Assessment Settings: Feedback Tab

The Feedback tab lists all feedback outputs available for your assessment. From here you manage Individual Reports, Cohort Reports, Results Dashboards, and the Outputs Panel.

A. Individual Reports

Selecting Add Individual Report or Edit displays a screen to enter the new individual report settings, or make edits to the settings of an existing individual report. The screens are the same.

Feedback report templates are uploaded using this function. Usually, a feedback report is generated (based on the template and the response) and available to the respondent on the screen and via email as soon as they complete a response. The system allows for unlimited report templates to be uploaded for a wide variety of scenarios, and these are managed through this form. This includes:

• Branded versions for different organizations
• Separate reports destined for different parties, for example, an assessor or a manager
• Versions for different iterations, showing previous results where they are available
• Additional Reports that allow for "pay for" reports that can be sold as an optional report
• Reports can be generated and downloaded and/or emailed automatically, or on an "as required" basis

1. Report Name. This is only used internally to the system.
2. Report Type. There are three Report Types:
   • Completion - this report is produced when a response is completed. This occurs when the Finish button is clicked on the last page (section) of the questions in a response, unless the assessment is an "Open Assessment" (defined in conjunction with the Assessor functionality) in which case a separate "Complete" button is used.
   • Interim - this report is only produced when a response is for an "Open Assessment" (defined in conjunction with the Assessor functionality). This report is available when the respondent and/or assessor have finished the response, but the response is not marked as Completed.
   • Training Certificate - if the assessment is a certification and the certification is passed this record holds the template for the certificate that will be produced.
3. Organization. This field gives you the option to specify which organization (if any) the report is linked to, so that only respondents from the specified organization will receive the report. If the organization is specified in this field, and a respondent completes the assessment who isn't from this specified organization, they won't see their report on completion of the assessment, nor will they receive their completion email with the report attached. This function provides the option to create different templates for different organizations, but should always be left blank unless you have this requirement.
4. Customer Type. This field gives you the option to specify which customer type will receive this report. This allows you to set up different reports for different customer types if required.

The following field only appears if Enable Iterative Feedback is selected on the Cohort Settings tab of the Assessment Settings.

5. Iteration. It allows you to upload separate report templates for the iterations. Normally you would have a report template for the first iteration, and one for subsequent iterations. The latter would show all the detail of the first iteration report but combined with comparisons to the previous responses. A step-by-step setup guide for using iterations in Individual Feedback reports is available here.
6. Report Template. Use this field to upload the Word Report Template for this assessment, used for the creation of the Feedback Report.
7. Existing Individual Report Template. Once a report template is uploaded there is also a link to download the latest version from the system. (Read more on Feedback Reports)
8. Report Template Library. View a number of different report templates.
9. Show Report on Completion. This checkbox indicates whether this report should be available to the respondent once the response is completed or finished. In this case, the system will display a screen at the end with a button to view the PDF Report. Explanatory text for this screen can be added to the Site Text table.
10. Output Format. This field allows you to choose if you would like the output format to be PDF or a Word document.
11. Button Label. This field only appears if you select the Show Report on Completion checkbox. It defaults to "view your report" but gives you the option to modify that text.
12. Email Report to Respondent. This checkbox indicates whether this report should be emailed to the respondent once the response is completed or finished. The system will use an email template with the Email Type of "Completion" if the Report Type is "Completion" or an email template with the Email Type of "Interim Report" if the Report Type is "Interim" and attach the report.
13. Email Report to Assessor. This checkbox indicates whether this report should be emailed to the assessor specified on the response once the response is completed or finished. The system will use an email template as described for the respondent. This is only applicable for assessments that are marked as 'Open Response'.
14. Email Report to BCC. This checkbox indicates whether this report should be emailed to anyone specified as the BCC recipient on the response once the response is completed or finished. This will often be someone administering the system. The system will use an email template as described for the respondent.
15. BCC Email. This field is used to specify the default recipient of the BCC email if one is to be sent. This may be overridden by a BCC on the Organization, or by entering a BCC on an individual response.
16. Additional Report. Selecting this checkbox indicates that this report is available on the Additional Reports screen. Typically this will be for a detailed report(s) that is sold separately giving more detail than the initial report. The Additional Reports screen can be accessed from an email link (available on the Completion Email and the Response Follow-up Email) or from a link in the Report (generated using the Response Additional Reports merge string - you can find out more here). Reports in the Additional Reports will normally also be accessible from the Completion Screen.
17. File Name. You can set the output file name, including parameters like the respondent name and the date. The merge strings available are listed in the dropdown. Do not use the following characters that are invalid for Windows file names:
    • < (less than)
    • > (greater than)
    • : (colon)
    • " (double quote)
    • / (forward slash)
    • \ (backslash)
    • | (vertical bar or pipe)
    • ? (question mark)
    • * (asterisk)
    • & (and)
18. Save / Delete / Cancel. You can save your report settings or delete your current individual report here.

