PUBLIC

Document Version: 1H 2022 – 2022-09-15

Implementing and Managing Performance

Management
© 2022 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Overview of Performance Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

2 Enabling Performance Management in Provisioning. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

3 Role-Based Permissions for Performance Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

3.1 Restricting Access to Performance Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

4 Preparations for Configuring Form Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

4.1 Configuring Goal Plans. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4.2 Managing Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Managing Competencies in Job Description Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
4.3 Rating Scales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Creating a Rating Scale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
4.4 Route Maps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Creating a Route Map. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Step Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

5 Configuring Form Templates in Admin Center. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

5.1 Creating a Form Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
5.2 Configuring General Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Configuring Scale Adjusted Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Form Template Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.3 Configuring Form Sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Goal Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Competency Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Summary Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Goal Competency Summary Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Performance Potential Summary Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Customized Weighted Rating Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
5.4 Configuring Form Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Button Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Tab Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Section Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Action Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Field Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .76
5.5 Configuring Required Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80
5.6 Configuring Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

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5.7 Localizing Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Editing a Message Key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Managing Form Label Translations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

6 Configuring Form Templates Using XML. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

6.1 Uploading a Form Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
DTD for Form Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
XML Example: Form Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
6.2 Editing a Form Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
6.3 Meta Section (fm-meta). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Configuring Permissions for Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Configuring Permissions to Mass Route Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Configuring Character Limits for Text Area Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
6.4 Goal Section (obj-sect). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Including Goals from Goal Plan into Goal Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103
Setting Ceiling and Floor Weights. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .105
6.5 Competency Section (competency-sect). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Auto-Populated Competencies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Tips for Using Behaviors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
6.6 Summary Section (summary-sect). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120
Configuring Enforce Maximum Overall Score in XML Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
6.7 Goal Competency Summary Section (objcomp-summary-sect). . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
Configuring Matrix Lookup Table for OCOC Rating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128
6.8 Performance Potential Summary Section (perfpot-summary-sect). . . . . . . . . . . . . . . . . . . . . . . . . . . 132
6.9 Customized Weighted Rating Section (customized-weighted-rating-sect). . . . . . . . . . . . . . . . . . . . . . .134
XML Example: Customized Weighted Rating Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
6.10 Miscellaneous Sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Employee Information Section (userinfo-sect). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
6.11 Additional Form Section Configuration (fm-sect-config). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Configuring Required Fields in XML Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
XML Example: Customized Rating Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
XML Example: Customized Default Rating and Unrated Rating. . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
XML Example: Customized Comment Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
6.12 Rating Scales (fm-sect-scale). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Mapping Rating Scales to Sections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Reversing a Rating Scale. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Configuring Scale Adjusted Calculation in XML Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
6.13 Custom Fields (fm-element). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152
Configuring a Custom Dropdown List Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
XML Example: Custom Checkbox Field. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156
XML Example: Custom Field in a Goal Section. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
6.14 Form Permissions in XML Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

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 XML Example: Button Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
XML Example: Tab Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
XML Example: Section Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
XML Example: Action Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
XML Example: Field Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

7 Enabling Form Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

7.1 Add Modifier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Enabling Add Modifier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
7.2 Add Signer and Remove Signer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .166
Enabling Add Signer and Remove Signer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .167
7.3 Add to Outlook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Enabling Add to Outlook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
7.4 Ask for Feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .169
Configuring Ask for Feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171
Allowing Other Roles to View Feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
7.5 Available Pods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Overall Score Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Incomplete Items Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Team Ranker Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Supporting Information Pod. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Gap Analysis Pod . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
7.6 Change Engine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Configuring Change Engine Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177
Configuring Template-Level Rules for HR Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
7.7 Document Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Configuring Document Transfer in Form Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Triggering Document Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Document Transfer for Matrix Managers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Example: Transferring Inbox Forms When Manager Changed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
7.8 Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191
Customizing Email Notification Settings for Form Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
7.9 EZ Rater. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .199
Enabling EZ Rater. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
7.10 Form Autosave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
7.11 Form History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
7.12 Form Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Audit Trail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
7.13 Get Feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Enabling Get Feedback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206
7.14 Last Competency Rating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Selecting a Form Template for Last Competency Rating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

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 Selecting Rating Sources for Last Competency Rating. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
7.15 Legal Scan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Enabling Legal Scan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Maintaining Legal Scan Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
7.16 Out of Turn Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Document Transfer with Out of Turn Access. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Granting Out of Turn Access Permission. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
7.17 Spell Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Enabling Spell Check. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Maintaining Company Dictionary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
7.18 Stack Ranker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Using Stack Ranker: Recommendations and Limitations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Enabling Stack Ranker for Performance Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
Customizing Text for Stack Ranker. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .219
7.19 Step Exit Reminder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Enabling Step Exit Reminder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .220
7.20 Team Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
7.21 Writing Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Enabling Writing Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
7.22 Rating Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .225
Configuring Rating Scale for Rating Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Configuring Weights for Rating Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .226
Configuring Calculation Type for Rating Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Calculation Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Scenarios with Overall Customized Weighted Rating Calculation. . . . . . . . . . . . . . . . . . . . . . . . . . .231

8 Launching Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

8.1 Editing Custom Sections and Custom Fields When Launching Forms. . . . . . . . . . . . . . . . . . . . . . . . . .248
8.2 Monitoring the Form Launch Job. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249
8.3 Managing Scheduled Launches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

9 Managing Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

9.1 Changing Form Dates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
9.2 Routing an Individual Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
9.3 Routing Multiple Forms by Specifying the Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254
Form Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
9.4 Routing Multiple Forms by Uploading Form ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
9.5 Modifying Route Maps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .256
9.6 Mass Updating Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
9.7 Configuring Custom Print. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
9.8 Removing Form Visibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
9.9 Restoring Form Visibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260

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9.10 Deleting Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
9.11 Restoring Deleted Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
9.12 Importing Overall Scores. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
9.13 Known Behaviors When Using Google Chrome. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

10 Integrating with Other Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266

10.1 Performance Management Blocks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Source of Rating in Performance History Block. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Configuring a Scorecard Block in People Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Adding People Profile Block Links to Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
10.2 Performance Reviews for Employees on Multiple Employments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
10.3 Achievements and Feedback from Continuous Performance Management. . . . . . . . . . . . . . . . . . . . . . 274
Enabling Achievements and Feedback on Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
10.4 Configuring Compensation Section on Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
10.5 Data Integration with Human Resource Information System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
10.6 Qualtrics Feedback for Performance Reviews. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
10.7 Performance Review Tasks on the Latest Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
10.8 Reporting for Performance Reviews. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Types of Rating Description Columns in Table Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .282
Route Entry Table in Story Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
Migrating Completed Form Data to Table Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286

11 Mobile Performance Reviews. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

11.1 Enabling Mobile Performance Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
11.2 Mobile Performance Management Feature Support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

12 Usage of HTML or Custom Code Within SAP SuccessFactors Application. . . . . . . . . . . . . . . . . . .298

12.1 Supported HTML for Performance Management Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

13 Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .300

13.1 Centralized Data Protection and Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
13.2 Data Retention Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300

14 Check Tool in Performance Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302

14.1 Using the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .302
Benefits of the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Check Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Creating Product Support Tickets from the Check Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Using the Quick Fix Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .305
Exporting a List of All Checks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
14.2 Important Notes About Get Form Template Rating Permissions Check. . . . . . . . . . . . . . . . . . . . . . . . 306

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6 PUBLIC Content
Change History

Learn about changes to the documentation for Performance Management in recent releases.

1H 2022

Type of Change Description More Info

May 27

Added We added a note about allowing users to Goal Section [page 46]
add goals to forms.

April 8

Changed We revised the description of the Disable Form Template Settings [page 37]
Page Setup button in Form Template
Settings.

Added We added a note about using the goal Goal Competency Summary Section
competency summary section. [page 61]

Added We added information about unsupported Additional Form Section Configuration

elements under <fm-sect-config>. (fm-sect-config) [page 142]

New You now have the option to show a block Configuring a Scorecard Block in People
description below the block title. Profile [page 269]

New Users can now use the Capability Picker Enabling Capability Picker to Add Com­
to add competencies to forms. petencies [page 58]

New The following features are now supported Mobile Performance Management Fea­
in iOS and Android SAP SuccessFactors ture Support [page 288]
Mobile apps:

• Edit item weight and section weight

in goal and competency sections.
• View achievements and feedback
linked to goals.

Changed We removed a note about character limits Configuring Character Limits for Text
for Chinese and Japanese. The default Area Fields [page 98]
maximum limit for these languages are
4,000 characters as well.

Implementing and Managing Performance Management

Change History PUBLIC 7
2H 2021

Type of Change Description More Info

March 4

New You can now remove the visibility of forms Removing Form Visibility [page 258]
in the custom Completed folder. If you
want to restore their visibility, they will be Restoring Form Visibility [page 260]
restored into the default Completed
folder.

December 10

Added We added information to specify the ways Triggering Document Transfer [page
of updating HR managers that trigger 184]
document transfer.

Added We added a note about the form template Performance Review Tasks on the Latest
name displayed on to-do tasks. Home Page [page 281]

October 29

Added We added information about audit trail Audit Trail [page 202]
columns on the Form Information page.

Added We added a topic about the route entry ta­ Route Entry Table in Story Reports [page
ble in story reports. 285]

Changed We changed the guide title from "Imple­

menting Performance Management v12
Acceleration" to "Implementing Perform­
ance Management" because there's only
one product version available, and there­
fore, we don't need to mention version in­
formation in the title.

October 8

New Users can now view the performance re­ Performance Review Tasks on the Latest
view tasks on the latest home page. Home Page [page 281]

Changed We removed the note that the settings for Change Engine [page 175]
employees' HR change are only applicable
to the system without Employee Central
enabled.

Changed We revised the information about form au­ Form Autosave [page 201]
tosave interval.

Changed We revised the information about the Form Template Settings [page 37]
Display Step Start Date setting in Form
Template Settings. It's not supported in
Performance Management.

Changed We revised the information about the EA Roles [page 31]

role name.

Changed We revised the information about linking Goal Section [page 46]
multiple goal sections with the same goal
plan.

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8 PUBLIC Change History
Type of Change Description More Info

Changed We transformed the sections about man­ Managing Forms [page 251]
aging forms, integrating with other appli­
cations, and mobile performance reviews Integrating with Other Applications
to improve the topics' readability and usa­ [page 266]
bility.
Mobile Performance Reviews [page 287]

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Change History PUBLIC 9
1 Overview of Performance Management

SAP SuccessFactors Performance Management is part of the SAP SuccessFactors Performance & Goals bundle of
applications. Using Performance Management, employees and managers work together to assess employees' work
performance, including their goal achievements and competencies.

Basic Concepts in Performance Management

• Form
In a performance review cycle, employees and managers use an online form, that is, Performance Management
form to give ratings and comments on employees' goals and competencies. The form consists of several
sections with configured features. For example,
• A goal section that shows employees' goals from their goal plan
• A competency section that shows employees' competencies by their job code
• A summary section that lists the rating of each goal and competency as well as overall form rating
• Form Template
Performance Management forms are created based on a form template. Before the forms are in use, the form
template needs to be configured. It's used to define form settings, for example,
• Form title and description
• Associated route map and rating scale
• Fields and sections
• Form permissions
• Route Map
When employees and managers do a performance review, each role gives ratings and comments in a single
step. When they finish their step, they route the form to the next step until the form is completed. A route map
establishes the steps and roles that are involved in a performance review.

Process of Implementing and Configuring Performance Management

Following is the process of how you can implement and configure Performance Management.

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10 PUBLIC Overview of Performance Management
• Enabling Performance Management in Provisioning [page 12]
• Role-Based Permissions for Performance Management [page 13]
• Preparations for Configuring Form Templates [page 15]
• Preparations for Configuring Form Templates [page 15]
• Configuring Form Templates in Admin Center [page 33]
• Enabling Form Features [page 164]
• Launching Forms [page 246]
• Managing Forms [page 251]
• Integrating with Other Applications [page 266]
• Configuring Form Templates Using XML [page 89]

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Overview of Performance Management PUBLIC 11
2 Enabling Performance Management in
Provisioning

Enable Performance Management in Provisioning so that users can access Performance Management in their
instance.

Prerequisites

You have access to Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Provisioning, select a company.

