Configuring Permissions in a Form Template

Objective

After completing this lesson, you will be able to configure permissions in a form template

Button Permission

Button Permissions apply to the buttons and pods available in a form template.

Several buttons and pods can be enabled and disabled in Form Template Settings.

  • If a button or pod is enabled (or not disabled), we can further restrict it with button permissions.
  • If a button or pod is disabled (or not enabled) in Form Template Settings, we cannot enable it with button permissions. 

Buttons

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

In the Route Map section, a list of buttons is highlighted.

Pods are available along the top of the performance form and populate with data from the performance form.

Screenshot of pods in the Performance Evaluation for Brooke Brooklyn page.

Rating pods will only populate with data when the form has been rated. The Gap Analysis and Team Ranker pods are never visible to the subject of the form. 

The Supporting Document Pod can display received feedback, attachments and notes. If Attachments are enabled or Feedback Permissions have been granted to the employee, the supporting pod will also display to the employee. 

Note

Permissions can be set in XML, if needed, to control actions over attachments in the Supporting Information pod. Check the following resource in the SAP Help Portal for more information: Configuring Permissions for Attachments.

Button Permissions Configuration

When configuring a button permission, the following need to be defined: 

  • The Type of Button Permissions
    • None: No access to view or use the button or the pod. 
    • Enabled: Access to view or use the button or the pod. 
  • The buttons or pods being permissioned – (see table titled General Settings/Meta Section — Button Permissions  for available buttons and pods).

    Note

    The Return to Evaluation button might be called Reject, which allows the user to send the form back from Signature into the previous step in the Modify stage. The term can be changed in Text Replacement.
     
  • The roles the permission applies to.
  • Route steps populate from the route map that is associated to the form template in General Settings. Any route step may be selected.
In the screenshot of Button Permissions, details of permissions are displayed.

In the XML code below, the following information is representative of the relevant lines of the XML Code:

  • Line 1: Buttons are enabled

  • Line 2: All roles are permissioned to use buttons

  • Lines 3–14: Button reference IDs

  • Line 15: All route steps are permissions for buttons to be available

  • Line 16: End tag

Code Snippet
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<button-permission type="enabled">
   <role-name>*</role-name>
   <button refid="reject"/>
   <button refid="send"/>
   <button refid="sign"/>
   <button refid="overall-score-pod"/>
   <button refid="gap-analysis-pod"/>
   <button refid="incomplete-items-pod"/>
   <button refid="team-rank-pod"/>
   <button refid="supporting-information-pod"/>
   <button refid="send-back"/>
   <button refid="delete"/>
   <button refid="get-comments"/>
   <button refid="get-edits"/>
   <route-step stepid="*"/>
   </button-permission>

Available Button Permission Options

General Settings/Meta Section – Button Permissions

DefinitionXML in <fm-meta>
Return to Evaluation: When the form is in the signature stage a role may send the form back to the evaluation or modify stages of the route map.<button refid="reject"/>
Finalize Form: Save and send the form to the next route step.<button refid="send"/>
Sign: Sign the form and move to the next route step. Only available during the signature stages.<button refid="sign"/>
Overall Score: Enables and populates the Overall Score pod along the top of the form with the calculated score.<button refid="overall-score-pod"/>
Gap Analysis: Enables and populates the Gap Analysis pod along the top of the form with manager versus employee ratings to determine gaps.<button refid="gap-analysis-pod"/>
Incomplete Items: Enables and populates the Incomplete pod along the top of the form with any required items (marked with a red asterisk) that have not been completed.<button refid="incomplete-items-pod"/>
Team Ranker: Enables and populates the Team Ranker pod along the top of the form with peer ratings to determine the rank of the subject of the form in relation to their teammates.<button refid="team-rank-pod"/>
Supporting Information: Enables and populates the Supporting Information pod along the top of the form with feedback provided from the Ask for Feedback function (that users have access to in Team Overview). There are distinct permissions that can be added to define who can see this feedback if it should be more than the user who requested it. In this Supporting Information pod, attachments can be included as well as notes from the Employee Profile.<button refid="supporting-information-pod"/>
Send to Previous Step: Allows the previous step button to be permissioned for specific roles at specific route steps. This gives the permissioned roles the capability to send a form back to the previous step in the route map.<button refid="send-back"/>
Delete Form: Allows the delete form button available from the form toolbar to be permissioned to be available for specific roles at specific route steps.<button refid="delete"/>
Get Comments/Get Edits: Control the Get Feedback button, where form can be sent to someone else, not included in the route map, to review the form and provide comments (get-comments) and even their own ratings (get-edits). To use these options, the following settings should be not enabled: Disable Ask For Comment Routing to allow comments, Disable Ask For Edit Routing to allow ratings and comments.<button refid="get-comments"/> and <button refid="get-edits"/>

