Add & Manage Users

As the need arises, you can add new Creator or Reporting users to a survey, edit the information for existing users, and manage users (clone, delete, invite to the platform, etc.). 

This article walks through:

• Add/Edit Users
  • Add a Creator User
  • Add a Reporting User
  • Grant Reporting Access
  • Using Hierarchy View:
• Manage Users

Add/Edit Users

You can easily add users to specific surveys. Your own user type determines which kinds of users you can add:

• Admin: You can add Creator and Reporting users. 

• Creator: You can add Reporting users.

If your organization is on the Perceptyx People Insights Platform, you can use the Manager Hierarchy feature to add multiple reporting users simultaneously.

You can also edit settings for individual users.

Add a Creator User

Before you add a Creator user, confirm with your Admin that the user does not already exist in the platform. If the user is already in the platform, the Admin can edit their current record accordingly.

1. Navigate to the My Surveys page.
   From the Surveys page: 

   1. Click +Build New Survey.

   2. Click the Ask icon (left menu) and select My Surveys.

From the Program Builder:

1. Click the Ask icon (left menu) and select My Surveys.

2. Click the gear icon for the survey you want to add the user to, then select Add/Edit Users.

The User Management for (Survey Name) dialog box appears.

3. Click +Add New User (top left).

The Personal Data tab appears.

4. Enter the information for each required field (Username, First Name, Last Name, Email Address, and Employee ID).

5. Display the Role dropdown, then select Creator - survey creation only.

6. Display the Approval dropdown, then select None or Required.

7. Ensure the Enable Account checkbox is selected, then click Save.

The new user is added to the User Management for (Survey Name) dialog box.

8. Click Close.

Add a Reporting User

When you add a reporting user, in addition to specifying personal data and role, you can specify demographics the user can use to filter report data (based on demographic questions asked in the survey or demographic data included in your data file). You can add the user during the Build phase, but cannot specify the demographics the user will have access to until after the survey is live.

1. Navigate to the My Surveys page.
   From the Surveys page: 

   1. Click +Build New Survey.

   2. Click the Ask icon (left menu) and select My Surveys.

From the Program Builder:

1. Click the Ask icon (left menu) and select My Surveys.

2. Click the gear icon for the survey you want to add the user to, then select Add/Edit Users.

The User Management for (Survey Name) dialog box appears.

3. Click +Add New User (top left).

The Personal Data tab appears.

4. Enter the information for each required field (Username, First Name, Last Name, Email Address, and Employee ID).

5. Display the Role dropdown, then select Reporting - access to reporting only.

6. Ensure the Enable Account checkbox is selected, then click Save.

The new user is added to the User Management for (Survey Name) dialog box.

Note: The following steps for specifying demographic access are applicable only after the survey is live.

7. Click the gear icon for the user, then select Edit User.

8. Click the Demographic Access tab, then specify the necessary information:

   1. View Name (optional): Name the view.

   2. Choose a Demographic: Select any demographics available (this information will populate based on your data file or self-select demographic questions on your survey).

   3. Demographic Options: Select any available demographic options from the dropdown.

9. Click Save, then click Close.

Use Manager Hierarchy to Grant Reporting Access 

Manager Hierarchy is a feature that, among other things, enables Admin and Creator users to include the organizational hierarchy during the survey setup process and use it after the survey closes to give reporting access to individual users or to large segments of the hierarchy all at once.

Note: This option is only available to customers on the People Insights Platform, with an automated data file aligned to Perceptyx data specifications, and the feature is enabled.

You use the Snapshot screen to edit reporting access using Manager Hierarchy. The Snapshot screen has two views: List View and Hierarchy View. Both views provide access to the same information, just in different ways. You can toggle back and forth between the views and use whichever one you prefer.

Grant Reporting Access

Using List View:

1. Navigate to the My Surveys page.
   From the Surveys page: 

   1. Click +Build New Survey.

   2. Click the Ask icon (left menu) and select My Surveys.

From the Program Builder:

1. Click the Ask icon (left menu) and select My Surveys.

2. Click the gear icon for the survey you want to work with, then select Edit Reporting Access.

The Snapshot screen displays in List View.

3. Use the search or filtering options to display the employee(s) you want to work with:

   1. Search: 
      Type a name, email address, or employee ID in the Search box, then click Search.

   2. Select Threshold Met: 
      Click this option to display only the employees whose results meet the minimum threshold for number of responses.

   3. Select Managers: 
      Click this option to display only the employees who are managers.

4. Display the access options for the employee(s):

   1. For an individual employee: 
      Click Edit Access to the right of the employee’s information.

   2. For multiple employees: 
      Select the checkbox for each employee, then click Edit Access (top right).

   3. For all employees displayed on the screen: 
      Select the checkbox in the header row of the table. Note that if your employee list spans more than one screen, only the employees you see on the first screen are selected.

   4. For all employees in the list or filtered results: 
      Select the checkbox in the header row of the table, then click Select all xxxx employees for this table to select every employee in the list or, if applicable, your filtered results.

The access options display in the Edit Access for User dialog box.

5. Select the Enable access to the reporting site checkbox to enable reporting access.

6. Allow access to demographic data or comment reporting (or both) by selecting the corresponding checkbox(es).

7. Click Accept.

The Snapshot screen refreshes, and the record(s) for the selected employee(s) display an active (green) reporting status and active icons for the type(s) of access granted (demographic data and/or comment reporting).

Using Hierarchy View:

1. In the Snapshot screen, click Hierarchy View (top right).

The screen displays in Tree View.

2. Click through the hierarchy tree to display the employee(s) you want to work with:

   1. Click the CEO branch to start expanding the tree view.

   2. Click additional branches to navigate to the employee you want to work with.

3. Click Edit Access to the right of the employee’s information.

The access options display in the Edit Access for User dialog box.

4. Select the Enable access to the reporting site checkbox to enable reporting access.

5. Allow access to demographic data or comment reporting (or both) by selecting the corresponding checkbox(es).

6. Click Accept.

The Snapshot screen refreshes, and the information for the selected employee displays an active (green) reporting status and active icons for the type(s) of access granted (demographic data and/or comment reporting).

Manage Users

User management includes editing user details, cloning users, deleting users, and sending invites to individual users.

1. Navigate to the My Surveys page.
   From the Surveys page: 

   1. Click +Build New Survey.

   2. Click the Ask icon (left menu) and select My Surveys.

From the Program Builder:

1. Click the Ask icon (left menu) and select My Surveys.

2. Click the gear icon for the survey you want to work with, then select Add/Edit Users.

The User Management for (Survey Name) dialog box appears.

3. Click the gear icon next to the user you want to manage, then select an option:

   • Edit User - Edit their details 

   • Clone - Duplicate all details (ID, email, and username need to be unique)

   • Delete - Delete the user

   • Send Invite - Send a system generated email notification to invite the user to access the platform.

4. Follow the on screen prompts for the option you selected.

5. Click Close.