B. Cohort Reports

The Cohort Report Manager allows Administrators and Assessment Managers to define reports that include multiple responses, selected based on a flexible range of criteria. The output report uses the same word merge technology as the Feedback Report, allowing you to produce a professional report ready to be presented to your audience.

The Cohort Report Manager is accessed from the Report Manager accessed from the Reports menu item. Administrators and Assessment Managers can access existing cohort reports or create a new one.

There are two functions available for Cohort Reports:

• Settings: where you upload the report template and set the name, description, output file name, and standard filters (often none) for the report.
• Run OnDemand: where you request a run of the report. The filters and file name will default to the values on the settings but can be overwritten.

Cohort Reports created here are also used by the system for Cohort Initiations. If this Report record is used by the Cohort Initiation process it will replace the Subject field (below). Other filters should usually be left blank.

Selecting Add Cohort Report, Settings or Run OnDemand displays a screen with two tabs to capture all the available settings. You can add a report to enter the new cohort report settings, make edits to the settings of an existing cohort report, or run a report to have it emailed to you. The screens are mostly the same.

Cohort Report Settings - General Tab

1. Report Name. This is an internal name and free format. You may have a set of standard cohort reports that you reuse (perhaps with different selections) or you can create a separate report of each selection you make. The advantage of the former approach is that it is often much more manageable.
2. Report Description. This is internal and free format and gives the ability to document the purpose of this report.
3. Report Template. Here you can upload or download the existing report template. (Read about Cohort Reports Building)
4. Existing Report Template. When you are in the settings screen for a Cohort Report that already has a report template uploaded, you will see this field to be able to download the template.
5. Report Template Library. View a number of different report templates.
6. File Name. This is used to name the PDF. The name will have the file extension (.pdf) added automatically and shouldn't be included. The Report Title and Filename can include merge parameters that will be resolved by the system. It is the responsibility of the user to make sensible selections for the Cohort. For example, if there are multiple respondents, the FirstName merge string would use the First name from the first response found. They will normally reflect the filters specified. The available options are:
   • FirstName
   • LastName
   • ContactFirstName
   • ContactLastName
   • BusinessName
   • Subject
   • CompletionDate
   • SubjectFirstName
   • SubjectLastName
   • TenantName
   • CohortOrg1 - CohortOrg5
   • Date(yyyyMMdd), Date(MM), Date(MMM), Date(MMMM), Date(yy), Date(yyyy)
7. Save / Delete / Cancel.

Cohort Report Settings - Options Tab

1. Customer Types. This field gives you the option to specify which customer type will receive this report. More than one can be selected. This allows you to set up different reports for different customer types if required. You can read more on Customer Types here. Usually this field is left blank in the settings and selected for an OnDemand report if required.
2. Organizations. This field gives you the option to specify which organization (if any) the report is linked to, to ensure only respondents from the specified organization will receive the report. If the organization is specified in this field, and the respondent completes the assessment who isn't from this specified organization, they won't see their report on completion of the assessment, nor will they receive their completion email with the report attached. This function provides the option to create different templates for different organizations, but should always be left blank unless you have this requirement. Usually this field is left blank in the settings and selected for an OnDemand report if required.
3. Group Names. All responses for those groups will be included. Usually this filter would be left blank and selected for an On-Demand report if required.
4. Businesses. All responses for those businesses will be included. Normally this filter would be left blank and selected for an On-Demand report if required.
5. Response Names. All responses for those response names will be included. Normally this filter would be left blank and selected for an On-Demand report if required.
6. Role in Organization. All responses for those roles will be included. Usually this filter would be left blank and selected for an On-Demand report if required.
7. Rater Type. All responses for those rater types will be included. Usually this filter would be left blank and selected for an On-Demand report if required.
8. Cohort Subject. This is the subject of a Cohort Initiation - only available if this option has been activated in the Settings screen.
9. Alternate Report Template. Here you can select an alternate report template to upload (only used when reports are being sent to the respondents and two versions are sent, defined by role) or download the existing one.
10. Minimum Criteria Must be Passed. If this is checked, a manager can't run the on-demand cohort report until the minimum criteria is met.
11. Report Title. If used, the Report Title can be used to pass a Title into the Cohort Report. The {Title} merge type is used to access the title in the report.
12. Save / Delete / Cancel.