Get Feedback is accessed from the route map during the performance review and is a button that must be permissioned for roles and route steps. If permissioned, the subject of the form could use this button to find another user in the system and get feedback.

The Get Feedback button in the Route Map section is highlighted.

Ask for Feedback

Ask for Feedback functionality gives the ability to ask general feedback to several users at the same time, internal users as well as external users. If a customer does not want to use the option to ask feedback to external participants, it can be disabled from Form Template Settings.

The Ask for Feedback button is highlighted in the Performance Review Form on the Team Overview tab.

This feature is generally available for the direct managers but matrix and HR managers can also see forms from Team Overview if they are in the workflow. Team Overview is a dashboard where users can keep track of where employees are in the progress of reviews, and they have the ability to loop in another person to give feedback on that employee. Feedback then populates the Support Information pod along the top of the form.

Some important notes about Ask for Feedback functionality:

  • Feedback responses are only visible to the owner (user who sent requests from Team Overview). However, these responses can be made visible to others using the Supporting Information pod in Performance forms. An option in Form Template Settings can be enabled to achieve this requirement: Enable permission configurations for Ask for Feedback responses. If this switch is not enabled, only the user who requested the feedback can view the responses in the Supporting Information pod.
  • Ask for Feedback data has been added to the Performance Management schema in Table Reports (Ad Hoc Reporting). As a result, you can view Ask for Feedback information, such as, who requested the feedback, when it was requested and who responded. Note that this will not include the actual content of the feedback provided.
  • Story Reports include enhanced Ask for Feedback reporting capabilities, such as feedback comments.
  • The Ask for Feedback term can be replaced via Text Replacement, if needed

.

The Add External Email address radio button is selected and Disable the external email address feedback option checkbox is highlighted in the Ask for Feedback about Edward Employee pop-up screen.

If the customer does not want to use the option to ask feedback to external participants, it can be disabled from Form Template Settings.

Ask for Feedback Permissions

Feedback is an essential part of the Performance Review cycle so it is important that employee 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, the switch is in Form Template Settings → select the form template → 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 Ask for Feedback Responses permission highlighted.

It is important to note that enabling this will automatically enable 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.

Once 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 → select the same form template → General Settings → Show Advanced options… → Ask for Feedback data in Supporting Information Pod Permission(s) defined. Click to modify.

Ask for Feedback data in Supporting Information Pod Permissions option highlighted.

The permissions are either "None" or "Read".

Ask for Feedback data in Supporting Information Pod Permissions screen shown.

These permissions can also be configured in the Form Template XML.

Form Template XML – Ask for Feedback Permissions

Code Snippet
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<askforfeedback-permission type="none">
   <role-name>*</role-name>
   <route-step stepid="*"/>
</askforfeedback-permission>
<askforfeedback-permission type="read">
   <role-name>E</role-name>
   <role-name>EM</role-name>
   <route-step stepid="*"/>
</askforfeedback-permission>

Note

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.

