Assigning reviews to direct reports (admin)
Direct Reports is a placeholder that can be added to the author list in reviews within PerformYard to assign review forms to individuals that report directly to the subject of a review. Using the employee-manager relationship, where an employee has immediate Direct Reports, this function will create a separate review form for each one of those Direct Reports as an author when assigning a template. Likewise, it can also be used when adding a form to an existing review – where you select this option, a form will get created for each direct as an author.
How to use it?
In a template, you can add a form and select the Direct Reports placeholder, the same way you may have chosen the “Employee being reviewed” or “Employee’s Manager” placeholders. You only need one form in the template with Direct Report selected, and the result will be a form for each Direct Report when assigned.
In an existing review, you can also add Direct Reports as an author to a new form, and you will assign a form for each direct report. You do not have to check the “separate form for each author” box unless you also add other, non-Direct Report employees to the author list. You can also add Direct Reports to the author list on a form being copied.
Things to know:
You can only select Direct Reports as an author placeholder, not as a signer.
Direct Reports will assign one or more forms based on the subject of the review having immediate Direct Reports only. If a review subject has multiple layers of the organizational chart reporting to them, only those that report immediately to the subject will have forms assigned.
If the subject of the review does not have any immediate Direct Reports, then no forms will be created, either when assigning a template or adding a form with that option.
If you put Direct Report into two separate forms in the template, each Direct Report will get two forms assigned.
If you put Direct Reports onto a form in a template and then add another employee (or more than one employee after), the resulting assignment will be one form for each Direct Report and then the other employee(s) will be listed after each Direct Report on the Direct Report’s form. You are not going to create separate forms for each Direct Report and the other individuals listed.
- The benefit here is that you can set up forms where each Direct Report is the first author, and then someone else (like an HR resource) can be the second author for all of the Direct Report forms.
- Your template may include Direct Reports + second author + Direct Reports, and the result will be one form for each direct report where that direct report is the first and third author, separated by the same second author on all forms.
You can put Direct Reports into “Add Form” as an author on an existing review, and it’s going to work like the template assignment unless you check the “new form for each author” box.
- If you have Direct Reports and then another person and don’t check the "create new form for each author" box, you get one form for each Direct Report with the other person as a second author on each form. Example: Subject has 3 Direct Reports. You add Direct Reports + other in the author list. You get three forms with the following authors:
- Direct Report 1 + other
- Direct Report 2 + other
- Direct Report 3 + other
- If you have Direct Reports and another employee and do check the "create new form for each author" box, you get a form for each Direct Report and another form for the other person. Example: Subject has 3 Direct Reports. You add Direct Reports + other in the author list and check the box to “create a new form for each author.” You get four forms with the following authors:
- Direct Report 1
- Direct Report 2
- Direct Report 3
A manager cannot assign a form with Direct Reports when the template has the direct report form as Redact Author. This is the same behavior that is true when a manager assigns any template with the Redact Author option since that is limited to Administrators only.