Cohort Reports Run OnDemand - General Tab

1. Report Name. This is set in the settings screen and not updatable here.
2. Report Description. This is set in the settings screen and not updatable here.
3. Assessments. Select one or more assessments that this report will access responses from. The assessment must be identical in structure. Caution should be used in using this feature as it is very resource-intensive. This field will default to the value of the settings screen (if any) and can be overridden for this report only.
4. Cohort Subject. This is the subject of a Cohort Initiation - only available if this option has been activated in the Settings screen. You can select the cohort you want to run the report for.

The following field only appears if a Cohort Subject is selected.

5. Cohort Iterations. Select the iteration (if any) you want to run the report for.
6. Email for Report. Specifies to which the report should be sent, it defaults to the current user. The Email Template Cohort Report On Demand will be used.
7. Get Word Report / Get PDF Report / Cancel. You can opt to email the report in Word or PDF format, or you can cancel to go back to the prior screen.

Cohort Reports Run OnDemand - Options Tab

1. Customer Types. Select one or more Customer Types. All responses for those customer types will be included. This filter will default to the value of the settings screen (if any) and can be overridden for this report only.
2. Organizations. Select one or more Organizational Levels. All responses for those organizational levels will be included. This filter will default to the value of the settings screen (if any) and can be overridden for this report only.
3. Group Names. Select one or more Groups. All responses for those groups will be included. This filter will default to the value of the settings screen (if any) and can be overridden for this report only.
4. Businesses. All responses for those businesses will be included. This filter will default to the value of the settings screen (if any) and can be overridden for this report only.
5. Response Names. All responses for those response Names will be included. This filter will default to the value of the settings screen (if any) and can be overridden for this report only.
6. Role in Organization.
7. Rater Type.
8. Report Title. This can be used to pass a Title into the Cohort Report. The {Title} merge type is used to access the title in the report. This field will default to the value of the settings screen (if any) and can be overridden for this report only.
9. File Name. The Filename is used to name the PDF. This field will default to the value of the settings screen (if any) and can be overridden for this report only. The name will have the file extension (.pdf) added automatically and shouldn't be included. The Report Title and Filename can include merge parameters that will be resolved by the system. It is the responsibility of the user to make sensible selections for the Cohort. For example, if there are multiple respondents, the FirstName merge string would use the First name from the first response found. They will normally reflect the filters specified. The available options are:
   • FirstName
   • LastName
   • ContactFirstName
   • ContactLastName
   • BusinessName
   • Subject
   • CompletionDate
   • SubjectFirstName
   • SubjectLastName
   • TenantName
   • CohortOrg1 - CohortOrg5
   • Date(yyyyMMdd), Date(MM), Date(MMM), Date(MMMM), Date(yy), Date(yyyy)
10. Get Word Report / Get PDF Report / Cancel. You can opt to email the report in Word or PDF format, or you can cancel to go back to the prior screen.

C. Results Dashboard

Results for this assessment can be maintained here or in the Results function.

D. Outputs Panel

1. Individual Email Results. For Individual Completion emails, if a Results merge string exists (to provide a link to a Results dashboard) the Results dashboard to be used is specified here. NOTE: This must be specified for the merge field to become available in the completion email template.

The following field only appears if the assessment is set up for Cohort Reporting with a Cohort Type of Group or 360.

2. Cohort Report Recipient. This field is only used when this assessment is used for Cohort Initiations, and relates to the automated production of the Cohort Report. The available values are:
   • Not Applicable - the report is sent to the Contact (for Groups) or Subject (for Single Respondents/360's)
   • Contact/Subject - the report is sent to the Contact (for Groups) or Subject (for Single Respondents/360's)
   • The BCC only, as a PDF - the report is sent to the BCC specified on the Initiation
   • The BCC only, as a Word doc - the report is sent to the BCC specified on the Initiation, as a Word document
   • As Specified for the Roles (see the Assessment Roles below) - the Assessment Roles specifies the report to be received by each rater. Potentially every respondent in the cohort can receive a copy of the report.
3. Cohort Email Report. You specify the Cohort Report that will be used for emailing in the Cohort Results email type. Only reports attached to this assessment can be selected.
4. Cohort Email Results. For Cohort Results emails, if a Results merge string exists (to provide a link to a Results dashboard) the Results dashboard to be used is specified here.
5. Cohort Progress Results. For Cohort Progress Reports emails, if a Results merge string exists (to provide a link to a Results dashboard) the Results dashboard to be used is specified here.
6. Cohort Home Results. If a Results Dashboard is specified here, a tab is added to the Cohort Details screen, displaying this dashboard.