View Permissions Settings Set by rules
1. Overview of View Permissions Settings
View Permissions Settings allow you to configure “who” can view the Engagement Survey results for “which departments/attribute items.”
Users who are granted view permissions will be able to perform the following actions:
View Results
Can access the “Results / Improvements” screen for departments/attribute items.
Register Improvement Items
Can register improvement items/action plans for departments/attribute items.
* Registration is not possible if no Action Plan Manager is assigned to the department/attribute item in the “Action Plan Manager Settings.”
There are two ways to configure view permissions. This article explains the steps for Rule Settings. For CSV file configuration, please refer to the operation manual: View Permissions Settings Set by CSV file.
Table ❘ View Permissions Setting Methods and Use Cases
| Setting Method | Use Cases | |
| Rule Settings (Recommended) | Specify conditions to grant view permissions in bulk to target users. | ・Grant view permissions to all Action Plan Managers. ・Grant view permissions to users with the “Manager” position. |
| CSV File | Import a CSV file to assign view permissions individually to target users. | ・Grant view permissions for past results of deleted departments. ・Grant view permissions for departments included in specific survey rounds only. |
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View permissions can only be granted to users who have the “Action Plan Manager” role. Before proceeding, change the role of users you wish to grant permissions to as “Action Plan Manager” in User Settings. Reference: What is the difference between "Action Plan Manager (Role 5)" and "Action Plan Manager Settings"? |
2. Overview of Rule Settings
2-1. What Are Rule Settings?
In View Permission Rule Settings, you define which organization/attributes an Action Plan Manager can view survey results for. By specifying conditions, you can assign view permissions to target users in bulk.
Image ❘ What You Can Do with Rule Settings
2-2. View Ranges Specifiable in Rule Settings
The ranges that can be specified in Rule Settings fall into four main categories: “Overall,” “Parent Organization,” “Subordinate Organization,” and “Sibling Unit.”
Example: Based on the organization chart below, if the "Administration Department" is used as the reference point for each rule, the viewable range will be as shown in the image.
Image ❘ Viewable Ranges Based on Rules
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If an Action Plan Manager is assigned to multiple departments, the same rule applied to their primary department can also be used to grant view permissions for the concurrent departments. |
2-3. Example Use Case
Example: You want all Action Plan Managers to see the results of their own departments and subordinate departments
Image ❘ Condition Settings
In this case, set the following conditions for "Target Users," "Organization/Attributes to View," and "Additional Viewable Range."
Table ❘ Specified Rule Conditions
| Item | Specified Rule |
| Target Users | All Action Plan Managers |
| Organizations/Attributes to View | User's primary department only |
| Additional Viewable Range | Subordinate departments All Check “Custom Tabulation Basic Items” *1 |
*1 Custom tabulation basic items are optional. If enabled, Action Plan Managers will be able to view the results for those items related to the department.
With the above settings, an Action Plan Manager assigned to the Administration Department will be able to view the results of that department and its subordinate departments.
Image ❘ Departments viewable by Action Plan Manager A
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Please refer to “View Permissions Settings Use Cases” for more specific examples and use cases. |
3. Before Creating a Rule
You need to complete certain settings before granting view permissions to users.
3-1. Change User Role (Required)
To grant view permissions, you must change the user’s role to “Action Plan Manager.”
Update the user’s role to “Action Plan Manager” in User Settings for users you want to grant permissions to.
Operation Manual: User Bulk Settings: registration, editing, and deletion
Reference: What is the difference between "Action Plan Manager (Role 5)" and "Action Plan Manager Settings"?
3-2. Register Concurrent Departments (Optional)
If you want a user to also view results of departments they are concurrently assigned to, register those departments in advance.
You can also specify roles for each concurrent department when granting permissions by role.
The required settings are as follows:
Set Position in Attribute Association Settings
This allows you to assign positions for concurrent departments. Required if you are setting rules by position.
Before registering concurrent departments in User Settings, first define “Position” in Attribute Settings.
Operation Manual: Set Attribute Association Settings
Set Concurrent Departments and Positions in User Settings
Register the concurrent departments in User Settings. If you’ve defined positions, assign them per department.
Operation Manual: User Bulk Settings: registration, editing, and deletion
4. Steps to Configure
In View Permission Rule Settings, there are two ways to specify target users and the organizations/attributes to grant permissions for.
4-1. Set Rules for All or Specific Action Plan Managers
Choose whether to apply rules to all Action Plan Managers or to specific individuals.
4-2. Set Rules in Bulk from Organizations/Attributes
Select specific organizations or attributes and apply rules to users belonging to them.