2. Under Edit Company Settings, select Company Settings.
3. Select Performance Management.

Now, users can access Performance Management through the Performance tab in the instance. Note that if
you enable 360 Multi-Rater or Succession Planning instead of Performance Management in Provisioning, the
tab is also visible to users but Performance Management features are not available.
4. Select Workflow.

Now, the route maps feature can be used to establish the steps and roles that are involved in a performance
review.
5. Optional: Select Stack Ranker for Performance Management to use the Stack Ranker feature.

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12 PUBLIC Enabling Performance Management in Provisioning
3 Role-Based Permissions for Performance
Management

When you set up Performance Management, it's important to grant role-based permissions (RBP) to right people.
You can identify user groups, for each of which you can create individual roles, and then grant permissions to those
roles. Users who change roles or positions within your organization automatically lose or inherit permissions.

With RBP, you can manage the permissions for Performance Management flexibly. For example, you can grant only
to HR the permission to create rating scales, or only allow managers to hide or unhide a form from employees
without deleting it.

To see a full list of the RBP for Performance Managementt, refer to List of Role-Based Permissions by using filters
and key words.

Related Information

List of Role-Based Permissions

3.1 Restricting Access to Performance Management

You can grant an access permission to certain users, so that other users are restricted from accessing the
Performance tab.

Prerequisites

You have the permission of Performance Management Feature Settings under Manage System Properties.

Context

 Note

If users have forms in their form Inbox, though they don't have the access permission, they can access the
Performance tab. When all the forms are deleted, they can no longer access it.

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Role-Based Permissions for Performance Management PUBLIC 13
Procedure

1. In Admin Center, go to Performance Management Feature Settings and select Enable Performance Management
Access Permission.

 Note

As an implementation partner or Product Support, you can choose to select the option in Company
Settings in Provisioning.

2. Go to Manage Permission Roles and grant the permission of Performance Management Access under
Performance to selected roles.

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14 PUBLIC Role-Based Permissions for Performance Management
4 Preparations for Configuring Form
Templates

Before configuring a form template, you need to configure goal plans and competencies, and create a rating scale
and route map.

Configuring Goal Plans [page 15]

A Performance Management form can be linked to a goal plan. Before configuring a form template, you
need to configure a goal plan so that goals in the goal plan can be populated and synced on the form.

Managing Competencies [page 16]

In performance reviews, managers and employees can review employees' competencies to evaluate how
well employees have fulfilled their organization-wide and job-specific requirements. Before configuring a
form template, you need to manage competencies that can be used in competency sections in
Performance Management forms.

Rating Scales [page 22]

A rating scale is a tool used in Performance Management forms with which the reviewer assigns a score to
the employee as a measure of performance.

Route Maps [page 24]

A route map establishes the steps and roles that are involved in a performance review. Each role on the
route map gives ratings and comments in a step and then routes the form forward until it's completed.

4.1 Configuring Goal Plans

A Performance Management form can be linked to a goal plan. Before configuring a form template, you need to
configure a goal plan so that goals in the goal plan can be populated and synced on the form.

For more information on configuring goal plans, see the implementation guide of Goal Management.

Related Information

Goal Management Overview

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Preparations for Configuring Form Templates PUBLIC 15
4.2 Managing Competencies

In performance reviews, managers and employees can review employees' competencies to evaluate how well
employees have fulfilled their organization-wide and job-specific requirements. Before configuring a form template,
you need to manage competencies that can be used in competency sections in Performance Management forms.

SAP SuccessFactors offers you two frameworks to manage competencies with a library structure:

• Job Description Manager: You manage competencies in the Manage Competencies admin tool.
• Center of Capabilities: You manage competencies in the Manage Center of Capabilities admin tool.

 Note

Job Description Manager is a legacy framework for managing competencies, while Center of Capabilities is the
latest one.

After you create competencies, you also need to map the competencies to job roles so that they can be populated
or added to forms.

• If Job Description Manager is enabled, use the Families and Roles admin tool.
• If Job Profile Builder is enabled, use the Manage Job Profile Content admin tool.

Related Information

Competency Section [page 55]

Competency Section (competency-sect) [page 106]
Center of Capabilities
What is Job Profile Builder?

4.2.1 Managing Competencies in Job Description Manager

SAP SuccessFactors provides a number of competency libraries that you can tailor to suit your needs. You can
create your own competency libraries from scratch. You can also edit an existing competency to add performance
details.

Prerequisites

To manage competencies, you need to enable the following in Provisioning:

• PM v12 Acceleration -- requires "Performance Appraisal Smart Form"

• Role-based Permissions (RBP)

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16 PUBLIC Preparations for Configuring Form Templates
  Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. Go to Admin Center, and in the tools search field, search for Manage Competencies.

The Competency Libraries List opens. You can create a new competency library from this page.

2. Click Add New Library Choose from SuccessStore .

3. Choose a library that you would like to add, then click Add to My Instance.
4. When the competency library is loaded, click the library and then click any competency then begin editing the
key details. They are:

Option Description

Name or description of the competency The category is most-often used to help organize information within this
and the category tool.

Performance Details Text that appears in the writing assistant and coaching advisor.

5. If you want to identify a competency as core to your organization, for example if your organization has core
values or mission competencies, select Yes in the Core field to tag or identify this competency as core to the
organization.
In the Manage Templates tool, you can set the form to dynamically pull the core competencies for all your
employees when you launch the form.

 Note

If the Core flag is set in Manage Templates, users must mark also competencies as core in the Manage
Competencies tool, otherwise this section will be blank for your users.

6. Under Performance Details click the text to update the tone and voice that you want to change.
7. When you have finished updating the text, click Save.

Results

You have created a new competency library.

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Preparations for Configuring Form Templates PUBLIC 17
4.2.1.1 Editing Competencies

You can modify or customize the content of existing competency libraries.

Prerequisites

You have created a competency library in your instance.

Context

 Note

Your changes affect only forms created after that change.

Procedure

1. Go to Admin Center, and in the tools search field, search for Manage Competencies.

The Competency Libraries List opens. You can create a new competency library from this page.
2. On the Competency Library List screen, select the competency to edit.
3. Within the competency, edit any of the following: Name, Category, Description, Performance Details, Core
Settings Job Role Assignments, Status, or Assigned Behaviors.

 Note

It is recommended to use plain text in the Description field.

Results

You have successfully edited your competency on the Competency Libraries List.

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18 PUBLIC Preparations for Configuring Form Templates
4.2.1.2 Modifying Performance Details

Performance details are short but specific statements that describe actions, attitudes, or skills that demonstrate
proficiency in the competency. You can move, delete, edit or create a performance detail on the Performance
Details tab.

Prerequisites

You have created a competency library in your instance.

Context

You can organize performance details into multiple performance levels, such as Meets Expectations, Exceeds
Expectations, or Needs Improvement.

When creating a new competency, you can create new performance details for that competency. For existing
competencies, you can add, edit, reorganize, or delete performance details.

For example, to show that an employee meets the "Customer Focus" competency, you, as an admin, can create the
following performance details:

• Follows through with customers

• Gets customer feedback

Procedure

1. Go to Admin Center, and in the tools search field, search for Manage Competencies.

The Competency Libraries List opens. You can create a new competency library from this page.
2. On the Competency Library List screen, select the competency to modify.
3. To move performance details to another performance level, select checkbox next to the Performance Detail and
then click Move Selected To.... Select the performance level from the dropdown menu.
4. To delete a performance detail, select checkbox next to the a performance detail and then click Delete
Selected. Click Yes to confirm deletion.
5. To edit a performance detail, click the teaser text. Edit the performance detail as necessary and then click OK
to save. Click Save within the competency to save all changes.
6. To create a new performance detail, click the competency to edit. On the Performance Detail tab, click Take
Action in the performance level where the new performance detail is desired, and then select Add Teaser.

Enter the performance detail information, select the voice, and edit the tone. Click OK to save the performance
detail. Click Save within the competency to save all changes.

Implementing and Managing Performance Management

Preparations for Configuring Form Templates PUBLIC 19
Results

You have successfully modified performance details of a competency.

4.2.1.3 Adding a New Competency

You can edit existing competencies in a competency library, or you can create new competencies from scratch.

Procedure

1. Go to Admin Center Company Settings Manage Competencies .

2. On the Competency Library List screen, select the competency to edit.
3. Click Create New Competency.
4. Enter the following competency attributes:

• Competency Name
• Description
• Locale: This dropdown menu specifies the language in which the competency is written. For example when
more than one language is used, each language has its own competency within the appropriate locale.

 Note

It cannot be edited in this page. To edit this, you can export the competency, update the locale and re-
import.

 Note

Make sure that the language of a competency and the related category is consistent with the language
of a Performance Management form template. Otherwise, the competency and category aren't
available when you add competencies in the template.

• Category: You must place each competency within a category. Use this category tag to both organize your
competency library as well as filter competency sections of forms.
• GUID: Global Unified Identifier is the unique alpha numeric value you have assigned to tag or identify your
competency. If you have multiple locales, this unique number is what ties them together as being the same
competency in different languages.
For example, if the customer is located in Canada each competency must exist in both English (en-us) and
French (fr_ca). As an admin you should create competencies for Customer Focus in each language:
• Locale=en-us Customer Focus GUID: 7 ID: 7-Eng
• Locale=fr-ca L'orientation cClient GUID: 7 ID: 7-Fr

 Note

The ID is slightly different, but the GUID is the same for each version. As a result, the French language
version is pulled into the performance forms of French speaking employees, and the English language
version is pulled into the performance forms of English-speaking employees.

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20 PUBLIC Preparations for Configuring Form Templates
 • Status: Each competency can have a status of Read Only, Editable or Hidden, which you choose when you
create the competency. A Read Only status defines that you can read a competency but you cannot edit a
competency. An Editable status defines that you can edit a competency. A Hidden status defines that end
users can add the competency to a form or not.
• Core: Selecting "Yes" designates the competency as "Core" competency. If desired, you can configure the
performance form template so that core competencies are dynamically pulled into the performance form
for each employee.
• Description
5. Click Save.

Results

You have successfully added a new competency.

4.2.1.4 Adding a New Competency Category

You can add categories to the library either when you create new competency or when you edit an existing
competency.

Context

You can use the category tag to both organize your competency library as well as filter competency sections of
forms.

Procedure

1. Go to Admin Center Manage Competencies .

2. On the Competency Library List screen, select the competency to edit.
3. Create a new competency or select an existing competency.
4. From with the competency, select the Category menu.
5. At the bottom of the category list, select Add Category.
6. Type the new category name, and click OK.

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4.2.1.5 Modifying Competencies using the Actions Menu

You can manage competencies by going into the competency itself, or change competencies using the Actions
menu within the competency library.

Context

To modify Competencies using the Actions Menu:

Procedure

1. Go to Admin Center Manage Competencies .

2. On the Competency Library List screen, select a competency to edit by selecting the checkbox to its left.
3. If the competency has an Editable status, click Actions button.
4. From this menu, you can perform the following actions:

• Download All: Allows you to download all the competencies to be edited in .csv file.
• Download: Allows you to download the selected competency to be edited in a .csv file.
• Move to Another Category: Provides a list of existing categories so that the selected competency can be
moved.
• Delete: Allows you to delete the selected competency; this action cannot be undone.
• Change Status: Allows you to change the status of the competency between Read Only, Hidden, and
Editable.

4.3 Rating Scales

A rating scale is a tool used in Performance Management forms with which the reviewer assigns a score to the
employee as a measure of performance.

When creating a rating scale, you can choose from the prebuilt rating scale types that are based on best practices,
or create a new type as you need. By default the smallest number is the lowest rating and the largest the highest.

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22 PUBLIC Preparations for Configuring Form Templates
Prebuilt Rating Scale Type

Scale Type Description

7-Point Scale (1-7) This type of scale offers the highest level of differentiation, and
may be helpful when extreme accuracy is preferred over con­
venience.

5-Point Scale (1-5) Default rating scale type. This type is recommended because it
contains a midpoint and allows for a balanced level of differen-
tiation.

3-Point Scale (1-3) This type of scale is applicable if you would like the result to be
divided into two polar points or the neutral one.

4.3.1 Creating a Rating Scale

A rating scale is required before creating a form template. You can create a rating scale based on a predefined
rating scale or build you own.

Prerequisites

The permission of Rating Scales under Manage Form Templates is granted.

Context

 Note

You can create a rating scale with up to 40 levels.

