Visibility Rules allow Administrator or HR manager to set access permissions for each appraisal form and for each stakeholder in the performance plan at each state of appraisal workflow.
This means you can control access of appraisal forms for employees, their managers and HR manager at each stage. For example, an appraisal form is configured in initiated state to be viewed and edited only by an employee. The same form would only be viewed by the employee in submitted to manager state and the manager would have view and edit rights on the form.
To setup visibility rules for the forms, you need to:
- Setup Appraisal Timelines and Notifications.
- Setup Forms and Assign Weights.
- Click Visibility Rules tab. The Default visibility rules page appears, as shown in Figure 1.The page displays the default visibility rules set for all the forms for all the stakeholders of the selected workflow for the appraisal plan.
By default, no user has visibility rights on any appraisal form.
Modify the default visibility rules for the users involved in the appraisal plan (if required). You can enable the visibility for the user and then configure overrides or you can leave the default rule with no access rights and then proceed with creating new override rules that allow access rights.
The decision to configure the default rule with enable/ disable/ view rights should be based on the number of forms available to a user in enable/ disable state.
For example, an employee will have edit rights on most of the forms whereas the HR manager will have only view rights on most of the forms.
Once the default rules are configured, you should create their override rules so that each state of the workflow can be handled separately for each user. For example, you cannot allow edits to employees on appraisal forms once the form is submitted to their managers.
- Modify Default Visibility Rules
Click Default Visibility Rules button under Actions column for the user for whom you want to modify the default visibility. For this example, click Add button for the Employee.
The Default Visibility rules>Employee window appears, as shown in Figure 2.
The window shows three options:
- No View: This option disables all rights including forms visibility on all the forms to the selected user.
- Only viewable: This option provides only viewing rights on all the forms to the selected user.
- Edits allowed: This option provides viewing as well editing rights on all the forms to the selected user(s).
- Select Edits allowed option to allow full edit rights to the employees on all the forms.
- Click Save.
The default rule for the employee is successfully updated to allow full view and edit rights to the employees on all the forms and a message “Settings have been updated.” appears, as shown in Figure 3.
You can now override the full view and edit rights for the employee role on the forms where it is not required.
- Click Add button for the Employee role from the Actions column. The Setup visibility rules page appears, as shown in Figure 4.
The page displays the role of the user to whom the visibility rule will be applicable in the User Role field.
The page allows you to disable the visibility and/or edit rights on selected workflow states for selected forms. For example, even though employee should have full edit rights on Competency and Goalsheet forms but the employee should not have any rights on Relative Grading form. In fact, the employee should not be allowed to view the Relative Grading form in any state.Let us disable the visibility of employee on Relative Grading form in all the states in this example.
a. Select All from Appraisal state dropdown.
b. Select Relative Grading form from Name dropdown.
c. Choose Select this option to hide the form completely for the role option.
d. Click Save to save the rule or click Save & Add More to add more override rules.
The relative grading form is successfully configured to be hidden from the user in all the states and a message “Settings have been updated” appears.
The override rule that you have created appears in the Overrides to the default rules section.
Similarly, you can hide the visibility of other forms such as Pen picture, 360 feedback, training, and final score forms from employees.
Let us now configure one more override rule for employees to deny edit rights to employees on Competency form in Submit to Manager state. This rule will allow the employee to only view the forms available to him after he/ she submits the appraisal with his/ her own selected ratings. To configure another rule, you need to:
Click Add icon for the Employee role from the Actions column on the Default visibility rules page. The Setup visibility rules page appears.
- Select Submitted to Manager state from Appraisal state dropdown.
- Select the Core Competencies form from the Name field.
- Choose Select this option to display user specific rating and comments as per role option to allow employees to view their own ratings and comments on the competency form.
- Select Only viewable option from View and Edit rights section.
- Click Save to save the rule or click Save & Add More to add more override rules.
The new override rule is successfully created and a message suggesting the same appears.
You can now follow the similar steps to create more rules for each form, for each user and for each state.
You can delete a rule by clicking the icon if it is not configured properly or is not required.
Once all the configurations are done and visibility options are set, the performance plan is successfully set.
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