Exploring button permissions and Advanced Options

Objective

After completing this lesson, you will be able to explore button permissions and Advanced Options.

Advanced Options in General Settings

The last section of General Settings is called Advanced Options.

This area allows you to do the following tasks:

To enable the Previous Step Button
To enable the Delete Button
To enable Scale Adjusted Calculation
To configure permissions for the buttons and pods, for the Other’s Rating Tab, and Ask for Feedback in the Supporting Information Pod

The tasks in Advanced Options are displayed.

Permissions are often configured by the consultant during the implementation, as some specific permissions might require configuration in the back end.

Note

The default permission of a performance form template is that all roles can view and edit everything on the form.

It is often necessary to first remove permission for fields, buttons, or sections that are going to be selectively permissioned by role or route step. Then we can selectively add permissions back to roles at each route step.

In addition to the permissions in Manage Template→General Settings, some buttons can be switched on/off in Form Template Settings.

Buttons and Pods Permissions

Several buttons and pods can be enabled and disabled in Form Template Settings. Button permissions in General Settings in the instance allow buttons and pods to be permissioned to specific roles at specific steps of the route map.

Caution

If a button is disabled in Form Template Settings, and permissioned in General Settings, Form Template Settings overrides any permissions in the form.

Buttons are available from the upper right-hand corner of the form, from the route map or from the lower right-hand corner of the performance form.

From the Upper Right-hand Corner: Screenshot of the availability of buttons from the upper right-hand corner.

From the Route Map: Screenshot of the availability of buttons from the route map.

From the Bottom of Form: Screenshot of the availability of buttons from the bottom of the form.

Pods are available along the top of the performance form and populate with data from the performance form. Rating pods only populate with data when the form has been rated by the manager (or another permissioned role) because the score becomes the rating of record. The Gap Analysis pod is not visible to the subject of the form.

Screenshot of the Performance Review Form for Edward Francis showing the score and additional pods.

If Attachments are enabled for the Performance Management form, the Supporting Document pod is displayed to the employee for the attachment functionality.

One of the steps to enable Attachment on Performance Management forms is in Form Template Settings. Activate the option called Enable attachment and click on Update Form Template. There are additional options in the back end, and permissions can be implemented for Attachment. Please review the latest version of the Implementing and Managing Performance Management guide, available in the SAP Help Portal, for more information about this functionality.

In Manage Template, the buttons and the pods permissions are both configured in General Settings→Button Permissions.

The permission can be as follows:

None: No access to view or use the button or the pod.
Enabled: Access to view and/or use the button or the pod.

The list of Buttons or Pods is available in Manage Template→General Settings:

Reject (or Return to Evaluation)
Finalize Form
Sign
Overall Score (pod)
Gap Analysis (pod)
Incomplete Items (pod)
Team Ranker (pod)
Supporting Information (pod)
Send to Previous Step
Delete Form
Get Comments
Get Edits

You can also define the roles of who should or should not see the buttons and pods and for which route step. There are some pods that cannot be made visible to the employee even if it is enabled for them with the permissions. For example, the employees are not meant to see the Team Ranker pod.

Screenshot of Button Permissions along with the type and the list of buttons or pods are displayed.

Example of the Get Feedback Button Permissions

The Get Feedback button can be permissioned from Manage Templates. After clicking the link to open button permissions from advanced options, select which buttons are going to be enabled (Get Comments and/or Get Edits = Get Feedback), which users are going to have access to use the button (Roles) and at which steps of the route map users are going to be able to access the button (Route Steps). When this process is complete, you may add another, delete, or close the dialog box and save.

The Button Permissions screen is displayed with the enabled checkboxes of Get Comments and Get Edits highlighted.

From an end user perspective, the button that has been enabled will be visible within the route map. The Get Feedback button allows a user to forward the performance form to another user and get feedback that will be recorded on the form.

This screenshot is displaying the Route Map section in which the Get Feedback button is highlighted.

If the customer uses both the Get Comments and Get Edits option in their Form Template, the end user is going to have the option to choose between two radio buttons, Comments or Edits, when they send the form with the Get Feedback button.

The Comments radio button is enabled and both the Comments and Edits radio buttons are highlighted.

Caution

The Get Feedback button is not supported in Collaborative steps.

Moreover, no matter the permissions defined in Manage Templates for Get Edits or Get Comments, the Get Feedback button is not going to be visible on the Performance Form if in Form Template Settings, the checkboxes are checked for Disable Ask For Comment Routing and for Disable Ask For Edit Routing. In addition, verify what is defined in Form Template Settings, as it supersedes the permissions in Manage Templates.

Define Button Permissions in Advanced Options

Business Example

In this exercise, you enable and permission buttons.

If this exercise asks you to add button permissions to the template that already exist, delete those permissions, and create new permissions according to the exercise.

