Sharing Reports with Managers, Contributors, and Group Admins (admin)

Introduction

Administrator users can easily create reports containing the results of employee reviews, goals, and survey response data. This information is often useful and relevant to an empoyee's manager, contributors, and group admins. In these scenarios, companies can allow managers, contributors, and group admins to gain view-only access to reports shared by an administrator. PerformYard will automatically filter to exclude data that should not be visible to the individual user based on their chain of command or reporting structure.

Allowing Managers and Contributors to view Reporting & Analytics

Allowing managers, contributors, and/or group admins to view Reporting and Analytics is a powerful tool that empowers these leadership roles to make informed decisions and drive performance improvements for those they oversee. To use this functionality, the Feature must first be set to Enabled. Once the Feature has been enabled, expand the Company Settings section on the Administration home page. Here, you will find a setting for enabling view-only access for each role type. These settings give administrators the flexibility to share reports with managers only, contributors only, group admins only, or a combination. To allow sharing with managers, ensure the dropdown selection for "Allow managers to view Reporting & Analytics" setting is set to On. To allow sharing with contributors, ensure the dropdown selection for "Allow contributors to view Reporting & Analytics is set to On. To allow sharing with group admins, ensure the dropdown selection for "Allow group admins to view Reporting & Analytics is set to On.

Sharing a Report

Once enabled, administrators will have a "Share Report" option in the action menu for each report. Selecting this option will prompt the user with a window confirmation.

To share a report with managers, contributors, or group admins in your organization, check the appropriate box (or boxes) in the Share Report With modal. Once you click Save, the "Shared With" column will then update to indicate the report is being shared with Managers.

Modal display when only "Allow Managers to View Reporting & Analytics" is enabled

Modal display when only "Allow Contributors to View Reporting & Analytics" is enabled

Modal display when only "Allow Group Admins to View Reporting & Analytics" is enabled

Modal display when all company settings are enabled

Sharing a report will grant view-only access to the report for  all managers, contributors, and/or group admins within the organization. Managers are those employees with at least one direct report. Managers will have access to view report results for any of their employees or their employees' employees (and their entire chain of command). Those who are assigned as contributors or group admins to other employees will have access to view report results for the team members they oversee. Shared reports will automatically apply filtering to ensure these roles can only view data for their appropriate team members and only view the data fields they have permission to view. For example, a manager cannot see report data for employees outside of their chain of command. In addition to the automatic filtering mentioned above, managers, contributors, and group admins viewing a shared report:

• cannot add or remove columns from the report  
• cannot create, modify, share, or delete reports

Removing Shared Access

Administrators can revoke shared access to specific reports or choose to remove view-only permissions for managers, contributors, or group admins entirely. 

To remove access to a shared report, navigate to the action menu for the respective report. Click "Share Report" and uncheck the box for the desired role or roles. Upon saving these changes, the "Shared With" column will update to reflect this change in permissions and that role will no longer have access to view that specific report. 

To opt out of view-only permissions entirely, navigate back to the Administration home page and expand the section for Company Settings. Find the settings for allowing each role to view Reporting & Analytics and change the dropdown selection(s) to Off.  After saving this change, those roles will lose access to all shared reports and administrators will no longer see the option to share reports with managers, contributors, or group admins.