It is possible to set-up hierarchies between different attributes to help the system understand the hierarchy of your organisation.
An advantage of setting up hierarchical relationships between attributes is that you are able to add a manager to any parent attribute segments and they will automatically also gain access to any child attributes.
This is also useful when viewing the heat map, as it makes analysing survey results by hierarchy more streamlined, since an increased level of granularity can be achieved by simply clicking on the segment to reveal the related segments.
This article will contain:
For configuration of attribute hierarchies, see Configuring attribute hierarchies.
How it works
Hierarchies are made of child and parent attributes, in order to help the system understand the hierarchical order.
This is the lower attribute. For example, when connecting Region and Country, Country would be the child attribute.
A child attribute can also be a parent attribute in another hierarchical relationship, ie. the Country attribute would be the parent attribute of the Department attribute.
This is the attribute above the child attribute. Using the Region <> Country example, Region is the parent attribute.
A parent attribute can also be a child attribute in another hierarchical relationship, for example Entity could be the parent attribute of Region.
Start by identifying which attributes should be included in a logical hierarchy that would give the correct access. Usually, it's the case that the attributes with the least amount of segments are at the top of the hierarchy gradually increasing in segment amounts the further you go down. For example:
Entity → Country → Business unit → Department → Team → Manager
It's not always necessary to link up all the attributes in the hierarchy, especially when it's only for access purposes.
For example, if you have an HR team who should see all the results except for their own department's results, you could consider mapping the manager attribute to the country attribute and then exclude all the HR managers in the relationship configuration.
Then adding HR managers/employees to the country segments will mean they'll see all the results for a country and the manager segments in each country bar their own department/team manager results.
Automatic versus manually updated hierarchies
As of 13th August 2020, it's possible for hierarchies to update automatically when employee changes take place. Instructions on how to move a manual hierarchy to automated mode can be found in Configuring attribute hierarchies.
- Automatically updating hierarchies: The hierarchy will automatically update and it is not possible to add to or edit the hierarchy manually.
- Manually updating hierarchies: The hierarchy will be outdated if segment relationships have changed after an employee update. The administrator will need to confirm directly on the hierarchy that it must be updated to reflect the latest data set. It is always possible to manually add segments or edit segments on manual hierarchies.
|Access to manage hierarchies||Account administrators and users with access to manage attributes.|
|Type of attributes which can be used in a hierarchy||Only option type attributes can be added to hierarchies. Each attribute can be added to multiple hierarchies.|
|Automatically suggested segments||
When suggesting relationships, Peakon will only suggest segments containing 2 or more employees.
In order for a segment to be automatically suggested in a hierarchical relationship, every single employee must follow the hierarchy.
It is possible to manually add segments to hierarchies, however it would be advisable to double check employee records first due to the above point.
|Deleting and re-adding hierarchies||When deleting and re-adding a hierarchy, no data is lost other than any manual edits. This is important when considering that it’s not possible to make edits to identified relationships when the Update hierarchies automatically is toggled on.|
|Restricted segments||A user who is assigned as the manager of a parent segment will be able to see all its associated child segments, even if they have been restricted. This is because restrictions exclude instances where a segment or a parent segment have been assigned for someone to manage.|
Viewing hierarchies in the dashboard
Child segments of a hierarchy will be visible in two ways:
- Through the context switcher if the user is set as a segment manager of the parent segment
- In the segment heat map, by expanding the parent segment
In the example below, I can have a quick overview of the 'North, Central and South America' region and identify any offices with lower engagement scores. Clicking on the drop-down arrow will reveal related segments and their scores directly on the heat map.
Who can access hierarchies
Managers will only be able to see segments that they have access to, either through being assigned to that segment or the segment being part of their downward hierarchy. Only segments that meet the Number of responses threshold will be displayed in the heat map and on dashboards.
Managers who are set as segment managers of the parent attribute
If a user is set as the manager of a specific Region segment, and that segment is the parent segment of multiple Country segments, the user will be able to not only view these countries in their segments page, but also switch their context to the full, standalone segments of these countries.
Furthermore, if the Country segments are parent segments of other segments, the user will be able to access those the same way.
Managers who do not manage a parent attribute
When viewing the heat map, there will be an option to allow all child segments to be added to the heat map, where applicable. Child segments will always be within the selected dashboard context and allow managers to easily add the segments beneath the current segment's context. Child segments will only be visible if they have met the visibility requirements, with regards to participation.
Here, it is also possible to export the data with the hierarchical set up visible in the export.
In the example below, a senior manager Carolyn is viewing her team dashboard. Three of Carolyn's direct reports have their own team's and therefore break out into manager segments. As these are child segments of the overall context she is using, she is able to quickly split her data down to these segments. One of her direct reports Jacob has a sub-team, so she is able to split down his team even further.