4-1. Set Rules for All or Specific Action Plan Managers
Create a Rule
① Click “Admin” ▶ “View Permissions Settings” ▶ “Create new rule”
②Enter the “Rule Name”
You can create up to 50 rules.
Duplicate rule names cannot be used.
③ Select the condition from “Select Target Users”
If selecting “All Action Plan Managers”:
No additional input is needed. All users with the role “Action Plan Manager” will be granted permissions.
If selecting “Specify Individual Users”:
Enter the user’s name or email address. Up to 200 users can be selected.
To add multiple users efficiently, copy and paste email addresses from the “User Settings” file or other sources.
④ Select the organization/attribute to grant view permissions
・Primary Department Only
Grants view permission to the user’s primary department registered in “User Settings.”
・Primary + Concurrent Departments
Grants view permission to both the primary and concurrent departments (concurrent departments must be pre-registered in “User Settings”).
・Any Organization/Attribute
Regardless of the user’s affiliation, grants view permission to the selected department/attribute item.
⑤ Select “Additional Scope of Viewing” (Optional)
Use this if you want users to also view higher or lower hierarchy levels based on the department selected in step ④.
Example: If you grant permission for “Head Office” and check “Overall” and “Subordinate Departments,”
then the user can view the entire organization and all departments under “Head Office.”
If you want users to also view results of Custom Tabulation Basic Items related to the department, check the “Custom Basic Tabulation” option.
⑥ Click “Check Contents” to preview which users and departments/attributes will be granted view permissions
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This may be due to incorrect “User Settings.” Please check the following points and update settings if needed:
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⑦ Click “Save” at the top right
You can download a CSV file from “List of rules after grant/update” to check which users have view permissions for which departments.
Grant View Permissions Using the Created Rule
⑧ Go to “Admin” ▶ “View Permission Settings” ▶ “Confirm Permissions Granted / Updated”
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After setting the rule, you must complete the “Grant/Update” action. Otherwise, users will not be able to view results. This step is required in the following cases as well:
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⑨ Click “Start”
You can download a CSV file of the granted/updated permissions based on the rule from the “Grant/Update List.”
If the status is “Granted” and the “Update Required” column shows “Up to Date,” the configuration is complete.
4-2. Set Rules in Bulk Using Organization/Attribute
Create a Rule
① Click “Admin” ▶ “View Permissions Settings” ▶ “Create New Rule”
②Enter the “Rule Name”
You can create up to 50 rules.
Duplicate rule names cannot be used.
③ Select “Target Users” ▶ “Select in Bulk from Organizations/Attributes”
④ Select “Organizational Hierarchy/Attribute” and “Department/Attribute Item”, then choose whether to include concurrent roles
If you select “Primary or Concurrent”, users who belong to the specified department as a concurrent role will also be able to view the results of that department. (Concurrent departments must be pre-registered in User Settings.)
⑤ Select the Organization/Attribute to Grant View Permissions
・Department of target user
The results of the departments or attribute items specified in Step ④ will be visible to users who belong there.
・Any Organization/Attribute
The results of the departments or attribute items selected here will be visible to users who belong to the departments specified in Step ④.
⑥ (Optional) Select the “Additional Scope of Viewing”
Set this if you want to allow viewing beyond the department selected in Step ⑤, including parent or child organizational levels.
Example: If view permissions are granted to “Corporate Management Division” and both “Overall” and “Subordinate Departments” are checked,
then users can view both the overall organization and all subordinate departments of the “Corporate Management Division”.
If you also want to allow viewing of the results of custom tabulation basic items for that department, check “Custom Basic Tabulation”.
⑥ Click “Check Contents” to confirm which users and departments/attribute items will receive view permissions with this rule
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It may be due to incorrect settings in “User Settings”. If any of the following applies, please check and correct the “User Settings”.
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⑥ Click “Save” in the top right of the screen
From the “List of rules after grant/update”, you can download a CSV file to check which users have view permissions for which departments.
Grant View Permissions Using the Created Rule
⑧ Click “Admin” ▶ “View Permissions Settings” ▶ “Confirm Permissions Granted / Updated” to grant the view permissions
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After setting the rule, be sure to grant or update view permissions. Until this action is completed, users will not be able to view the results. This action is also required in the following cases:
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⑨ Click “Start”
From the “List of Granted/Updated Permissions”, you can download a CSV file of the permissions granted or updated through the rule.
If the rule shows “Granted” as completed and “Update Needed” as “Up-to-date”, the setup is complete.
4-3. Modify a Registered Rule
You can edit, delete, or duplicate any rule you’ve created.
① Click the rule you want to modify
② Click “Edit,” “Delete,” or “Copy and Create New Rule” to proceed
③ Click “Confirm Permissions Granted / Updated”