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 to the requester.

The copy of the form which is kept in the En Route folder will apply the permissions that were assigned to the step when the performance form left the user’s inbox. The supporting information pod will 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.

Other's Ratings Tab

The Ratings from Others Tab permission grants the end user the ability to view or not view the rating completed by the other user who rated the form.

Watch this video to learn about how to configure the other’s rating tab permission.  

Other's Ratings Tab Permission Types, Roles, and Route Steps

There are different types of Ratings from Others Tab permissions, roles, and route steps including the following:

  • Type

    • None: No access to view rating

    • Enabled: Access to view rating

  • Roles

    Any role may be selected

  • Route Steps

    • Route steps populate from the route map that is associated to the form template in General Settings

    • Any route step may be selected

General Settings in the Instance versus Meta Section in XML for the Others’ Rating Tab Permission

Others’ Rating Tab Permission: Allows you to define who has access to view the other person’s ratings on the form side-by-side to his or her own ratings. The access to view the tab can be permissioned for the entire form or per section.

Other's Rating Tab Permission in Manage Template screen shown.

XML example of Other’s Rating Tab permission

In <fm-meta> in the XML: <others-ratingtab-permission>.

Others’ Rating Tab Permission Type "Removed" in XML

In the XML below, line 1 indicates that the permission has been removed, the permission type equals "none". In line 2, the employee role is represented by "E". In lines 3 and 4, the selected route steps are permissioned

Code Snippet
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<others-ratingtab-permission type="none">
   <role-name>E</role-name>
   <route-step stepid="M1"/>
   <route-step stepid="M2"/>
   </others-ratingtab-permission>

Others’ Rating Tab Permission Type "Enabled" in XML

In the XML code below, line 1 indicates that the permission has been enabled. Role names are found in lines 2–6. Lines 7,8,9 are examples of defining one’s own step IDs in the route map. If no step IDs are defined by the user, then computer generated IDs will default in the step ID field in the route map. Lines 10 and 11 represent the generated IDs which are long strings of numbers.

Code Snippet
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<others-ratingtab-permission type="enabled">
   <role-name>EM</role-name>
   <role-name>EX</role-name>
   <role-name>EH</role-name>
   <role-name>EHM</role-name>
   <role-name>EMM</role-name>
   <route-step stepid="M1"/>
   <route-step stepid="M2"/>
   <route-step stepid="mannysignature"/>
   <route-step stepid="10362654251537189"/>
   <route-step stepid="10363296120179310"/>
   </others-ratingtab-permission>

Other’s Rating Tab Item Permission Type (XML only)

The others-rating-tab-item-permission defines access on a field level within the Other's Rating tab.

The others-rating-tab-item-permission can be defined in each goal (objective), development, or competency sections. The following is an example of the XML code to use below the field permission.

Code Snippet
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<others-ratingtab-item-permission type="none"> 
<role-name>E</role-name> 
<tab-item refid="item-rating"/> 
<route-step stepid="M1"/> 
<route-step stepid="M2"/> 
</others-ratingtab-item-permission>

Tab Permission

The tab permission grants the end-user the ability to view different tabs on an item in a goal or competency section. The available tabs are the following:

  • Learning Activities learning-activities: Only applicable to development goal sections.

  • Other Ratings others-rating: Applicable to performance goal, development goal, and competency sections.

  • Last Review Rating last-review-rating: Only applicable to competency sections.

  • Goal Details goal-details: Applicable to performance goal and development goal sections.

  • Other Details other-details: Applicable to performance goal and development goal sections.

  • Achievements achievements: Applicable to performance goal and development goal sections with Continuous Performance Management integration.

Currently, this can only be configured in XML and not in Admin Center.

Screenshot of tab permission in XML code format and descriptions of tab-permission type, role-name, tab refid as well as route-step stepid.

Section Permissions

Section permissions determine whether a user can see the section during route map steps.

