Articles in this section

Linking Responses to an Organization

Avatar
Molly
Follow

How to enable Organizations, build an organization structure with Add Base Organization and Add Child, and link responses to an organization either individually or automatically.

Organizations let you group responses by client, partner, business unit, or department. Once a response is linked to an Organization, you can filter your Response List by that Organization, run cohort reports for it, and apply Organization-specific branding and text automatically.

This article covers the end-to-end process: enabling Organizations, creating them, and linking responses to them.

On this page

1. Enable Organizations

Organizations are off by default. To turn the feature on:

  1. Go to Site Settings > Features > General.
  2. Tick the Use Organization checkbox.
  3. Click Save.

An Organizations tab now appears under Features.

2. Create an Organization

  1. Click the Organizations tab.
  2. Click Add Base Organization, the button above the list.
  3. Enter the Name of the Organization, for example Acme Consulting Group.
  4. Configure any optional settings if required, for example BCC email address, branding overrides, or allotments. All of these can be left at their defaults to start.
  5. Click Save.

Add Base Organization creates a top-level organization, one with no parent. To create a level underneath an organization that already exists, use Add Child instead - see the next section.

3. Add a child organization

The Organization structure supports up to five hierarchical levels, so you can model parent companies with divisions or departments underneath. For each parent organization you can add up to four levels beneath it.

Each row in the Organization List has an Actions column containing Edit, Add Child, and Delete.

  1. Find the row of the organization that will be the parent.
  2. Click Add Child on that row.
  3. Enter the Name of the new organization level.
  4. Click Save.

Note. The parent is decided by the row whose Add Child link you use, not by a selection you make inside the dialog. The dialog is titled "Add Child to:" followed by the parent's name, and the Parent Organization field is already filled in with that organization. To place the level under a different parent, close the dialog and use Add Child on that organization's row instead.

In the Organization List, indentation in the Name column shows the level, and the Parent column names the organization each level sits beneath.

For a full description of every Organization field and tab, see Managing Organizations.

When you add a response, an Organization field is available for you to select the Organization the response belongs to. This field appears only once an Organization structure has been set up (steps 1 to 3 above).

  1. Go to Responses and click Add Response (or open an existing response and click View > Response Settings).
  2. On the General tab, open the Organization dropdown and select the Organization, for example Acme Consulting Group. If the Organization has child levels, you are prompted to select the level.
  3. Click Save.

The response is now linked to that Organization in its response record. If the Organization has branding or text overrides configured, the system applies them to this response automatically.

5. What you can do once a response is linked

  • Filter your Response List by Organization to view only the responses belonging to that Organization.
  • Run a cohort report for an Organization to aggregate that Organization's responses into a single report.
  • Restrict Assessment Manager access so a manager only sees responses linked to their Organization. See Setting Up Assessment Managers.
  • Apply Organization-specific branding and text (logos, colors, instruction text, and report text) without configuring each response individually.

6. Linking responses automatically

Selecting the Organization on each response works well for small numbers of responses. To link responses automatically at scale, use one of the following:

  • Respondent default. If a respondent belongs to an Organization level, any response created for that respondent defaults to that Organization.
  • External link with an Organization key. When you share your assessment through an external link, you can append the Organization's unique encrypted key to the URL so every response created through that link is tagged with the Organization automatically. The key is on the Organization's Settings tab, in the Organization encrypted key field. This is the recommended approach when you want a dedicated link per client or partner. See How do I link my external assessment URL to a specific organization?

Comments

0 comments

Please sign in to leave a comment.