Procedure

1. In Admin Center, go to Rating Scales.

• If you're using the Rating Scale Designer, choose Create New Rating Scale.
• If you're using the Enterprise Rating Scale tool, enter the name for the rating scale and choose Create.
2. Enter a name and description for your rating scale.

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  Note

The maximum length for the name field is 32 characters in English. If you're configuring the field in other
languages, pay attention that one character may take up more than one English character.

3. Create a rating scale in either of the following way:

• Select a prebuilt rating scale type.

Scores, labels, and descriptions are filled out automatically. You can modify the values as necessary.
• Select the Build you own option. Enter all scores of the rating scale, and enter the label and the description
for each score.

You can generate scores that increase incrementally by entering the minimum number in Low, maximal
number in High, and the increment in Increment.
4. Choose Save.

Next Steps

To use this rating scale, when you configure a form template, associate the rating scale with the form template.

4.4 Route Maps

A route map establishes the steps and roles that are involved in a performance review. Each role on the route map
gives ratings and comments in a step and then routes the form forward until it's completed.

 Example

A Performance Management form is sent to the employee first, and then to the direct manager and to the HR
manager. Before the form is sent to the HR manager, the form can be sent back and forth between the
employee and direct manager.

In Performance Management, a route map consists of three consecutive stages:

• Modify Stage: This stage marks the start of a performance review and is the main stage during the whole
process. For example, in this stage, employees give self-assessment on a form and managers review the form
to give manager assessment.
• Signature Stage: This stage is where employees and managers sign and approve the form to acknowledge that
the performance review is done.
• Completion Stage: This stage is where the form is archived in the employees' completed form folder.

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24 PUBLIC Preparations for Configuring Form Templates
4.4.1 Creating a Route Map

Create a route map to establish the steps and roles in a performance review.

Prerequisites

• Workflow in Provisioning is enabled.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

• The permission of Routing Maps under Manage Form Templates is granted.

Procedure

1. In Admin Center, go to Manage Route Maps.

The Route Map List page opens.

2. Choose Add New Route Map.

Option Description

Build Your Own You create a route map from scratch.

Choose from Library You add a route map from the SuccessStore library. You can
edit the route map after adding it.

The configuration page for the route map opens.

3. Enter a name for the route map.

4. Select the following options as necessary.

Option Description

I want to personalize the evaluation stage in a 360 review This option is to create a route map for 360 Reviews.
route map

Only create iterative and collaborative steps when all If a role selected for an iterative or collaboration step doesn't
roles exist for a user exist in your instance, the step is not created.

Use relative dates for form routing Instead of selecting a specific date for the start date, exit
date, and due date of a step, you can use relative dates. For
example, you set the start date as 1 day after the form crea­
tion date.

5. Choose the Add Step icon to create steps in the modify and signature stages.

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  Note

A step in the completion stage is automatically created. Because users can't edit forms in the completion
stage, you can't create additional steps for this stage.

6. In the Create A New Modification Step pop-up window, enter a step name and choose OK.

The step is created and step configurations are available.

7. Complete step configurations for the step you created.

The following table lists all fields. Some fields don't apply to all steps and thus may not appear on the step
configurations page.

In this field... Enter or select...

Step Name The field is prepopulated with the name that you entered
when creating the step.

The step name is shown in the Route Map section on the

form.

Step Description Enter a step description.

The description gives users more context on the action that

they're about to take. It is shown in users' to-do list on home
page.

Step Type Select one of the following types:

• Single Role
• Iterative
• Collaboration

In signature steps, this field is for selecting a role.

For more information on how to use step types, see the Step
Types topic in Related Information.

Roles Select a role for a single role step and more than one role for
an iterative and collaboration step.

For more information on the standard and custom roles used

in Performance Management, see the Roles topic in Related
Information.

Start Date Select a date on which users can start working in this step.

Setting a start date doesn't automatically lock the form.

Users can access the form and edit it before the start date.
To lock the form in a read-only mode until the start date is
reached, select Enforce start date. Users won't be able to
edit the form until the specified start date.

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 In this field... Enter or select...

Exit Date Select the earliest date on which users can route the form to
the next step.

Use this date only to prevent users from routing the form to
the next step at any time. If you also use the Automatic send
on due date option in the Due Date field, the exit date must
be earlier than the due date.

Due Date Select a date on which the step is completed.

To automatically route the form to the next step on the due

date, select Automatic send on due date.

 Note
The form is sent to the next step on the day after the
due date.

Additionally, to route only the forms that pass the form vali­
dation check, select Only send forms that pass validation. To
route all forms regardless of whether they pass validation,
select Always send regardless of validation.

Carbon Copy These User Roles Upon Document Completion Select roles to whose completed form folder the copy of the
(For the completion step only) form is sent when the form is completed.

Advanced Options

Step Introduction & Mouseover text Enter a description of users' action in this step.

It is shown when users choose  next to the step name on

the form.

Step Name After Completion Enter a name for the step after it is completed. If you leave
this field blank, the step name remains the same one as
specified in Step Name.

Iterative Button Text (For iterative steps only) Enter a text to customize the button text for users to send
the form in an iterative step. You can use the [username]
token, for example, Send to cgrant.

 Note
To customize the button text, make sure that Hide
Hierarchy isn't selected in Provisioning.

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 In this field... Enter or select...

Step Mode Select one of the following modes:

• Full Edit: Allows users to edit any form content in text
areas.
• Comment Only: Allows users to add comments on the
form only.

You can't select a step mode for signature steps because

users can only electronically sign the form but can't edit the
form.

Reject Button Mouseover Text (For signature steps only) Enter a description to inform users of what their action
means.

It is shown when users move the mouse over the Reject but­
ton.

Exit Button Text Enter a text for the button to send the form to the next step.
If you leave this field blank, the button is Send to Next Step.

It is shown in three places:

• In the Actions dropdown menu in the Route Map section
• Among the buttons at the bottom of the form
• Among the buttons on a confirmation page that opens
before the form is sent

Step Exit Text Enter a description to inform users of what they need to do
and what their action means.

When users send the form to the next step, a confirmation

page opens before the form is sent. The description is shown
when users choose  on the page.

Previous Step Exit Button Text Enter a text for the button to send the form to the previous
step. If you leave this field blank, the button is Send to
Previous Step.

It is shown in three places:

• In the Actions dropdown menu in the Route Map section
• Among the buttons at the bottom of the form
• Among the buttons on a confirmation page that opens
before the form is sent

Previous Step Exit Text Enter a description to inform users of what they need to do
and what their action means.

When users send the form to the previous step, a confirma-

tion page opens before the form is sent. The description is
shown when users choose  on the page.

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28 PUBLIC Preparations for Configuring Form Templates
 In this field... Enter or select...

Step Exit Reminder See the Step Exit Reminder topic in Related Information.

Step Id It doesn't indicate the order of the step in a route map, but
an ID that the system generates to identify the step inter­
nally.

Start of Review (For modification steps only) Select the checkbox to mark the step as the start of a per­
formance review.

If selected, the form is available in Team Overview. This step

and all following steps are shown in Team Overview.

 Note
In a route map, only one step can be marked as Start of
Review.

Out of Turn Access (For modification steps only) Select the checkbox to enable the Out of Turn Access fea­
ture. It grants the permission of viewing and editing the form
to the step owner before the form is routed to their step.

For more information, see the Out of Turn Access topic in Re­
lated Information.

1:1 Meeting (For modification steps only) Select the checkbox to set up a dedicated conversation be­
tween an employee and their direct manager.

 Note
• This option is available only in the last step in the
modify stage.
• It's available only in single-role steps. Manager (EM)
is the recommended role for 1:1 Meeting.

If you select this option, Confirm 1:1 Meeting is shown in

Team Overview.

8. Choose Save.

A route map is created.

Next Steps

To use this route map, when you configure a form template, associate the route map with the form template.

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Related Information

Out of Turn Access [page 210]

Step Exit Reminder [page 219]
Step Types [page 30]
Roles [page 31]

4.4.2 Step Types

You can create a step in a performance review as a single-role step, an iterative step, or a collaboration step.

• Single Role: A single role works on a form in one step. For example, the employee works on a form in a step.
• Iterative: It is the most commonly used step type when several roles participate in one step. The form is sent to
one user at a time, and the user sends the form to the other users specified in the step.

 Example

"I E EM EH" specifies an iterative step between the employee, their direct manager, and HR manager. All the
three roles can edit the form and send the form back and forth to each other before routing the form to the
next step.

To use this step type, we recommend that you specify the entry user and exit user. So, the form is sent to the
entry user first and to other users, before the exit user routes the form to the next step.
• Collaboration: It is another step type when several roles participate in one step. The form is sent to all users at
the same time, but only one user can work on the form at a time. When users open a form, they may find it
locked. It is because another user is currently editing the form. The form remains locked until the user chooses
Cancel or Save and Close on the form. If the user doesn't leave the form, the form remains locked for 60
minutes.

 Example

"C E EM" specifies a collaboration step between the employee and their direct manager. Both of them have
access to the form, but only one of them can edit the form at a time.

To use this step type, we recommend that you specify an exit user, who routes the form to the next step.

 Note

If you don't specify an exit user, when forms are sent automatically on the due date or sent manually in
Route Form, a form validation check won't be triggered.

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30 PUBLIC Preparations for Configuring Form Templates
4.4.3 Roles

Learn about the standard and custom roles that are used in Performance Management.

Role Value Role Name Role Description

E Employee Employee

EM Manager Employee's direct manager

EMM 2nd Level Manager Employee's second-level manager

EX First Matrix Manager Matrix managers are the "dotted-line"

managers of employees. EX is the pri­
mary matrix manager defined in the in­
stance.

EP All Matrix Managers EP is all the matrix managers of employ­

ees defined in the instance. For iterative
and collaboration steps only.

EH HR Rep. Employee's HR representative

EHM HR Rep.'s Manager Direct manager of employees' HR repre­

sentative

U User A specific user. For single-role steps and

signature steps only.

O Originator User who creates the form

OM Originator's Manager Direct manager of the user who creates

the form

EA Employee's second manager Custom role. It is used for Compensation

processes where the compensation hier­
archy and workflow may be different
from the organization hierarchy. It can
also be used in the same way as the EM
role in Performance Management.

EMMM Employee's 3rd level manager Custom role

R Recruiter in Recruiting Custom role

W Second recruiter in Recruiting Custom role

Q VP of staffing in Recruiting Custom role

T Primary Coordinator in Recruiting Custom role

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Role Value Role Name Role Description

G Hiring Manager in Recruiting Custom role

S Sourcer in Recruiting Custom role

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32 PUBLIC Preparations for Configuring Form Templates
5 Configuring Form Templates in Admin
Center

By configuring form templates, you define form settings, for example, form title and description, associated route
map and rating scale, fields and sections, and form permissions. You can use Manage Templates in Admin Center to
configure form templates.

In Manage Templates, you can do many tasks, including:

Creating a Form Template [page 33]

Create a form template so that you can configure the form template for performance reviews.

Configuring General Settings [page 34]

Configure the general settings of a form template to define the title, route map, rating scale, and other
configuration of Performance Management forms.

Configuring Form Sections [page 44]

Configure the sections and fields of a form template to define the settings for Performance Management
forms.

Configuring Form Permissions [page 68]

By default, all roles in all steps are granted with all form permissions, including permissions for buttons,
tabs, sections, actions, and fields. You can configure the form template to allow a role to have or not to have
a specific permission in a specific step.

Configuring Required Fields [page 80]

Configure required fields in a specific step to require users to complete the fields before they send the form
to the next step.

Configuring Custom Fields [page 83]

Configure custom fields in a goal section, competency section, and custom section according to your
business needs.

Localizing Labels [page 86]

Localize labels in the form template so that labels on forms can be shown in logged-in user's language.

5.1 Creating a Form Template

Create a form template so that you can configure the form template for performance reviews.

Procedure

1. In Admin Center, go to Manage Templates.

The Manage Template page opens.

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Configuring Form Templates in Admin Center PUBLIC 33
2. Choose the correct tab for your purpose, such as Performance Review or 360 Multi Rater.
3. Choose Add a New Template.
The SuccessStore dialog box opens to display prebuilt templates.
4. Choose the template that you want to use.
5. Choose Add to My Instance.
6. In the Save as New Template dialog box, enter a name for your template.
7. Choose Save.

