settings.

 

Brief description of all parameters in all above sections

Template

 



  • Name - Select a template from the drop-down list. This list includes all templates those are saved as templates after creating a questionnaire.

  • 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 for the distribution e.g.John's Q2 review. Mandatory.

  • Description - Additional information about the distribution (Optional).

  • Next - Click to move on to next section. 

Dates

 

 

  • Review Period - Start date and end date. e.g. For John's Q2 review, this would be, 1st Apr to 30th June(Optional).

  • Review Process End - 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.

  • Automatically close the distribution -  This attribute is deprecated from version 3.7.3.1.

  • 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 to get more details about adding reminders.



 

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

  • Next - Click to move on to next section. 

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 person being reviewed. 

  • Reviewer - By default the system sets team member's manager as his reviewer. But of course, that can be overridden. 

  • Selecting distribution users.


Adding users manually

Click on + sign to add user pairs manually. Start typing names and click on  sign to add pair in distribution.



Once you add appropriate pairs click on 'save' to save distribution as a draft, click on 'reset' to restart entire distribution process, 'distribute' to distribute template right away or click on 'schedule' to schedule distribution for a future date.

 

Do keep in mind though, that in confidential review 'team member' does not even know that he is being reviewed unless someone explicitly shares that form with him.  


Selecting users in bulk

Click on serach icon, 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 designation, has 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 some random users. System fetches all users with UpRaise access (excluding ones that 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. 

e.g. here only Anuradha has no manager defined in UpRaise.

 

 

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. e.g. in the above example, if you try to create the same pair of 'Amanda Johnson' as team member & reviewer 'S. Gupta' - the system will block you from doing that.

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

You can user Reset option to restart entire distribution process, save distribution as a draft or click distribute to distribute template right away or schedule distribution for any future date.