Watch this video to learn how to configure the Section Permissions in Manage Templates. 

The section could be permissioned to be visible, but field permissions can remove view and edit permissions from roles during each route step so not all of the section is visible.

Note the following about section permissions:

  • The section header title and description text will be visible if the section is permissioned to be visible, even if permission to fields is removed.

  • It is common to hide summary sections until the manager rating and signature steps because summary sections will not populate with data until the manager has provided ratings. In the signature steps, the summary sections should be read-only.

  • It is also common to hide the signature section until the signature route steps.

Section Permission Types, Roles, and Route Steps

There are different types of Section permissions, roles, and route steps including the following:

  • Type

    • Hidden: No access to view section.

    • Disabled: Read-only access to section.

    • Enabled: Access to view and edit fields and take action in section.

  • Roles

    Any role may be selected.

  • Route Steps

    • Route steps populate from the route map that is associated to the form template in General Settings.

    • Any route step may be selected.

Section Permissions for Overall Summary Section are displayed. The permission types Hidden, Disabled and Enabled are displayed.

Example of Section Permissions Configuration in XML

Section Permissions in XML code format and descriptions for section-permission type, role-name and route-step stepid are displayed.

Action Permissions

Action permissions are used to define two actions in the goal and competency sections: add item and remove item.

Watch this video to learn how to configure the Action Permissions.

Note the following about Action Permissions:

  • If configurable="true" in the goal and/or competency sections in XML, this grants both add and remove ability for those sections.

  • In manage templates, the equivalent of "configurable" is a checkbox in each section that allows end-users to add/remove items.

  • This permission must be defined to limit when users can add/remove items and if they are granted one or both abilities.

Action Permission Types, Roles, and Route Steps

There are different types of Action permissions, roles, and route steps including the following:

  • Type

    • None: No access to add and/or remove items in section

    • Enabled: Access to add and/or remove items in section

  • Roles

    Any role may be selected.

  • Route Steps

    • Route steps populate from the route map that is associated to the form template in General Settings.

    • Any route step may be selected.

Goal Section Action Permissions shown.

Example of Action Permissions Configuration in XML

Screenshot of Action Permissions in XML code format and descriptions for action-permission type, role-name, action refid and route-step stepid are displayed.

Field Permissions

Field permissions are used to remove or grant access to specific fields within a section.

Watch this video to learn how to configure the Field Permissions in Manage Templates.

Note the following about Field Permissions:

  • If a section should be visible, but certain fields within the section are manager-only fields, a field permission can make the field invisible, or read-only.

  • If there are multiple roles that have access to the form besides the manager, field permissions can be used to restrict all other role access to read-only so the manager’s rating of record does not become nullified by another rater.

  • A list of all available fields that may be permissioned is detailed in the DTD.

    Note

    Not all fields listed in the DTD can be permissioned for each section, because all fields do not exist in all sections.

  • Popular fields to permission are available when using Manage Templates to permission in each section.

  • Custom fields added to goal, competency, summary, or custom sections can be permissioned.

Field Permission Types, Roles, and Route Steps

There are different types of Field permissions, roles, and route steps including the following:

  • Type

    • None: No access to view section.

    • Read: Read-only access to section.

    • Write: Access to view and edit fields in section.

  • Roles

    Any role may be selected

  • Route Steps

    • Route steps populate from the route map that is associated to the form template in General Settings.

    • Any route step may be selected.

The Field Permission screen area with permission types, None and Read, are displayed.

Example of Field Permission Configuration in XML:

Field permissions in XML code format and descriptions of relevant terms are displayed.