A form template is created.

Next Steps

Configure the general settings and edit fields and sections of the form template.

5.2 Configuring General Settings

Configure the general settings of a form template to define the title, route map, rating scale, and other
configuration of Performance Management forms.

Prerequisites

Grant the permission of Form Templates and Comprehensive template configuration for PMv12 under Manage Form
Templates.

Procedure

1. In Admin Center, go to Manage Templates.

2. Open a form template and select General Settings.
3. Complete the configuration for the following fields or options.

Field or Option Description

Name Enter a name for the template. By default, it's the form title.

Description Enter a description for the template. It isn't shown on the

form.

Route Map Select a route map you created.

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34 PUBLIC Configuring Form Templates in Admin Center
 Field or Option Description

Rating Scale Select a rating scale you created.

Hide numeric rating values (only show text labels) Select the checkbox to show on the form only the rating la­
bels defined in Rating Scales.

When the rating scale has no more than five rating levels, if
you select this option, the rating field on the form becomes a
dropdown list showing rating labels only.

When the rating scale has more than five rating levels, the
default rating field is a dropdown list showing both rating val­
ues and labels. If you select this option, the dropdown list
shows rating labels only.

Unable to Rate Enter a name, for example, Too New to Rate, to define a spe­
cial rating on the rating scale. Performance reviewers can se­
lect this rating when they think it's too early to give a regular
rating for a goal or competency of an employee.

The configuration applies to the goal section, competency

section, and summary section. Or, you can leave the field
blank and customize the configuration in three sections sep­
arately.

Allow managers to stack rank employees on competency Select the checkbox to enable the Stack Ranker feature.
sections
Select Globally to enable the feature for all competency sec­
tions on the form, or Section by Section to enable the feature
in the section level.

Advanced Options

Enable Previous Step Button Select the checkbox to enable the Send to Previous Step but­
ton on the form.

You can enable the button for specified steps and roles by
configuring button permissions.

Enable Delete Button Select the checkbox to enable the Delete Form button on the
form.

You can enable the button for specified steps and roles by
configuring button permissions.

Enable Scale Adjusted Calculation See the Configuring Scale Adjusted Calculation topic in Re­
lated Information.

4. Choose Save.

Related Information

Stack Ranker [page 215]

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Creating a Rating Scale [page 23]
Creating a Route Map [page 25]
Configuring Form Permissions [page 68]
Configuring Scale Adjusted Calculation [page 36]

5.2.1 Configuring Scale Adjusted Calculation

Configure scale adjusted calculation to adjust the calculated form rating to a fixed rating value, so that the
calculated form rating with a decimal can be shown as an integer with a rating description.

Procedure

1. In Admin Center, go to Manage Templates.

2. Open a form template and select General Settings.
3. Choose Enable Scale Adjusted Calculation.

The Scale Adjusted Calculation dialog box pops up.

4. Select Enable Scale Adjusted Calculation.
5. Choose Add Another and configure a specific rating by defining the following fields.

Field Description

Score Min Value The lowest possible rating of the calculated form rating that
will be adjusted to a fixed value. Example: 0.1

Score Max Value The highest possible rating of the calculated form rating that
will be adjusted to a fixed value. Example: 1.49

Map to Score A fixed value to which the calculated form rating in the range
from Score Min Value to Score Max Value will be adjusted.
Example: 1

Map to Description The rating description of the fixed value. Example: Unsatis­
factory

Repeat this step to configure all adjusted ratings.

6. Optional: Select Enable Display Calculated Rating to show the original calculated form rating under the
adjusted calculated form rating in the form.
7. Choose Done in the dialog box and choose Save on the page.

Results

The scale adjusted rating is configured. It applies to only the forms that are launched after your configuration.

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36 PUBLIC Configuring Form Templates in Admin Center
5.2.2 Form Template Settings

The Form Template Settings tool provides you with options to enable or disable some form template settings.

To access Form Template Settings, you can either navigate to Admin Center Form Template Settings , or
choose Advanced Settings in the General Settings section of the form template in Manage Templates.

Learn about the form template settings and descriptions in the following table.

 Note

Some but not all changes made to the form template apply to the in-progress forms that are based on this
template.

Setting Description

Template Name The name of the form template. You can change it at any time although not recommended.
Form title includes this name by default.

You can also configure the template name in different languages.

 Note
If the form setting in Company System and Logo Settings is All documents will display their
form template name at the time the document was created. This option does not support
translations of the document name,

• When the template name is changed after the form is launched, users don't see the
changed form title on the form.
• The form title isn't adapted to logged-in users' language settings, but is displayed in
the default language.

If the form setting is All documents will display their current form template name as
configured in the Form Template Administration settings. This option supports translations
of the document name,

• When the template name is changed after the form is launched, users can see the
changed form title on the form.
• Once the template name is configured in logged-in users' language, the form title is
displayed in logged-in users' language.

Template Type For Performance Management form templates, the type is PM Review. It's read-only.

Last Modified The date and time when the form template was last modified. It's read-only.

Routing Map The route map associated with the form template

Default Dates for Form Determines the default start, end, and due dates either fixed or relative to:
Creation
• Form Creation Date
• Default Start Date
• Default Due Date

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Setting Description

 Note
If a form template is saved as another template, this setting is not cloned to the new
template.

Disable Ask for Feedback See the Ask for Feedback topic in Related Information.

functionality

Display circle icon as rating The rating field uses the star icon by default. If you select this option, the rating field uses the
circle icon.

Display check mark instead of If enabled, check mark is displayed instead of rating in Team Overview.
rating in Team Overview
All scores recorded for the form are made visible to any user who has access to Team
Overview. To hide any scores from users in Team Overview, you must select the check mark
option.

Display Last Competency See the Last Competency Rating topic in Related Information.
Ratings from a Form Template
 Note
If a form template is saved as another template, this setting is not cloned to the new
template.

Display Last Competency See the Last Competency Rating topic in Related Information.
Ratings from Rating Sources

Default Due Notification Date The number of days before the form due date. On the due notification date, an email
(in days) notification is sent to the user who has the form in their form inbox, reminding them that the
form is approaching the due date. The email is sent during off business hours, after midnight
EST.

Default Late Notification Date The number of days after the form due date. On the last notification date, an email notification
(in days) is sent to the user who has the form in their form inbox, reminding them that the form is past
the due date. The email is sent during off business hours, after midnight EST.

Template Status • Enable: The form template can be used to launch forms.
• Disable: The form template can't be used to launch forms.

Template Flag • Public: Forms are transferable whenever a manager transfer process is started. For
example, all public forms under the old manager are transferred to the new manager.
• Private: Forms are not transferred during the manager transfer process. Private forms
remain with the old manager.

This setting has no impact on the route map. If there are EM steps in the route map that
haven't been completed, the form is routed to the new manager in the EM steps.

Do Not Transfer Documents See the Configuring Document Transfer in Form Templates topic in Related Information.

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38 PUBLIC Configuring Form Templates in Admin Center
Setting Description

 Note
If a form template is saved as another template, this setting is not cloned to the new
template.

Automatic Manager Transfer See the Configuring Document Transfer in Form Templates topic in Related Information.

 Note
If a form template is saved as another template, this setting is not cloned to the new
template.

When the system is When an employee is set to inactive, the following settings override the global setting that may
configured to remove remove inactive employee's documents. The settings are useful when an employee is
documents for inactive terminated but still has an active form that entitles this employee to incentive pay.
employees, apply these
overrides so the system does
• Do Not Remove Inactive Employee's In-Progress Documents

not remove documents for • Do Not Remove Inactive Employee's Completed Documents
this form template

Default Targets • Self and Direct Reports: Users can create forms for which they themselves or their direct
reports are the subject.
• Self Only: Users can create forms for which they are the subject.
• Direct Reports Only: Users can create forms for which their direct reports are the subject.
• HR Reports Only: Users can create forms for which their HR reports are the subject.
• Self and Matrix Reports: Users can create forms for which they themselves or their matrix
reports are the subject.
• Matrix Reports Only: Users can create forms for which their matrix reports are the
subject.

See also the setting Allow form creator to select anyone as a subject.

Hide Route Map on the Form Hides the route map section on the form.

Keep last touched version Users can't see form updates after their last modification step.
upon Document completion

Enable Auto Logout at Session Users are automatically logged out of the system when the session gets timed out.
Timeout

Enable Auto Restore Deleted If employees have been deactivated and are reactivated, the deleted forms of the employees
will be restored when they are imported into the system.
Form When Importing User

 Note
• When you enable the setting, it may take a long time to import employees because
there may be a large number of deleted forms to be restored. If you think it's not
necessary to restore the forms for those employees, we do not recommend you
enable the setting.
• Only those forms that were in progress when being deleted are restored. Completed
forms are not restored.

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Configuring Form Templates in Admin Center PUBLIC 39
Setting Description

• If document transfer is disabled and the manager has changed, forms are restored to
the old manager who had the forms.
• If document transfer is enabled and the manager has changed, when forms are
restored, document transfer settings are applied.
• If forms had been sent to others for feedback when being deleted, the forms are
restored to the person who had them.

Enable Spell Check See the Spell Check topic in Related Information.

Enable Legal Scan See the Legal Scan topic in Related Information.

Disable Spell Check on Route See the Spell Check topic in Related Information.

Disable Legal Scan on Route See the Legal Scan topic in Related Information.

Use Plain Text Only for Only plain texts are used when users enter comments.
Comments (Warning: You will
lose RTE formatting in existing
forms by enabling this.)

Enable Writing Assistant See the Writing Assistant topic in Related Information.

Disable Ask for Comment See the Get Feedback topic in Related Information.
Routing

Disable Ask for Edit Routing See the Get Feedback topic in Related Information.

Allow Add Approver/Evaluator See the Add Modifier topic in Related Information.

Hide Add/Remove Signer See the Add Signer and Remove Signer topic in Related Information.

buttons

Disable All Toolbar Buttons Hides Actions, History,  (Print),  (Save as PDF), and  (Save) in the top right of the form.
(overrides all button
selections below)

Disable Print Button Hides  (Print) in the top right of the form.

Disable Send and Open Next Hides the Send and Open Next Form button on the confirmation page of sending the form to
Form Button another step.

Disable Page Setup button Hides page setup options when users want to save as PDF.

Disable Delete button Users can't delete forms. See also the Button Permissions topic in Related Information.

If this setting is not selected, you can disable deletion in forms by selecting Hide Delete Icon
inside Form in the Performance Management Feature Settings admin tool. The delete icon is
still available in form Inbox.

Disable Note button Hides Notes information from the Supporting Information pod.

Disable Form button Hides the Performance form history option from the History dropdown in the top right of the
form.

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40 PUBLIC Configuring Form Templates in Admin Center
Setting Description

Disable 360 button Hides the 360 form history option from the History dropdown in the top right of the form.

Disable Info button See the Information Icon topic in Related Information.

Disable Download button Not supported in Performance Management

Disable Send button Users can't send forms to the next step. See also the Button Permissions topic in Related
Information.

Disable Send button for Hides the Send button in completed forms.
completed documents

Disable Late Notification Disables the email notification sent to the user when the form is past the due date. See also
the setting Default Late Notification Date (in days).

Disable Due Notification Disables the email notification sent to the user when the form is approaching the due date.
See also the setting Default Due Notification Date (in days).

Disable Step Exit Notification Disables the email notification sent to the user when the form is sent to another step.

Enable Custom Layout See the Configuring Custom Print topic in Related Information.
Printing

Disable PDF printing Hides  (Save as PDF) in the top right of the form.

Allow form creator to select Allows users to create forms for anyone, besides themselves, including their direct reports, HR
anyone as the subject reports, and matrix reports.

Allow Matrix Manager to Allows matrix managers to delete forms if Delete Form isn't disabled.
Delete document if Delete
button is available

Show Signoff routing step Shows the signature step name in the signature stage.
names in Signoff Stage

Display Step Start Date Not supported

Enable form title editability in When you select the option, the following effects are applied:
the Form
• The form title is the template name in the form subject's language at the time of form
launch.
• The form title is no longer affected by changes to the template name.
• The form title is no longer affected by the logged-in user's language settings. It's in one
language only.

