How to distribute a confidential 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.
Brief description of all parameters in all above sections
Template
Name - Select a template from the drop-down list. This list includes all templates that are saved as templates after creating a questionnaire.
Workflow - 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, example - New joinees in John's team.
Description - Additional information about the distribution.
Next - Click on next.
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.
Next - Click to move on to next section.
Reminders
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 '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, you can override that selection.
Users
Adding users manually
Click on + sign to add user pairs manually. Start typing names and select the relevant name appeared in the search results.
Selecting users in bulk
Click on add button, on the given one can select the set of users in bulk by checking boxes randomly or use search options like user containing text, has manager, has designation, has team.
Once you add appropriate pairs click on save to save distribution as a draft, distribute to distribute template right away or click on schedule to schedule distribution for a future date. If needed, click on reset to restart entire distribution process,
In the below image, 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 reviewer column. If there is no manager defined in UpRaise for a certain user, reviewer column will be empty.
Example, here only Chintan 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. Example - in the above example, if you try to create the same pair of Anuradha as team member & Anand as her reviewer, the system will block you from doing that.
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.
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