The following fields can be permissioned:

Fields that can be permissioned

DescriptionOption from Manage TemplatesOption from XML
Manager’s rating of subject in rating-opt="3" or rating where everyone can access in rating-opt="0"Item Rating"item-rating"
Subject's rating of self in rating-opt="1" or Anyone with their own rating in rating-opt="2" (removing permissions for this field will also remove the Ratings from Others in the Rating Option 2).Unofficial User Rating (Legacy)"item-cmt-rating"
Anyone with their own rating in rating-opt="2" (removing permissions for this field does not remove access to see the Ratings from Others).Unofficial User Ratinguser-item-cmt-rating
Subject’s rating of self in rating-opt="3" split ratingsSubject Rating"subject-item-rating"
Objective or competency item weightsItem Weight"item-weight"
Overall section weight that is validated in the summary sectionSection Weight"sect-weight"
Overall section weight that is validated in the Overall Objective Competency Summary sectionThis option is not currently available in Manage Templates"sect-weight-4–objcomp-summary"
Comment per competency/objectiveItem Comments"item-comments"
Comment box for the entire sectionSection Comments"section-comments"
Custom fields added to objective/competency/custom sectionsCustom Fields<ekey>

Goal Plan States Configuration

Goal Plan State Permissions are used to automatically change the goal plan state when an action is triggered in the performance form.

Watch this video to learn how to configure the Goal Plan States Permissions in Manage Templates. 

Goal plan states are configured in the goal plan and wrap up all action and field permissions in the start and end tags of the plan states.

  • If configured, there should be at least two Goal Plan states: one to lock the plan and restrict permissions, and one to unlock the plan typically with full edit (write) permissions.

  • If a goal plan with plan states has been configured for the form, the routing of the performance form can trigger one of these states.

  • Use case scenario: Trigger the plan to lock after the modify stage of the route map. Goals could have been added/edited/removed during the steps in the modify stage, but when the signature route stage is reached, the plan is locked down from any additional edits.

Moving the Goal Plan State Configuration

The following results can occur when moving a form:

  • You can move a form to the following:

    • To a route step: Select one route step that will lock/unlock the goal plan when moving to that step.

    • On form complete: When form is complete, goal plan state will lock/unlock.

    • On deleting a form: When form is deleted, goal plan state will lock/unlock.

  • Update Goal State to the following:

    • Locked

    • Unlocked

The Configuration of Goal Plan State screen area in which options for the field When Form moves to are displayed.

Note

In order for this permission type to display, you must have a goal plan attached to the form with Goal Plan States configured.

Goal Plan State configuration is not supported on form creation, meaning a change of state cannot be triggered as a result of this action. If you configure a goal plan state configuration change when forms moves to the first step of the route map, it will trigger when form is already in progress and it is moved back to this step.

Example of Goal Plan States Permission Configuration in XML.

Goal Plan States Permissions in XML code format along with descriptions of relevant terms is displayed.

Required Field Permissions

Required field permissions require any existing field to be completed prior to sending the form to the next route step or signing the form.

Watch this video to learn how to configure the Required Field Permissions.

Note the following regarding Required Field Permissions:

  • It is common to require the employee’s manager to complete the manual-rating field in the summary section before sending the form to the next step, because this field overrides the calculated rating as the form rating of record.

  • Required fields display a red asterisk (*) next to the field that must be completed and populate the Incomplete Items pod along the top of the form that counts how many fields must be completed before sending the form to the next step.

  • Comment fields that are required will not show a counter that counts down the remaining characters an end-user has left when completing the field.

  • Required field minimum and maximum character count fields for custom elements in all sections can be configured from Manage Template.

The Section Comments area is displayed.
3 Incomplete Items are highlighted in the 2023 - Performance Evaluation for Edward Employee section.

Required Field Permissions Send Action, Roles, and Route Steps

There are different types of send actions, roles, and route steps including the following:

  • Send Action

    • Next Step: Field is required before sending to the next route step.

    • Sign: Field is required before the signature route stage or step.

  • Roles

    Any role may be selected

  • Route Steps

    • Route steps populate from the route map that is associated to the form template in General Settings.

    • Any route step may be selected.

