Flow of Result Publication

After the engagement survey results are compiled, the results are shared with the department’s Action Plan Manager. This section explains the necessary configuration steps for sharing the results.

Required Settings by Objective

Multiple settings are required to specify which users can view the results and what scope of results they can access. The necessary settings differ depending on “who can see what.” For example, if you want “Person A to only view the results, and Person B to also be able to register improvement items,” the required settings will vary. Please refer to the table below.

Table ❘ Required Settings by Objective

Objective	Available Actions	Required Settings
		Attribute Settings	User Settings	Action Plan Manager Settings	View Permission Settings
Register one Action Plan Manager for a department	View department results Register improvement items		○	○
Register multiple Action Plan Managers for a department	View department results Register improvement items	○ *1	○	○	○
Share department results with someone	View department results	○ *1	○		○
Share results of all departments	View results of all departments		○		○

*1 This setting is required when a user belongs to multiple departments and needs to have different roles assigned for each department.

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Steps to Publish Results

Follow the steps below to publish survey results to users. Please refer to the section "Required Settings by Objective" above and configure the necessary items according to your purpose. (You may skip any steps that are not required.)

Step 1. Set up Position Attributes (Attribute Settings)

Setting up position attributes is optional. This is only required if you want users who belong to multiple departments to view the results for each department based on their assigned role.
Once this setting is configured, you can assign different positions for each concurrent department in Step 2 (User Settings).

Step 2. Configure User Roles and Department Assignments (User Settings)

2-1. Change the User’s Role to “Action Plan Manager”
Change the role of users who should view survey results to Role 5: “Action Plan Manager.”
Once the role is assigned, an Account Activation Email will be sent to the user, enabling them to log into Motivation Cloud Engagement.

Email Sent: Account Activation Email
The account activation email is sent only once to users newly assigned as Action Plan Managers.
Please send it in accordance with the timing of result publication.

Assigning the "Action Plan Manager" role alone does not grant access to view survey results.
To allow users to view survey results, you must also specify the departments they are allowed to access. Configure this using “Action Plan Manager Settings” (Step 3) or “View Permission Settings” (Step 4).
Reference: What is the difference between "Action Plan Manager (Role 5)" and "Action Plan Manager Settings"?

2-2. Confirm the User's Assigned Department

In the following steps, in order to grant viewing permissions to a user, their department assignment must be correctly registered in the User Settings. If a user belongs to multiple departments, be sure to register all relevant departments.

Operation Manual
User Bulk Settings: registration, editing, and deletion
* If user information is managed across services, please refer to the Common Management Help: Bulk User Settings - Register, Edit, or Delete page.

  Notes

The "Organizational Unit Name," "Department Name," "Attribute Name," and "Attribute Item Name" shown in the user settings file are not supported in English.
If "Position" is registered in Japanese under "Attribute Item Name (Japanese)" in the bulk attribute settings file, it will also appear in Japanese in the bulk user settings file.

Step 3. Assign Department Action Plan Managers (Action Plan Manager Settings)

Use the “Action Plan Manager Settings” to assign a department to the Action Plan Manager who will lead improvement activities. Once linked, the Action Plan Manager will be able to view the department's results and register improvement items and action plans. Only one person can be assigned per department/attribute item.

Operation Manual: Action Plan Manager Settings: Bulk registration, editing, and deletion

Step 4. Grant Viewing Permissions to Action Plan Managers Other Than the Main One (View Permission Settings)

Grant viewing permissions to other Action Plan Managers (not assigned as the main one) for specified departments. Once granted, they will be able to access the “Results Screen” and “Improvements Screen.”

Additionally, if an Action Plan Manager is assigned to an attribute item or department via “Action Plan Manager Settings,” they will also be able to register improvement items and action plans, in addition to viewing results.

There are two methods for setting viewing permissions.

4-1. Rule Settings (Recommended)
Rule Settings allow you to create a group and assign view permissions to all members of the group at once.

Operation Manual: View Permissions Settings Set by rules
If you're unsure how to configure the rules, see View Permissions Settings Use Cases.

 
 4-2. Configure with a CSV File

Upload a CSV file to assign view permissions individually. Use this method in cases where Rule Settings cannot be used.

・To grant permissions for previously deleted departments or attribute items
・To grant permissions for departments or attribute items specific to a certain survey round only

Operation Manual: View Permissions Settings Set by CSV file

Step 5. Publish the Results

Once the results are published, the Action Plan Managers configured in Steps 1 through 4 will be able to view the survey results within Motivation Cloud Engagement.

Before Publishing Results

Once results are published, they cannot be reverted to the “Unpublished” state. Be sure to review the precautions listed in the operation manual before publishing.
Operation Manual: Reflect the results

After publishing, a notification email will be sent to the Action Plan Managers linked to departments or attribute items in Step 2. It will not be sent to Action Plan Managers who were only granted view permissions.
Email Sent: Survey Results Announcement Email

  Note

View Permission Settings and Action Plan Manager Settings can still be modified after results are published.

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How to Change Settings from the Second Survey Onwards

If you need to make changes due to organizational restructuring or want to update Action Plan Managers, please follow the steps described in "Steps to Publish Results".
However, if you need to change the “Rule Settings” in View Permissions, the approach will vary depending on the content and applicable users. Please refer to the table below.

Table ❘ Required Settings Based on Rule Registration Status

What You Want to Do	User Setting Status	Change User Settings (Step 2)	Change View Permission Rule (Step 4)
Add Users Who Can View Results	Select All Action Plan Managers	○	✕
	Select Individual Users	○	✕
	Select in Bulk by Organization/Attribute	○	○
Allow Action Plan Managers to View Results of New Department After Transfer	Select All Action Plan Managers	○	○
	Select in Bulk by Organization/Attribute	○	○
	Select Individual Users	○	○
Change the Scope of Access (Modify an Existing Rule)	—	✕	○

Be Sure to Update View Permissions After Making Changes

After modifying rules or user department assignments, go to “View Permission Settings” > “Grant or Update Permissions” to apply the changes. Changes made in the rules or “User Settings” are not automatically reflected.
Operation Manual: Set View Permissions Using Rules