Permissions are in the Show advanced options area of each section. The permissions available vary depending on the section type. By default, the performance form template has completely open permissions, meaning all users can view and edit everything on the form. To give permission only for a specific role, remove all permissions for everyone first, then grant back the permission only to the role that should have the permission. The exception to this rule is the required field permission, where it's only necessary to identify which field should be required before routing a form from one step to another.
Permissions enable or disable access to roles at various steps of the route map. Each permission has a type to specify what access is being granted or revoked. For example, the ability to add or remove a goal to the goals section of the performance form can be enabled or none. Either you can or cannot add/remove a goal.
Permission Types
Please review the table below for definitions of the available permissions and each permission’s supported types.
| Permission | Description |
|---|
| Button Permission | Enable or disable specific buttons, including Get Feedback, and Send Form to Previous Step. Permission Types: - None: No access to view or use the button.
- Enabled: Access to view and use the button.
|
| Other's Rating Tab Permission | Enable or disable the Other’s Rating Tab , where comments and ratings from the other user in the form are visible / not visible. It is generally advisable to leave this permission as-is. (0 permissions assigned). Permission Types: - None: No access to add and/or remove items in the section.
- Enabled: Access to add and/or remove items in the section.
This tab can also be relabeled through the Text Replacement administrator tool. |
| Action Permission | Enable or disable the ability to add items or remove items in the competency or goal sections. This is commonly disabled in the core competency section, so the user does not add additional competencies. Permission Types: - None: No access to add and/or remove items in section.
- Enabled: Access to add and/or remove items in section.
|
| Field Permission | Enable or disable the ability to read/write to various fields within the larger sections of the form. These fields include item rating, unofficial user rating, item weight, section weight, item comments, subject rating, and section comments. Permission Types: - None: No access to view fields.
- Read: Read-only access to fields.
- Write: Access to view and edit fields in the section.
|
| Required Field Permission | Make specific fields required to complete before the form is sent to the next route map step or signed. These fields include, item rating, item comments, item weight, section weight, section comments, and subject rating. An act called a Send Action must be defined that indicates when the form is checked to ensure the required field has been completed before moving to the X route map step. X can indicate the form is checked before sending to the next route step, or before sending to a signature step. Send Action: - Next Step: Field is required before sending to the next route step.
- Signature: Field is required before the signature route stage/step.
When a custom element within any section must be required, you can define from Manage Templates the minimum and maximum character count. |
Defining Permission
To create a permission rule, first select the section where the permission is going to be assigned. Choose Show advanced options…→select the type of permission you want to create (section, action, field, required field)→add the necessary permission(s)→Click on Done→and then Save your modifications on the template.
Next, remove permission from all roles, and select all route steps from the dropdown list.
Last, grant permission back to a role and define the route map steps where you would like the permission to be applied. In this example, all permissions were removed from all users for the Summary section. Then, permission was granted back to the manager at the route steps of Manager Assessment and Manager Acknowledgement. This makes the section only visible to the manager at the specific route steps defined.
Note
Be sure to select the specific route steps by name from the dropdown list when removing permission. The Completed route step is not configurable, so if you removed permission from all route steps by selecting the All radio button, the section and/or field would be hidden from the completed step. To make sure this doesn’t happen, select the radio button for Selected and check the boxes next to the route steps where permission should be removed.