In the Required Field Permissions, Send Action, Roles and Route Step fields are displayed.

Example of Required Field Configuration in XML:

Required Field Configuration in XML code format and relevant terms are displayed.

Configure Permissions

Business Example

Your client asks you to create permissions and assign them to the roles and various steps of the route map.

For the following scenarios, assume this is the route map:

The Route Map section is displayed in which the first stage, Employee Self Evaluation, is highlighted.

In this exercise, you will create button, ratings from others, section, action, field, and required field permissions that satisfy the following conditions. You can apply these permissions, wherever applicable, from Manage Templates or XML.

Note

Solutions for each scenario are created as stand-alone permissions. For example, there will be several duplicate Remove Permission chunks of code because if you only encountered that one scenario and none of the others in this document, that would be the solution. You only need to remove permission for all roles once, then can build read-only and edit permission on top of that permission. The exception is required field permissions, which do not need to be removed first.

Caution

Be careful if using the asterisk (*) to remove permission for all route steps, otherwise fields and sections where permission has been removed may not be visible in the Completed route step.

Example of when it’s okay to use the asterisk to remove permission for all route steps: Summary section is hidden from the subject of the form (E) at all route steps, including completed. However, the manager should be able to see the summary section when the form is completed, so the EM should not be included in this permission that removed section visibility at all route steps.

Hint

The route map step IDs in this document are specific to writer of this document’s route map. You will need to swap in your own route map IDs, or change the IDs in your route map (Manage Route Maps, and then select route map and select each step and expand Show advanced options) to match the IDs in this document. But be aware, changing the step IDs should never be done in a real scenario, as existing form permissions would be broken.

Solution code must occasionally be broken into small sections to include the entire section. Copy and paste each section in order in your XML data model for the section to function correctly.

Task 1: Configure Button Permissions

Learn how to set up permissions for the different buttons and pods in the performance form template.

ExerciseStart Exercise

Steps

  1. Create a permission that satisfies the following condition: The subject of the form should have the ability to get feedback (comments only) during the Employee Self-Evaluation step.

    1. Remove all button permissions, like this example:

      In the screenshot, all buttons in all roles and all route steps are selected for removal.
      Code Snippet
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      <button-permission type="none">
      <role-name>*</role-name>
      <button refid="reject"/>
      <button refid="send"/>
      <button refid="sign"/>
      <button refid="overall-score-pod"/>
      <button refid="gap-analysis-pod"/>
      <button refid="incomplete-items-pod"/>
      <button refid="team-rank-pod"/>
      <button refid="supporting-information-pod"/>
      <button refid="send-back"/>
      <button refid="delete"/>
      <button refid="get-comments"/>
      <button refid="get-edits"/>
      <route-step stepid="*"/>
    </button-permission>

    2. Grant button permission to the employee.

      In the screenshot, the Get Comments buttons are enabled for the Employee Roles and Employee Self Evaluation Route Steps.
      Code Snippet
      12345
      <button-permission type="enabled">
      <role-name>E</role-name>
      <button refid="get-comments"/>
      <route-step stepid="M1"/>
    </button-permission>

  2. Create a permission that satisfies the following condition: The employee and manager should be able to send the form to the next step during the Modify stage of the route map.

    1. Grant button permission to both roles for all steps in the Modify stage.

      In the screenshot, the Finalize Form buttons are enabled for the selected Roles and Route Steps.
      Code Snippet
      12345678
      <button-permission type="enabled">
      <role-name>E</role-name>
      <role-name>EM</role-name>
      <button refid="send"/>
      <route-step stepid="M1"/>
      <route-step stepid="M2"/>
      <route-step stepid="1to1meeting"/>
    </button-permission>

  3. Create a permission that satisfies the following condition: The employee and manager should be able to sign the form during the signature stage.

