How to distribute 360 review template?
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
Click on every section for distribution settings and add relevant details.
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
To distribute an anonymous 360 review, you can make use of all or selected options explained below -
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.
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.
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 add button 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
Selecting users in bulk
Click on add button 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 add selected button you can add selected users to the distribution list and close user selection pop-up.
Once you add appropriate users click on save to save distribution as a draft or click on reset to restart entire distribution process, distribute is to distribute template right away or click on schedule to schedule distribution for a future date.
In the example above, we've selected some random users. System fetches all users with UpRaise 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 UpRaise for a certain user, manager column will be empty. If managers, peers and direct reports are not system defined for every user. In such case you can complete these groups by searching users manually.
Irrespective of whether a manager exists in UpRaise 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. Example - In the above image, if you try to add 'Sourya Gupta' as Team Member & add the same or different manager, peers & direct reports - the system will block you from doing that.
Once you click on distribute and confirm, the template distribution will be queued. Team members & other all stakeholders will receive an email notification.
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