Sharing Review Reports with Managers and Contributors (admin)
Introduction
Administrator users often create reports containing the results of employee reviews. This information is often useful and relevant to individual managers. In these scenarios, companies can allow managers to gain view-only access to review reports shared by an administrator. PerformYard will automatically filter to exclude data that should not be visible to each individual manager based on their reporting structure or chain of command.
Allowing Managers to view Reporting & Analytics
Allowing your managers to view Reporting and Analytics is a powerful tool. 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 and ensure the dropdown selection for the "Allow managers to view Reporting & Analytics" setting is set to On. This setting gives administrators the option to share review results with managers, empowering them to make informed decisions and drive performance improvements on their team.
Please note that report sharing is not available for employee reports but only for review reports.
Sharing a Report
Once enabled, administrators will have a "Share Report" option in the action menu for each review report. Selecting this option will prompt the user with a window confirmation.
To share a report with managers in your organization, check the box next to Managers and click Save. The "Shared With" column will then update to indicate the report is being shared with Managers.
Sharing a report will grant view-only access to the report for all managers within the organization. Managers are those employees with at least one direct report. Managers will have access to review results contained in the shared report for any of their employees or their employees' employees (and their entire chain of command). The shared report will automatically apply filtering to ensure a manager can only view data about their team members and only view the data fields that they have permission to view. A manager cannot view employee review form data of employees outside of their chain of command. In addition to the automatic filtering mentioned above, managers viewing a shared report:
- cannot add or remove columns from the report
- cannot create, modify, share, or delete reports
Please note that sharing a review report that contains filters to include in-progress reviews and forms (awaiting signers, awaiting authors) will allow managers to access details about reviews and forms that are still in progress.
Removing Shared Access
Administrators can revoke shared access to specific reports or choose to remove view-only permissions for managers entirely.
To remove manager access to a shared review report, navigate to the action menu for the respective report. Click "Share Report" and uncheck the box to share with Managers. Upon saving these changes, the "Shared With" column will update to reflect this change in permissions and managers 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 "Allow managers to view Reporting & Analytics" setting and change the dropdown selection to Off. After saving this change, managers will lose access to all shared review reports and administrators will no longer see the option to share reports with managers.