If this setting is disabled later, the title of all launched forms is automatically updated to match
the current template name.

Enable form title editability in Apart from the same effects of the previous setting, this one, when enabled, allows you to edit
Form info page the form title on the Form Information page.

Enable Completed Form Item The comments for goals or competencies on completed forms can be copied.
Comment Copy

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Configuring Form Templates in Admin Center PUBLIC 41
Setting Description

Choose when to display the See the Add Signer and Remove Signer topic in Related Information.
Add/Remove Signer buttons

Only create for users who Forms can't be launched for users who already have the form in the specified date range. If
don't have an existing or in- you select this setting, you can also select Do not allow admin users to edit the date range in
progress form with an End the Launch Form tool.
Date: between [date] and
[date]  Note
If a form template is saved as another template, this setting is not cloned to the new
template.

Hide the Export and Export Hides the Export and Export (Compact) buttons on completed forms.
(Compact) buttons for
documents in the Completed
Folder

Show digital signatures in Shows digital signatures in the form print preview.
Document Print Preview

Disable Due Date Validation Disables the validation that checks the form to make sure the end date is before or the same
as the due date.

Disallow users from changing Users can't change the start date on the form.
the Start Date

Disallow users from changing Users can't change the end date on the form.
the End Date

Disallow users from changing Users can't change the due date on the form.
the Due Date

Enable form routing to Users can send forms to the previous step. See also the Button Permissions topic in Related
previous step Information.

Enable SMART Goal Wizard The SMART Goal Wizard is enabled in the goal plan.
(requires SMART Goal Wizard
enabled on goal plan)

Show Manager Rating first for Manager's rating is shown first in the EZ Rater mode.
EZ Rater mode

Prevent forms from being Users or admins can't create forms that have overlapping date ranges. This setting checks the
created with overlapping date dates of all launched forms that have this setting enabled.
ranges (this applies to all
templates with this
configuration enabled)

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42 PUBLIC Configuring Form Templates in Admin Center
Setting Description

Enforce permissioning for By default, Detailed Document Search disregards permissions and includes all form fields.
Detailed Document Search & Enable this setting to ensure the permissions are respected.
Archive & Print Reporting
This setting also enables the archive and print report to respect permissions for the logged-in
user.

Allow exit step comments to Exit step comments are visible to all the participants in a collaboration step on the Form
be visible to all participants in Information page. This setting applies to only the forms that have not progressed beyond the
a Collaborative (C) Step (only collaboration step.
applicable for forms that have
If you select the option, make sure that Document Routing Notification in E-Mail Notification
not progressed beyond the C
Templates Settings is enabled and the [[DOC_COMMENT]] token is included in the email
Step)
notification template.

Enable attachments Allows users to upload attachments in the Supporting Information pod.

Disable Table of Contents Hides the form section navigation under the form subject information on the form.

Define the PDF file name • Form Title and Creation ID

format • Custom

 Note
If a form template is saved as another template, this setting is not cloned to the new
template.

Enable Achievements tab in See the Integration with Performance Management topic in Related Information.
Performance Goal Section

Display Achievement
Feedback for Performance
Goal Achievements

Enable Achievements tab in

Performance Development
Goal Section

Display Achievement
Feedback for Development
Goal Achievements

Related Information

Add Modifier [page 165]

Add Signer and Remove Signer [page 166]
Ask for Feedback [page 169]
Get Feedback [page 204]
Achievements and Feedback from Continuous Performance Management [page 274]

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Configuring Form Templates in Admin Center PUBLIC 43
Last Competency Rating [page 206]
Legal Scan [page 209]
Spell Check [page 213]
Writing Assistant [page 223]
Configuring Custom Print [page 258]
Configuring Document Transfer in Form Templates [page 180]
Button Permissions [page 70]

5.3 Configuring Form Sections

Configure the sections and fields of a form template to define the settings for Performance Management forms.

Prerequisites

Grant the permission of Form Templates and Comprehensive template configuration for PMv12 under Manage Form
Templates.

Context

Performance Management forms provide four kinds of summary sections: summary section, goal competency
summary section, performance potential summary section, and customized weighted rating section. The overall
form rating is from any configured one of these four sections, and if multiple are configured, the following order
applies:

• Customized weighted rating section

• Performance potential summary section
• Summary section
• Goal competency summary section

Procedure

1. In Admin Center, go to Manage Templates.

2. Open a form template and choose Edit Fields and Sections.
3. Add or delete sections, and edit fields or options for each section.

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44 PUBLIC Configuring Form Templates in Admin Center
  Note

If the Section Name field is empty in a section, the system considers the corresponding section as an item
or custom element of the previous section. In this case, the form can't get printed properly when users
choose Save as PDF or Print on the form.

Performance Management supports the following standard and custom sections.

Section Description

Introduction The section provides information about a performance review to users. It can include the pur­
pose of the review, whom to call for assistance, or any other information that you feel is relevant
to the review.

Review Dates The section shows the dates that you set when you launched the form.

Employee Information The section shows basic employee data of the individual to be reviewed, such as first name, last
name, and username. You can include or exclude various fields to show more or less informa­
tion about the employee. This information is read-only on the form.

Goal See Goal Section for more information.

Competency See Competency Section for more information.

Summary See Summary Section for more information.

Goal Competency Sum­ See Goal Competency Summary Section for more information.
mary

Performance Potential See Performance Potential Summary Section for more information.
Summary

Customized Weighted See Customized Weighted Rating Section for more information.
Rating

Signature The section shows the name of the people who should sign the form. When they sign the form,
it shows the signature of the signer and the date when signed. You can select Include comment
to set a mandatory comment when the form is signed.

Mid Year The section is an optional area of the form that can be used for open and overall comments
about the subject of the form.

Custom The section is an optional area of the form that can be used for open and overall comments
about the subject of the form.

Additional Comments The section is an optional area of the form that can be used for open and overall comments
about the subject of the form.

4. Choose Save.

Goal Section [page 46]

Goal sections are used to evaluate employees' performance goals or development goals during a
performance review.

Competency Section [page 55]

Competency sections are used to evaluate employees' competencies during a performance review. A
Performance Management form can include three competency sections, respectively for job-specific
competencies, core competencies, and custom competencies.

Summary Section [page 59]

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Configuring Form Templates in Admin Center PUBLIC 45
 The summary section displays the calculated form rating that is based on the ratings from goal and
competency sections. You can also enable manual rating, which is the official rating of the form when
enabled.

Goal Competency Summary Section [page 61]

The goal competency summary section calculates the OCOC rating, overall goal rating, and overall
competency rating, and allows users to edit the last two ratings.

Performance Potential Summary Section [page 64]

The performance potential summary section allows users to manually give the performance rating and
potential rating.

Customized Weighted Rating Section [page 66]

The Customized Weighted Rating section shows the calculation details that arrive at the calculated rating,
including route steps, roles in each step and their names, ratings, and weights configured in business rules.

5.3.1 Goal Section

Goal sections are used to evaluate employees' performance goals or development goals during a performance
review.

Performance goals are job-oriented and result-based statements of an employee's ongoing and project-specific
responsibilities. Development goals focus on learning, which is essential to improving individual or organizational
performance.

One goal section is linked to one goal plan or one development plan. A form can have several goal sections, for
example, one section for core company goals and one section for departmental goals. All goal sections work in the
same way.

Learn about the fields and options that you can configure and select for the goal section in the following table.

Field or Option Description

Section Name The name of the section that is shown on the form

Section Description The description of the section that is shown on the form

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46 PUBLIC Configuring Form Templates in Admin Center
Field or Option Description

Section Type The goal section supports the following goal types. One section
is for one type.

• Goal Section: Select a goal plan that you want to link to the
form.

 Note
If a goal plan template is newly imported, make sure
that the goal plan is effective before you link it to the
form. See Step 6 in Importing a Goal Plan Template.

• Individual Development Plan Section: Select a develop­

ment plan that you want to link to the form.

If you link a goal plan or a development plan to forms, make

sure that users have the role-based permission for the relevant

template in Goals Goal Plan Permissions .

 Note
If you link multiple goal sections with the same goal plan
without using <obj-category> to filter goals, the goals
are displayed in only one section.

Show Add Existing Objective Button / Show Add Existing De­ The button is used to add existing goals in the linked goal plan
velopment Objective Button
to the form.

 Note
The button is not needed if goals are synced to the form
automatically.

Unable to Rate The label of a special rating on the rating scale, for example,
Too New to Rate. Performance reviewers can select this rating
when they think it's too early to give a regular rating for a goal
of an employee.

If you already configured this field in General Settings, you

don't need to configure it again here.

Include the ability to rate Users can rate on each goal. See the Rating Options topic.

Exclude Private Goals Private goals are excluded from the form when the form is cre­
ated. Also, you can't add a new private goal to the form.

 Note
This option only works when you launch a form. If you
change the public goals on the form to private goals after
launching the form, the goals still appear on the form.

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Field or Option Description

Include the ability to enter a weight Users can edit the weight of each goal.

Include a comment for each item Users can comment on each goal.

Include an Overall Comment Users can give an overall comment on the goal section.

Display section in summary The rating and weight of goals are shown in the summary sec­
tion.

Display calculated section rating The calculated goal rating is shown in the summary section.

Auto populate goal weights from weights in the goal plan Weights from the goal plan synchronize to the form.

Allow users to add/remove Goals within the section Users can add goals to the form and remove goals from the
form.

You can enable the add and remove actions for specified roles
and steps by configuring action permissions.

 Note
To allow users to add goals to forms, if you're using legacy
Goal Management, make sure that users have the "create"
permission in the goal plan template; if you're using the
latest Goal Management, make sure that users have both
the "create" permission in the goal plan template and the
role-based permission for the goal plan template.

Synchronize goals from a goal plan and a review form Changes made to goal plans automatically synchronize to the
goal section on the form. Also, changes to goals on the form
automatically synchronize to the goal plan.

For more information, see Auto-Sync and Auto-Populate.

Use Metric Lookup Table Rating If the linked goal plan has a metric lookup table, this option is
selected by default.

For more information, see Goal Ratings from Metric Lookup Ta­
bles.

Include in overall Goal rating calculation Ratings in this section are included in the calculation of the
overall goal rating. The option is useful if you have multiple goal
sections and want to leave one section out of the calculation.

Display in Goal section Goals in this section are listed in the goal competency sum­
mary section.

Lock item weights Goal weights are locked so that users can't change the weights.

Include in overall performance summary section rating Ratings in this section are included in the calculation of the
performance rating in the performance potential summary
section.

Minimum Goals Required The minimum number of goals required in this section

Maximum Goals Allowed The maximum number of goals allowed in this section

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Field or Option Description

Section Weight for Obj/Comp Summary The weight of the section for calculating the overall goal rating
in the goal competency summary section

Total Weight Target total weight for the goals in this section

Rating Scale The rating scale used in this section. If you've selected a rating
scale in General Settings, you don't need to select it again here.

Default Rating The label that is shown in the rating field if users haven't rated
on goals

Choose an alternate label for the rating field The label of the official rating field

Goal Plan State If you've configured this feature for the linked goal plan, the
goal state can be changed to a specified state when the form
moves to a specified step or when the form is completed or de­
leted.

 Note

For development goal sections, you can configure only the following settings in Manage Templates:

• Include the ability to rate

• Exclude Private Goals
• Include the ability to enter a weight
• Include a comment for each item
• Include an Overall Comment
• Allow users to add/remove Goals within the section

Rating Options [page 50]

When you select Include the ability to rate in a form template in Manage Templates, you need to further
select settings to define a rating option. Or, in an XML form template, if the no-rate attribute is false, you
need to specify the rating-opt attribute to define a rating option. Performance Management provides
four rating options.

Auto-Populate and Auto-Sync [page 53]

Goals in a goal plan can be auto-populated to a Performance Management form. When the form is created,
all goals created in the goal plan are included on the form. Goals can also be auto-synchronized between a
goal plan and a form.

Goal Ratings from Metric Lookup Tables [page 54]

You can view the ratings of the metric-based goals on Performance Management forms. The ratings
calculated through a metric lookup table in a goal plan are populated to forms when the forms use star
ratings for a 3-point or a 5-point rating scale.