    In the screenshot, the Sign buttons are enabled for the selected Roles and Route Steps.
    Code Snippet
    12345678
    <button-permission type="enabled">
      <role-name>E</role-name>
      <role-name>EM</role-name>
      <button refid="sign"/>
      <route-step stepid="S1"/>
      <route-step stepid="S2"/>
    </button-permission>

  4. Create a permission that satisfies the following condition: The subject of the form should be able to see the supporting information and incomplete item pods in all steps.

    In the screenshot, 2 Buttons Selected are enabled for the Employee Roles and for all Route Steps.
    Code Snippet
    123456
    <button-permission type="enabled">
      <role-name>E</role-name>
      <button refid="incomplete-items-pod"/>
      <button refid="supporting-information-pod"/>
      <route-step stepid="*"/>
    </button-permission>

  5. Create a permission that satisfies the following condition: The manager should be able to see all pods that are available on the form in all steps.

    1. Grant button permission to the manager.

      In the screenshot, the 5 Buttons Selected are enabled for the Role of a Manager and for all Route Steps.
      Code Snippet
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      <button-permission type="enabled">
      <role-name>EM</role-name>
      <button refid="overall-score-pod"/>
      <button refid="gap-analysis-pod"/>
      <button refid="incomplete-items-pod"/>
      <button refid="team-rank-pod"/>
      <button refid="supporting-information-pod"/>
      <route-step stepid="*"/>
    </button-permission>

    2. Select Done.

    3. Select Save to save all the changes in the template.

Task 2: Configure Other Ratings tab Permissions

Learn how to set up permissions for the Other Ratings tab in the performance form template.

ExerciseStart Exercise

Steps

  1. Create a permission that satisfies the following condition: The ratings from others tab should not be visible to the subject of the form when completing the Employee Self-Evaluation step.

    1. In General Settings, select Show advanced options….

    2. Select Other’s Rating Tab Permission(s) defined. Click to modify.

      In this Other's Rating Tab Permissions screenshot, none of the buttons are selected for Employee Roles and Employee Self Evaluation Route Steps.
      Code Snippet
      1234
      <others-ratingtab-permission type="none">
      <role-name>E</role-name>
      <route-step stepid="M1"/>
    </others-ratingtab-permission>

  2. Create a permission that satisfies the following condition: The manager will be able to see other's ratings in all route steps. (OPTIONAL, it is implied)

    1. Grant permission to the manager for all steps.

      The Manager Roles are granted for All the Route Steps in the screenshot.
      Code Snippet
      1234
      <others-ratingtab-permission type="enabled">
      <role-name>EM</role-name>
      <route-step stepid="*"/>
    </others-ratingtab-permission>

    2. Select Done.

    3. Select Save to save all the changes in the template.

Task 3: Configure Action Permissions in Goal and Competency Sections

Learn how to set up action permissions for the Goal and Competency sections in the performance form template.

ExerciseStart Exercise

Steps

  1. Create a permission that satisfies the following condition: Employees should be able to add goals only during the Employee Self-Evaluation step.

    1. Select to expand Edit Fields and Sections.

    2. Select the Goals section

    3. Select Show advanced options….

    4. Select on Action Permission(s) defined . Click to modify.

    5. Before granting specific permission to the Employee in the next step, remove permission for all actions/roles/steps as example below:

      All actions are selected for removal from all roles and steps.
      Code Snippet
      123456
      <action-permission type="none">
        <role-name>*</role-name>
        <action refid="add-item"/>
        <action refid="remove-item"/>
        <route-step stepid="*"/>
      </action-permission

    6. Grant permission to the employee to add goals only during the mentioned step.

      In the screenshot, Add Item is selected for the Employee role and Employee Self Evacuation route step.

  2. Create a permission that satisfies the following condition: Managers should be able to add and remove goals during the Manager Evaluation and 1:1 Meeting steps.

