Managing an Active Cycle, Part 3 - Bulk Deliver + Closing out a Review Cycle + Exporting Reports

Now that you know how to manage and drive a review cycle towards completion, we'll now cover how to deliver completed reports to your employees, how to finalize and close our a review cycle, and how to export all that information into PDFs for record keeping.

While admins are able to release reports to employees on behalf of managers (one by one, accomplished by hovering over an employee and clicking the ... menu, and then clicking on View and Deliver), it can be a time-intensive and manual process, especially if different departments or teams have different deadlines. Admins can perform this action in bulk. There are two ways to solve for this - Bulk Deliver Reports for EVERYONE, and Bulk Deliver Reports with EXCLUSIONS. The below workflow goes over both scenarios:

Scenario A: Everyone gets their Report

1. Go to the Admin tab, then to Reviews, and then to the cycle you want to work with.
2. Next to Employee Progress, click on the Bulk Actions drop-down and select Deliver Reports. 
   
   
   
3. The Deliver Reports window pops up. You should see a full list of employees who are participating in this review.
   
4. Click on Deliver. A confirmation window pops up, and click that. You're done!

Scenario B: Some people will not get their Report (exclusions)

1. First send out a survey (eg: email or google form) to all managers asking them to send in list of employees who should NOT receive their report.
2. Combine all submitted users to be excluded into ONE list, in .csv format. Specifications are shown below.
3. Go to the Admin tab, then to Reviews, and then to the cycle you want to work with.
4. Next to Employee Progress, click on the Bulk Actions drop-down and select Deliver Reports. Remember, you can first filter by things like department to help narrow things down before working with the list you sourced.
5. The Deliver Reports window pops up. You'll see which employees you are including, which will depend if you filtered for anything yet. Click the Yes, exclude employees button if you want to leave specific employees, departments, and groups from getting their delivered report.
6. Upload the properly formatted exclusions .csv file.
7. Finish off by bulk releasing all other reports. In the example below, you can see that both a filter and an exclusion list was applied prior to bulk releasing.

File Specifications for .csv

• One column only
• UTF-8 encoded .csv file
• Column header: user_login
• Column content: user email (eg: jane@company.com)
• You can download a blank template here.
  

Potential Errors

If you incorrectly upload a file, the system will display an error

1. Wrong file format (eg: .xls, .xlxs, etc)
2. Column header does not match
3. Incorrect emails
4. More than one file is attempted to be uploaded
5. Has special/unreadable characters because it is not UTF-8 encoded

When your review cycle is coming to a close (whether you're near your end date/deadline, or you see that most of your employees have completed the review and have had their reports delivered), we recommend that you send out one last nudge to participants so that they know the cycle is about to wrap up. Let feedback providers know that once the cycle is closed:

• Their draft data will no longer be visible (very important to click on done!)
• They won't be able to make edits to written feedback
• Managers won't be able to share a feedback report with an employee

To Close the Cycle and Release Reports:

1. In Review Tracker, click Close Review
2. You'll see a pop-up that offers you to the chance to release all unreleased feedback to employees (Recommendation: check this box in case some managers did not release the review report)
3. Click Close Review
   1. Note: your Review Tracker screen will change and you will no longer be able to Send Kick-off Email, Edit Review, or Close Review
   2. The Status bar in the Employee Progress section will say Completed

Before you close a cycle, pull a "Review Completion Status" report to see what's incomplete.

IMPORTANT:

• After a cycle is closed, feedback providers will no longer be able to see their draft data and will also not be able to edit feedback
• Managers who did not share the final report with their employees will no longer be able to share the report electronically
• Once you close a cycle, you will not be able to open it again

After you close out your review, you'll be able to export all the review records in a PDF format. Each review report will begin with a cover sheet of the employee and their demographic data, followed by the review report itself. The steps for exporting are as follows:

1. In Review Tracker, click Export Results as PDFs
2. You'll see a pop-up that offers you to the chance to export the Employee View or export the Manager View
3. Click Confirm
   1. PDFs will be emailed to you
   2. Pending on how many participants are in the cycle, this email may take several minutes to get to you.

Can I Get a List of Employees That Have Not Completed a Step?

• Yes, you can do that by going to the Reports sub tab, and pulling an "Employee Review Progress by Step" report

Can I Get a List of Employees That Have Submitted Their Feedback About Someone?

• Yes, you can do that by going to the Reports sub tab, and pulling a "Review Completion Status" report

Can We Bypass Step 1 (Select Peers) in a 360 Review?

• No, participants in a 360 review need to first select their peer feedback providers before they can start writing any assessments. This is so that the peer feedback providers have enough time to write their own assessment and provide feedback for the employee.
• This helps speed up your review cycle and finish it on time.