Assessment Access

Who can see my assessment in PERFORM?

There are 2 things that determine who can see and modify the parts of an assessment, and they can be changed on the "Info" page:

1. General Visibility (location)
2. User Assignment
3. Status

Location & General Visibility

By default, all users with access to a location will see the assessments created for that location. Users who don't have access to a location won't see them. But this can be modified per-assessment with a setting on the Assessment called "General Visibility".

• "Normal" means only users with access to the location of the Assessment will see it.
• "Global" allows all users in the organization to see it.
• "Hidden" means only the users assigned (see below) and the author can see it.

Admins can modify or assign user location access through the User Management (opens in a new tab) page.

Status

Assessments have a status to help control visibility to it's parts. It's visible from the Assessment list, and tells others where you're at in creating it. As it gets worked on, there are three statuses an Assessment goes through:

1. "Draft" is the default status. When someone is working on an assessment in draft, other users can see that the Assessment exists but won't see any of your work in the Scores or Highlights tabs. It's hidden, and displays this message: "You don't have access to [scores or highlights] while this report is in Draft."
2. "Review" allows you to show your work to a select set of users before it's finalized. Anyone set as a "Viewer" on the Assessment will see the details when it has Review status.
3. "Final" means an Assessment is complete, and all users with general access can see all the details (see above).

Data won't appear in any displays for Assessments unless they're set to "Final". So if you forget the step of changing the status, an Assessment's data will never be displayed.

The status can be changed at the top of any Assessment page. However, once an Assessment is set to "Final", this quick-access bar disappears. To change the status back to "Draft" or "Review", you'll need to go to the Info tab, hit Edit, change the Status field, and hit "Submit".

User Assignment

The person who creates an Assessment is considered the author, and they always have access to the Assessment as long as their profile doesn't change companies. This value can't be changed currently.

Assignees, Editors, and Viewers can be selected as users granted explicit access to the Assessment.

1. Assignee(s) are users assigned to the Assessment. The assignee is the user responsible for the results of the assessment.
   • The assignee will not be able to view the Assessment while it is "Draft" status.
   • When creating tasks from an Assessment, that Assessment's assignee will be auto-filled as the Tasks' assignee.
2. Editors are users given access to edit the Assessment.
3. Viewers are users assigned to the Assessment just to see it (they can't edit). This does three things:
   • If the General Visibility is set to "Hidden", this acts as an override to give specific access to these users despite the hidden status.
   • These users will see the content of the Assessmenet while it's in "Review" status. It effectively allows you to give these users access to review/preview the scores before everyone else (before it's Final).
   • These users will also see this assessment closer to the top of their Assessment list. It prioritizes it in the search since it's assigned to them.