ExerciseStart Exercise

Steps

Navigate to Manage Templates, using Action Search, and click on the Performance Review tab
Open the template you copied in a previous exercise.
Choose General Settings.
Choose the link, Advanced Settings.
In the popup dialog box, make sure the following boxes are NOT checked:
- Disable Ask For Comment Routing
- Disable Ask For Edit Routing
- Disable Delete button
In the same popup dialog box, make sure the following is enabled (checked): Enable form routing to previous step
Choose Update Form Template and close out of the dialog box.
You should still be in Manage Templates with your main browser. Choose Save in the upper left-hand corner of the form to save changes to your form template.
Choose the link, Show advanced options…
Choose the link, 0 Button Permission(s) defined. Select to modify.
Choose the link, +Add Another.
In the Type field, select None from the dropdown list.
In the Buttons field, check the boxes next to the following:
- Delete Form
- Get Comments
- Get Edits
In the Roles field, select the radio button for All.
In the Route Steps field, select the radio button for All.
Choose the link, +Add Another.
In the Type field, select Enabled from the dropdown list.
In the Buttons field, check the boxes for Get Comments and Get Edits.
In the Roles field, select the radio button for Selected.
Choose the box next to Manager from the dropdown list.
In the Route Steps field, select the radio button for Selected.
Check the boxes for steps specific to the manager in the dropdown list – for example, Manager Assessment/Review; Manager Signature/Acknowledgement.
Note
This permission disables the Get Feedback functionality for all users except the employee’s manager at defined steps of the route map. The system knows who the employee’s manager is to grant this permission because the manager is assigned to the employee in the User Data File.
Choose the link, +Add Another.
In the Type field, select Enabled from the dropdown list.
In the Buttons field, check the box for Delete Form.
In the Roles field, select the radio button for Selected.
Choose the box next to HR Rep. in the dropdown list.
In the Route Steps field, select the radio button for All.
Choose Done.
Note
This permission disables the ability to delete the form for all roles at all route steps, except the employee’s HR Representative. The system knows who the employee’s HR Rep. is to grant this permission because the HR Rep. is assigned to the employee in the User Data File.
Choose the link, 0 Other's Rating Tab Permission(s) defined. Select to modify.
Choose the link, +Add Another.
In the Type field, select None from the dropdown list.
In the Roles field, select the radio button for Selected.
Choose the box next to Employee in the dropdown list.
In the Route Steps field, select the radio button for All.
Choose Done.
Note
This permission disables the Others’ Rating Tab for the employee in the self-assessment route step. This permission makes the end-user view of the form less confusing because, during the initial rating step, only one rater has provided any type of rating on the form.
The Others’ Rating Tab can only display information if another rater has provided a rating on the form. By hiding this tab, the end user's view of the employee completing a self-assessment rating is less confusing. This tab should be enabled at all route steps following a self-assessment step because then the employee and manager (or anyone assigned to have the rating of record) will have completed ratings and will be able to view each other’s ratings side by side.
Choose Save in the upper left-hand corner of the form template.

Permissions for Ask for Feedback Responses

Feedback is an essential part of the Performance Review cycle, so it is important that employees have visibility into the feedback that has been provided to them by their peers. Ask for Feedback responses can be displayed in the Performance Form in the Supporting Information Pod to any permissioned user, including the employee.

Previously, the Supporting pod on the Performance Review form displayed the Ask for Feedback responses only to those users who had requested the feedback. For example, in the Performance Review process, if a manager had requested feedback for an employee, that feedback information was visible only to the manager. Other stakeholders in the review process, including the employee, were not able to view the feedback.

To enable the permissions for the Ask for Feedback responses, navigate to Form Template Settings→select the form template and select the option Enable Ask for Feedback Responses in Supporting Pod permissions. If this switch is not enabled, the Ask for Feedback responses will use the original permission model which is to only be displayed to the user who requested the feedback.

Enable the Enable Ask for Feedback Responses in Supporting Pod permissions. If this switch is not enabled, the Ask for Feedback responses uses the original permission model, which is to only be displayed to the user who requested the feedback checkbox.

It is important to note that enabling this automatically enables the Ask for Feedback responses for all roles in all route map steps for completed, in progress, and new forms. If permissions need to be applied, the best practice is to use this feature for new forms, not in-progress forms.

When it is enabled in Form Template Settings, you can grant permission for a role at route map steps. To permission the feedback, we navigate to Manage Templates→Performance Review tab→open the form template→General Settings→Show Advanced options…→click the option Ask for Feedback data in Supporting Information Pod Permission(s).

The Ask for Feedback data in Supporting Information Pod Permission(s) defined option is highlighted.

The permissions are either None or Read.

The screen is displaying the None and the Read permission types.

Hint

If this feature is permissioned, it is best to first grant none permission for all roles in all steps and then grant the desired read permissions.

Caution

When this option is enabled, the feedback provided on the employee is visible to everyone who has permission to view it.

These permissions are only applied to the Performance Form page. The Team Overview page only shows the feedback received from the requester.

Note

The copy of the form, which is kept in the En Route folder, applies the permissions that were assigned to the step when the performance form left the user’s inbox. The supporting information pod would continue to update with new feedback if the user had permission in that step. It means that in this case, the supporting information pod is not a snapshot of when the form was sent.

Summary

The last section of General Settings is called Advanced Options. This area allows you to enable and set button and pod permissions, enable the Previous Step Button, enable the Delete Button, etc.
From an end user perspective, buttons that have been enabled, such as Get Comments and/or Get Edits (i.e., Get Feedback), will be visible within the route map.
If a button is disabled in Form Template Settings and permissioned in General Settings, Form Template Settings overrides any permissions in the form.

Next lesson