    1. Grant permission to the manager for the mentioned steps.

      In the screenshot, the Manager is enabled for the selected route step.
      Code Snippet
      1234567
      <action-permission type="enabled">
        <role-name>EM</role-name>
        <action refid="add-item"/>
        <action refid="remove-item"/>
        <route-step stepid="M2"/>
        <route-step stepid="1to1meeting"/>
      </action-permission>

    2. Select Done

    3. Select Save to save all the changes in the template

  3. Create a permission that satisfies the following condition: No one should be able to add or remove competencies, except the manager, who should be able to add and remove competencies to the job specific competencies section during the 1:1 meeting step.

    1. Ensure the Allow users to add competencies is enabled in job specific competencies section. configurable="true"

    2. Select Action Permission(s) defined. Click to modify.

    3. Remove permission for all actions/roles/steps.

      Code Snippet
      123456
      <action-permission type="none">
        <role-name>*</role-name>
        <action refid="add-item"/>
        <action refid="remove-item"/>
        <route-step stepid="*"/>
      </action-permission>

    4. Grant permission to manager as requested.

      In the screenshot, the manager is selected for 1:1 Meeting route step.
      Code Snippet
      123456
      <action-permission type="enabled">
        <role-name>EM</role-name>
        <action refid="add-item"/>
        <action refid="remove-item"/>
        <route-step stepid="1to1meeting"/>
      </action-permission>

    5. Select Done.

    6. Select Save to save all the changes in the template.

Task 4: Configure Other Permissions

Learn how to set up other permission types in the performance form template.

ExerciseStart Exercise

Steps

  1. Create a permission that satisfies the following condition: The summary section should be disabled to the subject of the form at any route step.

    1. Expand Edit Fields and Sections.

    2. In the summary section, select Section Permission(s) defined. Click to modify.

    3. Define Disabled in section permission for employee in all steps, including Complete step (select All radio button)

      Code Snippet
      1234
      <section-permission type="disabled">
          <role-name>E</role-name>
          <route-step stepid="*"/>
        </section-permission>

  2. Create a permission that satisfies the following condition: The Manual Overall Rating in the summary section should be a required field for the manager before moving to the next step in Manager Evaluation and 1:1 Meeting steps.

    1. In summary section, select Required Field Permission(s) defined. Click to modify.

    2. Define Required Field Permission for the manager, to provide Manual Overall Rating in the Manager Evaluation and 1:1 Meeting steps.

      The Manager is selected for the chosen route steps in the screenshot.
      Code Snippet
      1234567
      <required-fields>
          <role-name>EM</role-name>
          <field refid="manual-overall-rating" min-value="-1.0" max-value="-1.0"/>
          <route-step stepid="M2"/>
          <route-step stepid="1to1meeting"/>
          <send-action sendid="next_step"/>
        </required-fields>

    3. Select Done.

    4. Select Save to save all the changes in the template.

  3. Create a permission that satisfies the following condition: The custom section should be hidden to the employee.

    1. Select to expand Edit Fields and Sections.

    2. In the Evaluation of Potential section, select Section Permission(s) defined. Click to modify.

    3. Remove section permission to the Employee.

      Employee for all roles are selected for all route steps in the screenshot.
      Code Snippet
      1234
      <section-permission type="hidden">
          <role-name>E</role-name>
          <route-step stepid="*"/>
        </section-permission>

  4. Create a permission that satisfies the following condition: The Signature section should only be visible at the Signature stage.

    1. Expand Edit Fields and Sections.

    2. Select Signatures section.

    3. Select Show advanced options….

    4. Select Section Permission(s) defined. Click to modify.

    5. Define Hidden permission for all roles in all steps, except the Signature steps.

      Code Snippet
      123456
      <section-permission type="hidden">
          <role-name>*</role-name>
          <route-step stepid="M1"/>
          <route-step stepid="M2"/>
          <route-step stepid="1to1meeting"/>
  </section-permission>

    6. Select Done.

    7. Select Save to save all the changes in the template.

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