This article explains how to share the process of a climate survey with other users within the platform to facilitate delivering information about participation and results. It will guide you through the steps necessary to add users individually or in bulk using an Excel file. It also details how to assign read or edit permissions, and how to limit the viewing of information to specific areas according to the type of permission granted. In addition, the article explains the capabilities and restrictions of shared users at the different stages of the survey process: configuration, in progress, and completed.
When conducting climate surveys, often as the module administrator, we will want to share a process with another user within the platform, in order to facilitate delivering information about participation and results. With this feature you, as an administrator, will be able to share a process.
To access this setting you must enter the survey; on the "Administrators" tab there is the "Actions" button where the "Add users" option is located:
You can add usersindividually, choosing the people you want to share the survey with from the list of employees:
You can also add usersin bulk. By selecting this option, you can review the instructions before downloading the template (Excel spreadsheet) where you will enter the users.
You must select "Download Template" and open the Excel spreadsheet.
On the "Share" tab you must enter the employees' Rut, the permission type, and choose whether they will have viewing restrictions
You can use the "Permission types" tab as a reference to correctly enter the permission type in column B of the "Share" sheet
In the "Show only some areas" column, column C, you must enter "Yes" or "No". If Yes, you must specify the ID of the area the user will be able to view in column D. To find the area Id you can use the "Id áreas o grupos" tab as a reference.
Once you have completed the "Share" sheet you must save it and upload it to Buk using the "Select file" button.
Permission types:
When a process is shared you can choose edit permission or read permission. Below both options are detailed for the different stages of the process.
In configuration
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Read:
The user with whom it is shared will only be able to see the participants and view the form, that is, they will have access to the following view:
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Edit:
The user with whom it is shared will be able to Start the survey, view the form, and edit the configuration; that is, they will be able to act as an administrator within the survey.
Survey in progress
A survey in progress can be shared while limiting the areas that will be shown. This means that the user with whom it is shared will only see the information corresponding to the areas that are shared with them. If a division (level 1) is shared, one will be able to access the division, the departments it contains, and the areas of each of those departments — that is, the entire branch stemming from that division.
Read:
The user with whom it is shared will be able to download participation data and view the form.
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Edit:
The user with whom it is shared will be able to download data, view the form, send reminders, add participants, and execute the delete responses and resend form actions.
Completed survey
As with a survey in progress, it is possible to share by limiting which area is to be shared. It is worth noting that if the survey was shared at an earlier stage, the permission is maintained throughout the process.
Read:
The user with whom it is shared can view the results according to the permission granted. If only one area is shared, the results will be narrowed in all tabs and in the data download.Edit:
The user with whom it is shared with edit permission will be able to customize the heatmap scale on the Advanced tab.
Final considerations
- Since the permission is given on a process, the user with whom it is shared cannot use the compare surveys function.
- The user with whom it is shared does not have permission to reshare regardless of whether they were given edit permission.
🤖 This article was translated using artificial intelligence. View original article.