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 necessary steps 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 display of information to specific areas according to the type of permission granted. Additionally, the article explains the capabilities and restrictions of shared users at the different stages of the survey process: configuration, in progress, and completed.
When running climate surveys, as the module administrator you will often want to share a process with another user within the platform 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 "Administradores" tab there is the "Acciones" button where the "Agregar usuarios" option is located:
You can add usersindividually, choosing the people you want to share the survey with from the list of collaborators:
You can also add usersin bulk. When selecting this option, you can review the instructions before downloading the template (Excel spreadsheet) where you will upload the users.
You must select "Download Template" and open the Excel spreadsheet.
On the "Share" tab you must enter the Rut of the employees, the permission type, and choose whether they will have viewing limitations
You can use the "Permission Types" tab as a guide 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 area ID that the user will be able to view in column D. To find the area ID you can use the "Area IDs or groups" tab.
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 modification permission or read permission. Both options are detailed below 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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Modification:
The user with whom it is shared will be able to Start the survey, view the form, and edit the configuration; in other words, they will be able to act as an administrator within the survey.
Survey in progress
A survey in progress can be shared by limiting the areas that will be shown. This means 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, they will be able to access the division, the departments it contains, and the areas of each department — in other words, 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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Modification:
The user with whom it is shared will be able to download data, view the form, send reminders, add participants, and execute the actions "delete responses" and "resend form."
Completed survey
As with a survey in progress, it is possible to share while limiting which area is shared. Note that if the survey was shared at an earlier stage, the permission remains 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 restricted across all tabs and in the data download.Modification:
The user shared with modification will be able to customize the heatmap scale in 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 re-share regardless of whether they were given modification permission.
🤖 This article was translated using artificial intelligence. View original article.