Automated permissions: Create report viewers and set permissions based on reporting lines

Report viewers are people who have permission to view your survey's reports.

There are two ways you can set their permissions:

• Automatically (automated permissions): This method generates report viewers based on your organisation's structure. It identifies People Leaders and gives them permission to view survey results for their reporting lines.
• Manually: This method lets you select who can be a report viewer. These people may be anyone internal or external to your organisation, for example a Board Executive through to a Team Lead. This contrasts with automated permissions, which is for People Leaders only. Learn more about setting up permissions manually.

This guide focuses on how to set Automated permissions.

Before you get started:

• you must have the People Leader field set up in your library, and
• your survey status must be Pending, Active or have recently Closed.

If this field is set up and the survey status is correct, you're ready to automate permissions. You can watch the video demonstration or follow our step-by-step instructions.

Step 1. Go to automated permissions

Let's start by navigating to automated permissions:

1. Select Surveys from the left-hand menu.
2. Select the three dots on a specific survey.
3. Select Permissions.
4. Select Automated permissions.

Automated permissions are created based on your organisation's structure at that point in time.

If you make changes to reporting lines after this point, you will be given the option to apply those updates to your survey. Learn more about updating reporting lines for automated permissions.

Step 2: Set the base permissions

Next, you will need to set base permissions. This is the access that all People Leaders will get, regardless of who reports to them. You can make edits to specific People Leaders after you've saved the base permissions.

What you can select in base permissions:

• Filters: Select what criteria you'd like the People Leaders to filter results by.
  • Example: You may not want People Leaders to filter results by age. Leave this option deselected and it will not appear in their report filter menu.
• Reports: Select the reports you would like the People Leaders to have access to.
  • Example: If you'd like a People Leader to see the distribution of responses for a particular question, select Breakdown under the Questions report. If this isn't selected, the overall average will show.
  • The Heatmap report may not be relevant to People Leaders with limited access to filters. This is because it needs filters applied to show meaningful results.
• Question permissions: If you want don't want People Leaders to see results for a specific question, select Question permissions. This will open a modal where you can select any questions you don't want them to see.
  • Question permissions are linked directly to the Questions report. If you turn on the Questions report before providing access to any questions, all questions will be enabled

Step 3: Check permissions

It's a good idea to double-check you're happy with the permissions you've set. So make sure to Preview them. (Only Account Managers can do this.)

To launch a preview, select Save.

You will be taken to a table of your People Leaders. In the table is a column called, Preview. When you select the eye icon, a new browser tab will open, showing the reports as that person will see them.

If the preview looks good, you can close the tab.

Step 4. Manage People Leaders and send invites

There are also other things you can do in your People Leader table.

You can edit permissions for a:

• specific People Leader by selecting their name,
• group of People Leaders by checking the box next to their names and selecting Bulk changes.

You can also:

• View a People Leader's reporting line: If you want to check who will be included in a People Leader's survey results, select the hierarchy icon in the Participants column. Everyone that sits below the leader in the chart will be included (unless they don't complete the survey).
• Enable access: The eye icon shows if the People Leader's access has been enabled. If there is a line through the eye, their access hasn't been enabled. They won't be able to log in and see results. If there is no line through the eye, they can. You can turn their access on or off by selecting the icon.
• Invite the People Leader (active or closed surveys only): Selecting the envelope icon will send an email to the People Leader, inviting them to review survey results and reports. When the invitation is sent, the icon changes to a re-send invitation icon.
• Reset access: You can remove a report viewer's access to this survey's results by selecting the Reset icon. If the People Leader has access to other surveys, they will remain a User under the organisation.

Step 5. Edit permissions for a specific People Leader

If you need to edit permissions for a specific People Leader, select their name.

You'll then be taken to a screen similar to base permissions, where you can select:

• Filters
• Reports
• Questions

There will also be an extra permissions category available: demographics.

Demographics control whose results the People Leader can see. By default, they can see results for their reporting line. However, if you want the People Leader to access results for an additional department (like Sales), you can give permission to do this using demographics.

You can also give full access which includes all survey participant data in the results they see. So demographics will extend access, not narrow it. When you're finished editing permissions, select Save.