Along with the introduction of Eploy’s metrics, targets and dashboards, comes a host of new permissions and user configurations that need to be set up to get the most out of all the new features. This guide will go through how to ensure your Reporting Admin profiles are set up correctly and efficiently: allowing them to perform the tasks they need and meet all of their reporting requirements.
Permissions are assigned to User records, to restrict & allow each individual user to complete actions, update activity & edit certain records. The permissions can be found within the User Record, accessed through the User Global list. This section of Eploy is only available to Users with Administration rights – which itself is determined by the permissions assigned.
As long as the user has admin permissions, they can access the user records by selecting Admin – Users from the Eploymenu, before clicking into the specific user record. Once within the record, switching to the General Permissions tab will display all permissions currently assigned to that user.
On this page, each tick box represents the ability to view, edit, delete or merge certain records and access certain areas of the system. The new permissions, the ones which allow the user to use metrics, widgets and our new reporting admin suite, have been added to this list. As default, all users will not have these permissions ticked; meaning that an admin user will have to grant these permissions to the user record, depending on their requirements and their role.
- Reporting Admin – This permission will allow the user to access the Users section of the reporting suite. This means that they will be able to adjust the reporting settings of each user and assign targets to them. They will not be able to create target templates or what metrics are available.
- Metrics – This permission will allow the user to access the Metrics section of the reporting suite. If they are only able to view, they will be able to see the full list of metrics and click into each record to see the full configuration. They will not be able to make any amendments, unless they have the Edit permission.
- Targets – This permission will allow the user to access the target templates section of the reporting suite. If they are only able to view, they will be able to see the list of target groups that currently exist, as well as seeing the targets that have been set up within the group. They will not be able create new groups or add targets to existing groups, unless they have the Edit permission.
Note: We would recommend having the delete permissions, like in the rest of the Eploy system, deactivated until they are required. Recovery of accidentally deleted records, such as target groups or metrics, is possible with the help of our development team but there would be a charge associated. Metrics should be edited into different measurements if not required; target groups can be archived; user settings can be updated and amended.
Using different combinations of these permissions will allow you to restrict the access of certain users, whilst allow additional rights to others, depending on their role. The permissions can be amended at any time by an admin user, but the user will have to log out of the system for the changes to take effect.
Once the permissions have been granted to each reporting admin profile, the next part of the configuration is to determine which users can report on the rest of the team and which users will only be able to monitor their activity; managers and team leaders will need to report on everyone in their team, Senior management will need to report on most, if not all user activity whilst consultants will only need to view their own activity.
The ability to report on additional users is set within Reports – Report Settings – Users, from the Eploymenu. The Users module will list all users, including client and vendor users. Click into the User display name or the User ID to begin editing the setting of that user.
The first section will then allow you to determine who this user can report on; whose activity they can monitor and whose data can be included in their widgets and dashboards.
- Option 1 – This user can only see their own activity – This is designed for individual consultants and will allow them to create widgets and dashboards around their own targets, their own to do lists and their own activity. This setting will automatically filter for all records that the user is associated with; meaning that regardless of the filter applied in the metric or widget, the user will only be able to isolate their own records. This means that whilst they will be able to count the number of records within the system (I.E All candidates created), they would not be able to isolate those records that have been assigned to other users. With this setting, I can report on either All Records or My Records.
- Option 2 – This user can see activity for all and each individual user – This is designed for management and HR type users; people who need to build reports on the entire team, reflect on performance and analyse trends. The database will have no pre-restrictions based on the user, so this setting will allow the user to include all/any other user’s data on their dashboards. With this setting, I can report on all & any users, including any combination of users on the system.
- Option 3 – This user can see the activity for the users selected below – This option gives the most flexibility and should be the most commonly used. This will allow users to be picked as and when required. Midlevel management & team leaders will have their team selected, allowing them to report only on those that are required. With this setting, I have the option to report on my team, or any combination of users from within my team.
Note: If multiple users are selected (option 3), the user will have the ability to report on up to all those included. However, thanks to the filters within the metrics and the widgets, the list can be further defined on the dashboards. This allows for flexibility in reporting functionality; users selected within the Reporting Admin profile do not have to be selected within the widgets, but the option is available if required.
Depending on the size of your organisation and the number of users you have, this process may become quite complicated, especially if you are treating the data as confidential. Your company hierarchy may help to determine who should be reporting on whom and who needs access to what information.
Adding Targets & Assigning Templates
To begin assigning targets & templates, click Add Target Period to launch a pop up configuration wizard. This is where you configure the length of time that the targets will apply to this user;
- Copy from Template – Use this drop down list to load a previously created template. Loading a template will auto populate the fields Title and Description, whilst also displaying the targets assigned to the template.
- Title – This will be the name of the target period and will show within the User Record.
- Description – This allows you to provide further details about the reporting period, such as what it is measuring and why it has been applied for the set time period.
- Targets – This section only appears when loading a template, which has pre-assigned targets.
- Start Date – This is when the targets are applied from and can be back dated. Doing so will allow you to report on past performance against the target value set.
- End Date – This is not a mandatory field and can be left blank for an ongoing reporting period.
Note: Reporting Periods cannot overlap, so adding a new Reporting Period will auto populate the End Date of the previous period.
Once the reporting period has been configured, click Save to apply it to the User. From there, targets can be added to that period by selecting Add Target. If you have loaded a Target Template, the targets will also be displayed within the Target Period.
When Adding Targets, another configuration window will appear, prompting;
- Record Type – This will match the record type selected within the Metric, which the targets are based upon.
- Metric – Once the record type has been selected, the metrics relating to that type will be displayed. After selecting the required metric, the metric summary & description will be available below, to ensure that the correct metric has been selected.
- Target Value – This is the numeric measure of the target – how much the user will need to achieve.
- Target Interval – This is the date range involved in the target, determining the time scale which the target is based.
Click Save to then add this target to the User & the Target Period.
Note: If the target is duplicated (the same metric and target interval selected), then an error message will block the attempt to add the target.
Note: For a guide on creating your own Target Templates, click here.
Editing Targets & Target Periods
Once the target periods have been added and fully populated with targets, then you are ready to begin reporting and building target widgets into your dashboards. However, if the targets need to be edited or the periods adjusted, you can do so by clicking into the title of the period or the metric title – doing so will launch the same configuration wizard as on creation and allow you to edit all of the original fields.
Targets can be removed from the Target Period by using the X, whilst entire target periods can be deleted by clicking into the period and using the new delete option.
Note: If a target period or individual target is deleted, they cannot be recovered; they will need to be manually recreated.