Related Information

Importing a Goal Plan Template

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5.3.1.1 Rating Options
When you select Include the ability to rate in a form template in Manage Templates, you need to further select
settings to define a rating option. Or, in an XML form template, if the no-rate attribute is false, you need to
specify the rating-opt attribute to define a rating option. Performance Management provides four rating options.

Rating Option 0

To use Rating Option 0, select Everyone shares one rating box for each item. In the XML form template, set the
rating-opt attribute to 0.

All users with required permissions share one rating field for each item. The only rating field is called item rating,
also known as the official rating. With this rating option, the first user sets a rating but the second user can change
it. The last user in the route map with write permission has final say over the official rating.

The rating field is shown on the form as follows. In the PDF and print version, only the official rating is available.

Rating Option 1

To use Rating Option 1, select Everyone shares one rating box for each item and Except the employee who has a self-
assessment rating box. In the XML form template, set the rating-opt attribute to 1.

All users with required permissions share one rating field for each item, which is the official rating. The last user in
the route map with write permission has final say over the official rating. In addition, employees can give self-rating
in a rating field called unofficial user rating.

 Recommendation

To prevent employees from providing the official rating, the recommended approach is to grant them read or
none permission for the item rating field.

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50 PUBLIC Configuring Form Templates in Admin Center
  Note

To show the unofficial user rating field, Include a comment for each item should be selected in Manage
Templates. In the XML template, the cmt-opt attribute should be set to 1 or 3.

The rating fields are shown on the form as follows. In the PDF and print version, the official rating and one unofficial
user rating, if any, are available.

Rating Option 2

To use Rating Option 2, select Everyone has their own rating box for each item and The final score can be granted to
any role by permission. In the XML form template, set the rating-opt attribute to 2.

All users with required permissions can edit both the item rating field and the unofficial user rating field. Users who
can provide the official rating should have write permission for the item rating field. The last user among them has
final say over the official rating. Users who aren't supposed to provide the official rating should have none
permission for the item rating field and have read or write permission for the unofficial user rating field.

 Recommendation

Users have two rating fields by default. To avoid confusion, we recommend that you configure field permissions
to hide the unofficial user rating field from those users who can provide the official rating.

 Note

To show the unofficial user rating field, Include a comment for each item should be selected in Manage
Templates. In the XML template, the cmt-opt attribute should be set to 1 or 3.

The rating fields are shown on the form as follows. In the PDF and print version, the official rating and unofficial user
ratings, if any, are available.

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Rating Option 3

To use Rating Option 3, select Everyone has their own rating box for each item and The final score is the EM's rating.
In the XML form template, set the rating-opt attribute to 3.

With this option, only employees and managers can provide ratings. The rating field for employees is called subject
rating and the field for managers is called item rating. Managers have final say over the official rating.

The rating field for employees or managers is shown on the form as follows. In the PDF and print version, the official
rating and subject rating are available.

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52 PUBLIC Configuring Form Templates in Admin Center
  Note

You can find the XML language of the fields in the following table.

Field Name XML Language

Item Rating item-rating

Unofficial User Rating item-cmt-rating

Subject Rating subject-item-rating

Related Information

Configuring Form Permissions [page 68]

Field Permissions [page 76]

5.3.1.2 Auto-Populate and Auto-Sync

Goals in a goal plan can be auto-populated to a Performance Management form. When the form is created, all goals
created in the goal plan are included on the form. Goals can also be auto-synchronized between a goal plan and a
form.

The following tables describe how auto-populate and auto-sync work.

Auto-Populate and Auto-Sync from Goal Plans to Forms

Changes Made in a Goal Plan How Auto-Populate Handles This How Auto-Sync Handles This

Add a goal after the form is created New goal doesn't appear New goal appears

Add a goal before the form is created New goal appears New goal appears

Add a target or a task to an existing goal New target or task appears New target or task appears

Edit an existing goal, such as targets, Changes appear Changes appear

tasks, and goal names

Remove a goal The goal still appears and is not deleted The goal is deleted without any warning
message

Auto-Populate and Auto-Sync from Forms to Goal Plans

Changes Made on a Form How Auto-Populate Handles This How Auto-Sync Handles This

Add a goal New goal appears New goal appears

Add a target or a task to an existing goal New target or task appears New target or task appears

Edit an existing goal, such as targets, Changes appear Changes appear

tasks, and goal names

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Changes Made on a Form How Auto-Populate Handles This How Auto-Sync Handles This

Remove a goal The goal still appears and is not deleted The goal is deleted without any warning
message

 Note

• When a form is in the modify stage, changes in a goal plan are synced to the form. When the form is in the
signature or completion stage, the changes aren't synced to the form.
• Auto-sync on a form works when the form is saved.
• If goals are auto-populated to multiple goal sections based on goal categories, we do not recommend you
also use auto-sync. This is because changing the category of a goal in the goal plan will move the goal to a
different section in the form. While the goal is moved to the new section correctly, any ratings and
comments associated to the goal are not moved and get lost.

5.3.1.3 Goal Ratings from Metric Lookup Tables

You can view the ratings of the metric-based goals on Performance Management forms. The ratings calculated
through a metric lookup table in a goal plan are populated to forms when the forms use star ratings for a 3-point or
a 5-point rating scale.

If goals on the forms are metric-based, the rating is calculated based on the metric value. For example, Rating 3 has
a metric value of 20.00, Rating 2 has a metric value of 15.00, and Rating 1 has a metric value of 10.00. If an
employee achieves a metric value of 19.99, which falls between Rating 2 and Rating 3, the employee rating would be
2.

When metric lookup tables are used, but the value doesn't match the rating scale, only the star rating and the
rating value are displayed. The rating label is not displayed. For example, if a rating scale includes 1.0 -
Unsatisfactory, 2.0 - Needs Development, 3.0 - Meets Expectations, 4.0 - Exceeds Expectations, and 5.0 -
Substantially Exceeds Expectations, and an employee is given a rating of 2.75, a two-and-half-filled star rating is
displayed with the rating value 2.75. The label "Needs Development" is not displayed.

When metric lookup table ratings are used, the official rating field of each goal is populated with the corresponding
metric lookup table rating. Generally, other ratings like unofficial user rating and subject rating are not needed. So,
in a performance review step, if official rating is displayed to users, they can't edit unofficial user rating or subject
rating, despite that they have write permission for these ratings.

 Tip

• If customers use metric lookup table ratings, we recommend that they use rating option 0.
• If customers want both employees and managers to provide ratings, we do not recommend that they use
metric lookup table ratings.

 Note

When a form template is configured to populate goal ratings from the metric lookup table, at least read
permission should be granted to the related fields of the metric lookup table (for example, rating field, actual-
achievement field) in the goal template. Otherwise, goal ratings in the Performance Management forms and
goal plans might be inconsistent. For more information about goal ratings, refer to Metric Lookup Basics.

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Related Information

Metric Lookup Basics

5.3.2 Competency Section

Competency sections are used to evaluate employees' competencies during a performance review. A Performance
Management form can include three competency sections, respectively for job-specific competencies, core
competencies, and custom competencies.

 Recommendation

To optimize system performance, especially when you use Internet Explorer, we recommend that no more than
60 competencies are rated on a form.

Learn about the fields and options that you can configure and select for the competency section in the following
table.

Field or Option Description

Section Name The name of the section that is shown on the form

Section Description The description of the section that is shown on the form

Section Type The competency section supports the following competency

types. One section is for one type.

• Job Specific: Role-specific competencies are populated on

the form based on the employee's job role and job code.
• Core: Core competencies of your company
• Custom: Custom competencies that are defined in the in­

stance. After selecting this option, choose Show

advanced options [X] Custom Competency defined.

Click to modify to add custom competencies.

Unable to Rate The label of a special rating on the rating scale, for example,
Too New to Rate. Performance reviewers can select this rating
when they think it's too early to give a regular rating for a com­
petency of an employee.

If you already configured this field in General Settings, you

don't need to configure it again here.

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Field or Option Description

Allow users to add competencies Users can select competencies from your competency library
and add them to the form, and also remove competencies from
the section. They can add the same competency to the form
only once.

 Caution
If you configure the template to rate on behaviors, users
can add the same competency with different behaviors to
different sections. When the rating or comment of a com­
petency in one section is updated, that in other sections is
updated as well. To avoid confusion, users should add one
competency to the form only once.

You can enable the add and remove actions for specified roles
and steps by configuring action permissions.

Show behaviors The behaviors assigned to competencies are shown on the

form. You can select the following options for Display Mode:

• Display Behaviors below Competency Rating: Behaviors

are shown below the competency rating.
• Display Behaviors above Competency Rating: Behaviors
are shown above the competency rating.

You can also select Filter By Job Code to show only the role-
specific behaviors on the form. When a competency is as­
signed with the behaviors of multiple job roles, only the behav­
iors of the employee's job role are shown.

To allow users to rate behaviors instead of competencies, se­

lect Rating on behavior.

 Recommendation
We recommend that you use XML template to configure
ratings and comments on behaviors. For more informa­
tion, see Rating Behaviors in Related Information.

Include the ability to rate Users can rate on each competency. See the Rating Options
topic in Related Information.

Include a comment for each item Users can comment on each competency.

Include an overall comment Users can give an overall comment on the competency section.

Include in overall competency rating calculation Ratings in this section are included in the calculation of the
overall competency rating. The option is useful if you have mul­
tiple competency sections and want to leave one section out of
the calculation.

Display in competency section Competencies in this section are listed in the goal competency
summary section.

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56 PUBLIC Configuring Form Templates in Admin Center
Field or Option Description

Show expected competency rating The expected rating of competencies for the job role is shown
along with the actual rating. The option is useful to view the
gap between an employee's expected and actual performance.

 Note
If users add a competency to the form by role and the
competency has an expected rating, the expected rating is
displayed on the form along with the added competency. If
the competency is assigned to multiple roles with different
expected ratings, only the expected rating of the selected
role is displayed.

Include in overall performance summary section rating Ratings in this section are included in the calculation of the
performance rating in the performance potential summary
section.

Total Weight Target total weight for the competencies in this section

Include the ability to enter in a weight Users can edit the weight of each competency.

Display section in summary The rating and weight of competencies are shown in the sum­
mary section.

Show calculated section rating The calculated competency rating is shown in the summary
section.

Rating Scale The rating scale used in this section. If you've selected a rating
scale in General Settings, you don't need to select it again here.

Default Rating The label that is shown in the rating field if users haven't rated
on competencies

Choose an alternate label for the rating field The label of the official rating field

Related Information

Rating Behaviors [page 119]

Rating Options [page 50]
Action Permissions [page 75]

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Configuring Form Templates in Admin Center PUBLIC 57
5.3.2.1 Enabling Capability Picker to Add Competencies

If Job Profile Builder is enabled in your instance and data migration to Job Profile Builder is successful, you can
enable the Capability Picker for users to add competencies to Performance Management forms.

Prerequisites

• You have selected JDM v2.0/Skills Management and migrated Families/Roles/Competencies from JDM 1.0 in
Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

• The permission of Performance Management Feature Settings under Manage System Properties is granted.

Context

The Capability Picker retains the features of the Competency Picker, for example,

• If you configure specific competency categories in the form template, only the competencies from those
categories are shown.
• If you use behaviors, only the competencies that have behaviors are shown.

Compared to the Competency Picker, the Capability Picker allows users to select competencies by competency
libraries or job roles in a hierarchy structure and to search for the competencies using keywords.

Procedure

1. In Admin Center, go to Performance Management Feature Settings.

2. Select Enable Capability Picker.
3. Choose Save.

Results

Users can use the Capability Picker to add competencies to forms.

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5.3.3 Summary Section

The summary section displays the calculated form rating that is based on the ratings from goal and competency
sections. You can also enable manual rating, which is the official rating of the form when enabled.

The summary section also displays summarized information from all other sections in one central place. It displays
a list of goals and competencies with their official rating and weight.

Learn about the fields and options that you can configure and select for the summary section in the following table.

Field or Option Description

Section Name The name of the section that is shown on the form

Section Description The description of the section that is shown on the form

Allow manual rating Users can manually give the overall form rating to override the
calculated form rating.

 Note
There is only one manual rating field, and anyone who has
permission for it can update the rating. For customers who
want employees to manually give an additional overall
form rating, they may need to create a custom section that
includes a custom field for employees to record the rating.

