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Automating Results Viewers accesses

Lizzie Jais
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Available for: Admins

Do you want to give multiple results viewers access to allow your colleagues and managers to view the survey results of their teams? You're in the right place!
Here you will learn how to create access rules to automate the assignment of results viewers. Once you have created your rules, you will be able to give access via an Excel import or directly from a user's profile.👌

ℹ️ The automatic mode allows you to create rules to automate the allocation of results viewers access. This mode is recommended when there are more than 10 users to add.

If your rules have already been defined and created, check out our article: Adding Results Viewers. Otherwise, create an access rule step by step!

In this article : 

Step 1: Create an access rule and give it a name

Go to Teams > Roles & Access Rights > Results Viewers.

  • If no rule has been created yet: click on Add Results Viewer > Automatic Mode > Add an access rule
  • If one or more rules have already been created: click on Edit access rules > Add an access rule. 

ℹ️ As a reminder, if you already have result viewers added in manual mode, remember to delete them first and then give them access in automatic mode. You must choose between automatic and manual modes.

💡Tip 

To make it easier to understand the different rules, give them a logical name by mentioning what they give access to (e.g.: 'Team manager', Department manager).

 

Step 2: Define its scope

Once the name is chosen, define the scope of this rule ("can view"), it can be all the results (All coworkers) or a targeted scope.
To define a targeted perimeter, you have 2 options:

1st CASE: results viewers should see all results, for all concerned teams

If you want to give access to the results of all the teams in the company, fill in the following fields:
Can see all coworkers

2nd CASE: result viewers should see their own team's results

If you wish to give them access to the results of their own department, fill in the information below: Can view 'Department' is defined by their 'Department' 

The operation will be the same regardless of the level of access (filter) desired: Country, Region, Department, etc.

Examples :

→ John is in the Sales department: he will see the results of the Sales department

→ Joan is in the Accounting department, she will see the results of the Accounting department.


3rd CASE: result viewers should see results of a team they're not part of

You will need to create an additional field - which you can call "Perimeter". This field will be available in the coworkers' profiles and will allow you to specify access for the employees concerned.

  1. Go to Teams > Analysis filters > Add a filter, choose the text format, and name the field "Perimeter" - Filterable: yes.
  2. Go back to Teams > Roles & Access Rights > Results Viewers, and fill in the following information: Can view 'Team' is defined by their 'Perimeter' 

The operation will be the same, whatever the desired level of access (Region, Department, etc.): you can use the same "Perimeter" field to delimit the access rights.

⚠️ The values in the Perimeter field must have exactly the same syntax as in the corresponding filters.

Examples: Let's take the following rule, Can see ‘Region' is defined by their 'Perimeter':

→ John is in the ILE-DE-FRANCE region but he manages the PACA region. We will therefore enter in his profile Perimeter = PACA. He will then see the results of the employees who are in the PACA region.

→ Jane is also in the ILE-DE-FRANCE region but manages the Auvergne Rhône-Alpes region. We will therefore enter in her profile Perimeter = Auvergne Rhône-Alpes. She will then see the results of employees who are in the region of Auvergne Rhône-Alpes.

 

Step 3: Add the comparison filters

Select any filters you want to make available to results viewers to zoom in on a subpopulation or compare results on other dimensions of analysis.

Example: Can compare with 'Country', Type of contract', 'Department'

Finally, click on "Create rule". 👌

Step 4: Assign the rule to the concerned coworkers

Your access rule is now activated, all you have to do is fill in the "Access rule" field (and possibly the "Perimeter") to add the result viewers!

  • For one or two users: select the right access rule directly from the user's profile.
  • For several users: import the result viewers by completing the "Access rule" column in your file (and Perimeter if necessary).

And that's it! 🚀

If you have any questions, feel free to contact us at hello@supermood.com.

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