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

Report Viewers are the people allowed to see a survey's results. Automated permissions is the fastest way to set them up: AskYourTeam reads your organisation's reporting lines and gives every People Leader access to results from their own reporting line.

If you need to give access to someone outside your reporting structure, use Manual permissions instead.

Before you start

• The People Leader field must be set up in your participant library.
• The survey must be Pending, Active, or recently Closed.

Step 1: Open permissions for your survey

1. Select Surveys from the left menu.
2. Find your survey, select the three dots, then select Permissions.
3. Permissions are done in three steps:
   1. pick a method,
   2. configure permissions,
   3. then grant access and invite.
4. For setting permissions by reporting line (Automated permissions) , Select Configure automated permissions (or Manage automated permissions if you have set it up before).

Step 2: Set permissions for all People Leaders

This screen sets the starting permissions every People Leader will get. You can fine-tune individuals afterwards.

1. Demographics (whose responses do they see): Each People Leader automatically sees results from everyone in their reporting line: their direct reports plus their indirect reports. You do not need to choose anything here for that to happen. To check the leaders and the size of each reporting line, select View People Leaders and reporting line sizes.
2. Filters (which data they can filter by): Choose the filters People Leaders can use on their results.
3. Reports and questions (what they can see): Choose which reports and questions are available to them.

As you make choices, the Summary at the bottom updates to show what you have selected, for example how many filters and reports are included.

When you are happy, select Save and continue.

Step 3: Review the People Leader list

You now see every People Leader from your org hierarchy. The table shows each leader's direct reports, total reports, who they report to, and (for active or closed surveys) how many people have completed the survey.

• To adjust one leader, select their Name.
• To change several at once, tick the leaders you want and select Bulk actions.

Step 4: Fine-tune an individual (optional)

Select a leader's Name to open their permissions. At the top of the Demographics section you will see an audience line that tells you exactly who that leader will see, for example "will see responses from 24 of 120 participants (8 direct reports + 16 indirect reports)". You can widen their access here, for example to include another team, without affecting anyone else.

To preview their experience, select Save & Preview as [name]. When you are done, select Save changes.

To learn more about the audience line and summary, see "Understanding who a People Leader can see".

Step 5: Grant access and invite

When you are ready, give leaders access and let them know:

• For one person, use the icons in the Access and Invite columns.
• For several people, tick them and select Bulk actions, then Invite and enable.

See "Invite report viewers to view results" for the difference between enabling silently and sending an email invitation.