Weights The weight of each goal and competency section for the calcu­
lated form rating. You can choose Weight Section Equally or
manually enter weights for different sections, which should
add up to 100%.

Allow Override of Unrated Manual Rating With the manual rating enabled, this option allows the calcu­
lated rating to overwrite the unrated manual rating when the
form is sent to the next step.

Show Section Comment Users can enter comments in this section.

Enable "Enforce Maximum Overall Score" With the manual rating enabled, this option sets the maximum
overall score that can be given based on the ratings at the goal
or competency level. See Configuring Enforce Maximum Over­
all Score for more information.

Default Rating The label that is shown in the rating field if users haven't rated

Choose an alternate label for the rating field The label of the official rating field

Unable to Rate The label of a special rating on the rating scale, for example,
Too New to Rate. Performance reviewers can select this rating
when they think it's too early to give a regular rating for an em­
ployee.

If you already configured this field in General Settings, you

don't need to configure it again here.

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  Note

The rating scale used in the summary section is set in Manage Templates General Settings .

Related Information

Configuring Enforce Maximum Overall Score [page 60]

5.3.3.1 Configuring Enforce Maximum Overall Score

When you configure Enforce Maximum Overall Score (EMOS), you set limitations on the rating that a specified role
can give to an employee.

Context

EMOS, also known as "Fail one, fail all", allows you to set a maximum possible overall score to be selected by the
rater, based on the ratings at the goal or competency level. The rater can't give a score that is higher than you set.

Procedure

1. In Admin Center, go to Manage Templates.

2. Open a form template and select the summary section.
3. Select Allow manual rating.
4. Choose Show advanced options and select Enable "Enforce Maximum Overall Score".
5. Choose Configure "Enforce Maximum Overall Score". Click to modify at the bottom of the page.

The "Enforce Maximum Overall Score" Configuration dialog box pops up.
6. Specify the parameters in the dialog box.

For example, you can select manager as the role for whom EMOS configuration will be applied. Goal ratings are
"Needs Development" or below and competency ratings are "Unsatisfactory" or below, and the maximum
overall score that manager can give is "Meets Expectations".
7. Choose Done and save the template.
When EMOS is configured, only the available ratings are shown on the rating scale.

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5.3.4 Goal Competency Summary Section

The goal competency summary section calculates the OCOC rating, overall goal rating, and overall competency
rating, and allows users to edit the last two ratings.

• OCOC rating: The overall calculated goal and competency rating. It is the overall form rating if no summary
section or performance potential summary section is used. If the overall goal rating or overall competency
rating can be edited, the OCOC rating is calculated based on the manual rating.
• Overall goal rating: An aggregate of ratings from the goal sections on the form.
• Overall competency rating: An aggregate of ratings from the competency sections on the form.

The section can be configured to show a chart of goal and competency ratings. The overall goal rating and overall
competency rating of an employee determine the quadrant in which the employee falls.

Use

We recommend that customers use the goal competency summary section on the form if they want to use the
overall goal rating and overall competency rating in other modules, for example:

• Matrix Grid Report of How vs What in Succession Management

• Overall Competency and Overall Goal blocks in People Profile

 Tip

If you don't configure the goal competency summary section, you can export the overall goal rating and overall
competency rating and import them to the other modules accordingly.

 Note

To use the goal competency summary section, make sure that X and Y axes are configured as Competency and
Objective in Matrix Grid Reports: How vs. What.

Configuration

Learn about the fields and options that you can configure and select for the goal competency summary section in
the following table.

 Recommendation

We recommend that you use the XML template to configure the goal competency summary section. See Goal
Competency Summary Section (objcomp-summary-sect) for more information.

Field or Option Description

Section Name The name of the section that is shown on the form

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Field or Option Description

Description The description of the section that is shown on the form

Show Section Comment Comment for the section is enabled.

Calculate overall competency rating Calculated Form Rating for competencies is enabled. It is the
field for the calculated rating.

 Note
Because the overall competency rating is calculated based
on the ratings from the competency sections, Include in
overall Competency rating calculation needs to be selected
in the competency sections.

Allow overall competency rating to be edited Overall Form Rating for competencies is enabled. It is the field
for the manual rating. Users can manually give the overall com­
petency rating.

The rating scale used is configured in Matrix Grid Rating

Scales. See Configuring Matrix Grid Rating Scales for more in­
formation.

Calculate overall objective rating Calculated Form Rating for goals is enabled. It is the field for
the calculated rating.

 Note
Because the overall goal rating is calculated based on the
ratings from the goal sections, Include in overall Goal rating
calculation needs to be selected in the goal sections.

Allow overall objective rating to be edited Overall Form Rating for goals is enabled. It is the field for the
manual rating. Users can manually give the overall goal rating.

The rating scale used is configured in Matrix Grid Rating

Scales. See Configuring Matrix Grid Rating Scales for more in­
formation.

Show overall objective / competency rating OCOC Rating is enabled.

Display the overall objective / competency matrix A chart of goal and competency ratings is enabled.

Overall Rating Display Order Only the manual-calc option is supported. The manual rating is
always shown above the calculated rating.

Section Display Order • comp-obj: Competency sections are shown above goal
sections.
• obj-comp: Goal sections are shown above competency
sections

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Related Information

Goal Competency Summary Section (objcomp-summary-sect) [page 125]

5.3.4.1 Configuring Matrix Grid Rating Scales

Configure the rating scales for the overall goal rating, overall competency rating, performance rating, and potential
rating, so that they can be used when users manually give those ratings.

Prerequisites

For customers who don't have a Succession Planning license or don't enable the module, make sure that the
following prerequisites are met.

1. Matrix Grid Report (9-Box) in Provisioning is selected.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

2. The permission of Matrix Grid Rating Scales under Manage Succession is granted.

Context

If you change a rating scale that in-progress forms are using, the rating scale on the forms is updated.

Procedure

1. In Admin Center, go to Matrix Grid Rating Scales.

2. Select any of the following rating scales and choose Edit.

• Performance
• Potential
• Competency
• Objective
3. Select a scale size from 1 to 20 and choose Set.
4. Enter a description for each value.

The rating value and description are shown together on the form.

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5. Choose Save Changes.

5.3.5 Performance Potential Summary Section

The performance potential summary section allows users to manually give the performance rating and potential
rating.

Use

The section can be configured to show a chart of performance and potential ratings. The performance rating and
potential rating of an employee determine the quadrant in which the employee falls. If users can edit both
performance and potential ratings, they can drag employee names from one block on the chart to another in order
to change performance and potential ratings.

Users have the following options to include additional employees on the chart.

• All employees assessed: Displays employees (Employee role) who have a form required as follows:
• The form should be created from the same template as the current form.
• The current user should be a defined role in the route map of the form.
Forms that have been completed within the last 60 days are included.

 Note

With this option, if a manager also has a form created from the same form template, they can see
themselves on the chart based on the ratings given by their manager. To prevent this, you can set a filter for
this option. See Setting Filters for Display Options for more information.

• My direct reports: Displays users' direct reports who have a form required as follows:
• The form should be created from the same template as the current form.
• The current user should be a defined role in the route map of the form.
Forms that have been completed within the last 60 days are included. If you've set filters for the previous
option, this option doesn't work.

 Note

Selected options remain effective the next time users open any Performance Management forms with the chart
configured.

Configuration

Learn about the fields and options that you can configure and select for the performance potential summary
section in the following table.

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Field or Option Description

Section Name The name of the section that is shown on the form

Section Description The description of the section that is shown on the form

Show Section Comment Users can enter comments in this section.

Allow overall performance rating to be edited Users can manually give the performance rating. The rating
scale used is configured in Matrix Grid Rating Scales. See Con­
figuring Matrix Grid Rating Scales for more information.

Allow overall potential rating to be edited Users can manually give the potential rating. The rating scale
used is configured in Matrix Grid Rating Scales. See Configur-
ing Matrix Grid Rating Scales for more information.

Display the overall performance-potential matrix A chart of performance and potential ratings is enabled.

Section Display Order • Performance section/Potential section: The performance

rating is shown above the potential rating.
• Potential section/Performance section: The potential rat­
ing is shown above the performance rating.

Notes

Please note the following impacts when you use the performance potential summary section.

• Overall Form Rating

A form can be configured with both the performance potential summary section and summary section. The
performance rating in the performance potential summary section is used as the overall form rating. The rating
is also used for reporting and other modules, for example, calibration sessions. If you disable the performance
rating in the performance potential summary section, the overall form rating is not available.

 Recommendation

In case that users give a manual rating in the summary section, we recommend that rating scales should be
consistent in both sections, including the Unrated and Too New to Rate configurations. So, the rating in the
performance potential summary section is updated automatically.

• Section Weights of Goal and Competency Sections

When the performance potential summary section is used, section weights are not displayed beside the name
of goal and competency sections. This is because the performance rating is not calculated based on the rating
and weight of goals and competencies, but by the rating from this section.
• Ad Hoc Reports
• If both performance potential summary section and summary section are configured, only section
comments are stored in the summary section of ad hoc reports.
• If the performance potential summary section is not configured, both overall form rating and section
comments are stored in the summary section of ad hoc reports.

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Related Information

Configuring Matrix Grid Rating Scales [page 63]

5.3.6 Customized Weighted Rating Section

The Customized Weighted Rating section shows the calculation details that arrive at the calculated rating, including
route steps, roles in each step and their names, ratings, and weights configured in business rules.

Use

 Caution

If you want to continue to use the form templates created in 1H 2020, you must configure the rating scale for
the Customized Weighted Rating section in Manage Templates. This configuration is required so that you can
launch forms based on the configured form templates. For the forms launched in 1H 2020, the rating scale for
the Customized Weighted Rating section inherits the same rating scale as used in 1H 2020.

The Customized Weighted Rating section supports two overall scores: the calculated rating and the manual rating.
The calculated rating is calculated based on the ratings given by roles in a route map and the weights configured in
business rules. The calculation can be triggered at a certain step. The manual rating is the official rating when both
the calculated rating and the manual rating are available. If there’s only a calculated rating, this rating becomes the
official rating.

 Note

If the manual rating is enabled, the manual rating is defaulted to Unrated. However, if you select Allow Override
of Unrated Manual Rating, the calculated rating will override the unrated manual rating when the form is sent to
the next step. In this case, the calculated rating is rounded to a label that applies to the rating scale score for
the section. Therefore, if you want to use the manual rating as the official rating, you always need to rate the
manual rating after it’s enabled.

When the Customized Weighted Rating section provides a calculated rating at the step after the business rules are
triggered, the rating takes priority over the overall ratings in the Summary section, the Objective Competency
Summary section, and the Performance Potential Summary section.

The following table explains the information listed in the Previous Ratings table:

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Field Description

Rating The rating that the role gives.

 Note
If the rating scale that applies to the overall form rating is
different from that mapped to the Customized Weighted
Rating section, the overall form rating is normalized to the
rating scale for the Customized Weighted Rating section.

To know how the rating is shown, see the description of Hide

numeric rating values (only show text labels) in the table of the
Configuration section.

Name The name of the role who gives the rating.

Role The role who gives the rating.

Route Step The route step at which the role gives the rating.

Weight The weight configured for each role in business rules.

In the En Route folder, the login role's rating and the ratings given by other roles in previous steps are listed in the
Previous Ratings table. After the form goes to the Completed folder, the login role can get a complete view of the
ratings that are given by all roles in the Previous Ratings table.

Configuration

Learn about the fields and options that you can configure and select for the Customized Weighted Rating section in
the following table.

Field or Option Description

Unable to Rate The label of a special rating on the rating scale, for example,
Too New to Rate. Performance reviewers can select this rating
when they think it's too early to give a regular rating for an em­
ployee.

Allow manual rating If selected, allow users to manually override the calculated rat­
ing on the form. All reporting of employees' scores rely on the
manual rating instead of the calculated rating.

Allow Override of Unrated Manual Rating If a manual rating is enabled, select this option to allow the cal­
culated rating to override the unrated manual rating when the
form is sent to the next step.

Rating Scale Select a rating scale applicable to the section.

 Note
After you've added the section, its rating scale inherits the
form's rating scale. You can select a different rating scale
for the section.

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Field or Option Description

Hide numeric rating values (only show text labels) If a rating's numeric value is mapped to a certain label for the
manual rating's rating scale scores of the section,

• If the option is selected, a rating appears as the label.

