How to distribute 360 review form?

Owned by Annu
Last updated: Sept 17, 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.

 

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. 

  • Workflow - This is a read-only parameter & reflects name of 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. Q2 review. (Mandatory)

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

  • Next - Click to move on to next section.

Anonymity

These are new anonymity setting options, currently only available for cloud version of Employee Success. We will release this update soon for server version.

 

  • Anonymity - This option lets you decide who should be able to corelate responses and users. If none of the options are checked, nobody can identify respondents

  • Self assessment - If self assessment is required or not.

  • Next - Click to move on to next section.

Dates

 

 

  • 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.

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

  • Next - Click to move on to next section.

'Automatically close the distribution' attribute is deprecated from version 3.7.3.1.

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. 

  • Manager- By default, the system sets team member's manager in this field. But of course, that can be overridden and you can change that name or add multiple names in manager's column.

  • Peers - All teammates or colleagues of the team member.

  • Direct reports - Users who report to the team member.

Adding users manually

 



Once you add appropriate users click on 'save' to save distribution as a draft or 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.

Selecting users in bulk

Click on search/magnifire icon to get a search users popo up for bulk user selection.





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 'dd selected' button you can add selected users to the distribution list and close user selection pop-up.





In the attached example above, we've selected some random users. System fetches all users with Employee Success access (excluding ones which have been deleted/inactive). Simultaneously managers of corresponding users are retrieved and set in 'manager' column. If there is no manager defined in Employee Success for a certain user, manager column will be empty. You can notice in above image that managers, peers and direct reports are not system defined for every user. In such case you can complte these groups by searching users manually.

Irrespective of whether a manager exists in Employee Success or not, one can create/edit pairs of team member & other stakeholders. As long as the team member is not repeated in another pair, the system will allow distribution of the template. e.g. in the above example, if you try to add 'Amanda Johnson' as Team Member &  add the same or different manager, peers & direct reports - the system will block you from doing that.

Once all the users are entered, click on 'distribute' and after a confirmation, the template distribution will be queued. Team member & other all stakeholders will receive an email notification.