• If the option isn't selected, the label is shown next to a rat­
ing's numeric value.

If a rating's numeric value can't be mapped to a certain label, a

rating is shown as its numeric value, whether you select this
option or not.

Section permissions Configure the section permissions for roles and route steps.

Field permissions Configure the field permissions with Calculated Rating and
Manual Rating.

Limitations

• In the Team Overview page, the overall rating in the Customized Weighted Rating section isn't shown.

Related Information

Scenarios with Overall Customized Weighted Rating Calculation [page 231]

5.4 Configuring Form Permissions

By default, all roles in all steps are granted with all form permissions, including permissions for buttons, tabs,
sections, actions, and fields. You can configure the form template to allow a role to have or not to have a specific
permission in a specific step.

Procedure

1. In Admin Center, go to Manage Templates.

2. Open a form template.

• To configure button permissions and tab permissions, choose General Settings.

• To configure section permissions, action permissions, and field permissions, choose Edit Fields and
Sections and select a form section.

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3. Select one of the following options to configure your desired permissions.

Option Description

0 Button Permission(s) defined. Click to modify. For configuring the permission for buttons and pods on the
form. For more information, see the Button Permissions
topic.

0 Other's Rating Tab Permission(s) defined. Click to mod­ For configuring the permission for the Ratings from Others
ify. tab on the form. For more information, see the Tab Permis­
sions topic.

0 Section Permission(s) defined. Click to modify. For configuring the permission for sections on the form. For
more information, see the Section Permissions topic.

0 Action Permission(s) defined. Click to modify. For configuring the permission for actions on the form. For
more information, see the Action Permissions topic.

0 Field Permission(s) defined. Click to modify. For configuring the permission for fields on the form. For
more information, see the Field Permissions topic.

The configuration dialog box appears.

4. Choose Add Another and configure the following fields.

Field Description

Type The type of different form permissions varies. For more in­
formation on the available types of each permission, see the
related topics of the permissions.

Roles • All: You grant the defined permission to all roles.

• Selected: You grant the defined permission to the roles
you selected.
• Custom: You grant the defined permission to the cus­
tom roles you entered.

Route Steps • All: You grant the defined permission to specific roles in
all steps.
• Selected: You grant the defined permission to specific
roles in the steps you selected.

Buttons For button permissions only. For more information on the

options, see the Button Permissions topic.

Actions For action permissions only. For more information on the op­
tions, see the Action Permissions topic.

Add Field For field permissions only. For more information on the op­
tions, see the Field Permissions topic.

5. Repeat Step 4 to define more permissions as necessary.

 Note

The permission that you configured first is overridden by the permission that you configured last.

 Recommendation

If you want to grant permissions to some roles, define the none permission to all roles in all steps first, and
then grant permissions to the desired roles.

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 If you want to grant access to a field when the form is completed, grant the read permission in all steps
first, and then either grant the write permission or hide the field in particular steps.

6. Choose Done in the dialog box and choose Save on the page.

5.4.1 Button Permissions

Learn about the button permission type and the permission-configurable buttons and pods on the Performance
Management form.

Permission Type

Permission XML Value Description

None none The button or pod is disabled on the

form.

Enabled enabled The button or pod is enabled on the

form.

The permission type only applies to permitted roles in some or all steps.

Button List

Button XML Value Description Note

Reject reject Used to send the form from a

signature step to the last mod­
ify step.

Finalize Form send Used to send the form to the To configure this button,
next step.
Disable Send button shouldn't
be selected in Form Template
Settings.

Sign sign Used to sign the form in a sig­

nature step.

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Button XML Value Description Note

Send to Previous Step send-back Used to send the form to the To configure this button,
previous step.
• Enable form routing to
previous step should be
selected in Form
Template Settings.
• Enable Previous Step
Button should be selected

in Manage Templates

General Settings .

Delete Form delete Used to delete the form from To configure this button,
the instance.
• Disable Form button
shouldn't be selected in
Form Template Settings.
• Enable Delete Button
should be selected in

Manage Templates

General Settings .

Get Comments get-comments When you enable the Get

Feedback feature, the buttons
Get Edits get-edits are used to send the form to
selected users for ratings and
comments. For more informa­
tion, see the Get Feedback
topic in Related Information.

Add Modifier add-modifier Used to add users to edit the You can configure the permis­
form. For more information, sion for these buttons only in
see Add Modifier. an XML form template.

Add Signer add-signer Used to add users to sign the

form and remove the added
Remove Signer
signers respectively. For more
information, see Add Signer
and Remove Signer.

Pod List

Pod XML Value More Information

Overall Score overall-score-pod Overall Score Pod [page 173]

Incomplete Items incomplete-items-pod Incomplete Items Pod [page 174]

Team Ranker team-rank-pod Team Ranker Pod [page 174]

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Pod XML Value More Information

Supporting Information supporting-information-pod Supporting Information Pod [page 174]

Gap Analysis gap-analysis-pod Gap Analysis Pod [page 175]

Button Prioritization

To optimize user experience, a maximum of five buttons are shown at the bottom of the form. Except Save and
Close and Cancel, which are always visible, other buttons are shown based on your selection and the predefined
prioritization order.

If you enable no more than three buttons, all the buttons are shown. If you enable more than three buttons,
according to the following prioritization, some buttons are shown and others are included in the More Actions
button.

1. Finalize Form / Sign / Confirm 1:1 (Only one of the buttons is shown at a time)
2. Reject
3. Send to [username] (For iterative steps only)
4. Get Feedback / Recall Feedback
5. Send to Previous Step
6. Add Modifier
7. Add Signer

 Example

If you enable Finalize Form, Get Feedback, and Add Signer, three buttons are shown along with Save and Close
and Cancel.

If you enable one more button Add Modifier, Add Modifier and Add Signer are included in More Actions, which is
shown along with other four buttons.

Related Information

Get Feedback [page 204]

Add Modifier [page 165]
Add Signer and Remove Signer [page 166]

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5.4.2 Tab Permissions

Learn about the tab permission type and the permission-configurable tabs on the Performance Management form.

Permission Type

Permission XML Value Description

None none The tab is disabled on the form.

Enabled enabled The tab is enabled on the form.

The permission type only applies to permitted roles in some or all steps.

Tab List

Section Tab XML Value Description Note

Goal Ratings from Others • To configure the Used to show other You can configure the
users' ratings.
permission in the permission for this tab
Competency
meta section: in Manage Templates or
<others- an XML form template.
ratingtab-
permission>
• To configure the
permission in a
specific section:
others-rating

Goal Goal Details goal-details Used to show goal de­ You can configure the
tails from Goal Manage­ permission for these
ment. tabs only in an XML
form template.
Other Details other-details Used to show other de­
tails of goals.

Achievements achievements Used to show the ach­

ievements associated
with goals from Per­
formance Management.

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Section Tab XML Value Description Note

Learning Activities learning- Used to show the learn­

activities ing activities associated
with development goals
from Career Develop­
ment Planning. This tab
is only applicable to de­
velopment goal sec­
tions.

Competency Last Rating last-review- Used to show the last

rating competency rating.

5.4.3 Section Permissions

Learn about the section permission type and the permission-configurable sections on the Performance
Management form.

Permission Type

Permission XML Value Description

Hidden hidden Users can't view the section.

Disabled disabled Users can view the section, but can't edit
it.

Enabled enabled Users can view and edit the section.

The permission type only applies to permitted roles in some or all steps.

Section List

Section Permission-Configurable

Introduction Yes

Review Dates Yes

Employee Information Yes

Goal Yes

Competency Yes

Summary Yes

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Section Permission-Configurable

Goal Competency Summary Yes

Performance Potential Summary Yes

Customized Weighted Rating Yes

Signature Yes

Mid Year Yes

Custom Yes

Additional Comments No

5.4.4 Action Permissions

Learn about the action permission type and the permission-configurable actions on the Performance Management
form.

Permission Type

Permission XML Value Description

None none Users can't add goals, remove goals, add

competencies, or remove competencies.

Enabled enabled Users can add goals, remove goals, add

competencies, or remove competencies.

The permission type only applies to permitted roles in some or all steps.

Action List

Section Action XML Value Description Note

Goal Add Item add-item Users choose Add Goal To configure these ac­
to add goals to the goal
tions, Allow users to
section.
add/remove Goals
Remove Item remove-item Users choose  (Delete within the section
Goal) to remove goals should be selected in
from the goal section.
Manage Templates

Goal Section .

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Section Action XML Value Description Note

Competency Add Item add-item Users choose Add To configure these ac­
Competency to add
tions, Allow users to add
competencies to the
competencies should be
competency section.
selected in Manage
Remove Item remove-item Users choose  (Delete
Competency) to remove Templates
competencies from the Competency Section .
competency section.

5.4.5 Field Permissions

Learn about the field permission type and the permission-configurable fields on the Performance Management
form.

Permission Type

Permission XML Value Description

None none Users can't view the field.

Read read Users can view the field, but can't edit it.

Write write Users can view and edit the field.

 Note
For all calculated rating fields, the
write permission is regarded as the
read permission.

The permission type only applies to permitted roles in some or all steps.

Field List

Section Field XML Value Description Note

Goal Item Rating item-rating The official rating field

of a goal or competency
Competency
Unofficial User Rating item-cmt-rating The unofficial rating To configure this field,
field of a goal or compe­ you should use Rating
tency Option 1 or 2.

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Section Field XML Value Description Note

Item Weight item-weight The weight field of a To configure this field,

goal or competency. Include the ability to
With the write permis­ enter in a weight should
sion, users can choose be selected in
 (Edit Weight) next to Manage Templates
% of total score to edit Goal or Competency
the weight.
Section .

Section Weight sect-weight The weight field of the To configure this field,
goal section or compe­
tency section. With the
• Show section

write permission, users weights and Do not

can choose  (Edit lock down section

Weight) next to % of weights should be
total score in the sum­ selected in Form
mary section or goal Template
competency summary Administration in
section to edit the
Provisioning.
weight.
• For the goal sec­
tion: Display
section in summary
and Display in Goal
section should be
selected in

Manage

Templates Goal

Section .
• For the compe­
tency section:
Display Section in
Summary and
Display in
Competency
section should be
selected in

Manage

Templates
Competency

Section .

Item Comments item-comments The comment field of a To configure this field,

goal or competency Include a comment for
each item should be se­
lected in Manage
Templates Goal or
Competency Section .

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Section Field XML Value Description Note

Subject Rating subject-item- The rating field of a goal To configure this field,
rating or competency for the you should use Rating
form subject Option 3.

Section Comments section-comments The comment field of To configure this field,

the goal section or com­ Include an Overall
petency section Comment should be se­
lected in Manage
 Note
Templates Goal or
For the permission Competency Section .
of section com­
ments, apart from
defining type, roles,
and route steps,
you also need to se­
lect the owner roles
who provide the
comments. There­
fore, you define
whose section
comments the per­
mitted roles can
read or edit.

Item Group item-group The goal or competency You can configure the
group permission for these
fields only in an XML
Expected Rating expected-item- The expected rating
form template.
rating field of competencies.
Only available in the
competency section.

Summary Section Comments section-comments The comment field of To configure this field,
the summary section Show Section Comment
should be selected in
Manage Templates
Summary Section .

Manual Overall Rating manual-overall- The rating field in the To configure this field,
rating summary section where Allow manual rating
users give the overall should be selected in
form rating. Manage Templates
Summary Section .

Calculated Overall Rat­ calculated- The rating field in the

ing overall-rating summary section where
the calculated overall
form rating is shown

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78 PUBLIC Configuring Form Templates in Admin Center
Section Field XML Value Description Note

Goal Competency Sum­ Section Comments section-comments The comment field of To configure this field,
mary the goal competency Show Section Comment
summary section should be selected in
Manage Templates
Goal Competency
Summary Section .

Competency Manual comp-manual- The rating field in the To configure this field,
Overall Rating overall-rating goal competency sum­ Allow overall
mary section where competency rating to be
users give the overall edited should be se­
competency rating lected in Manage
Templates Goal
Competency Summary
Section .

Objective Manual Over­ obj-manual- The rating field in the To configure this field,
all Rating overall-rating goal competency sum­ Allow overall objective
mary section where rating to be edited
users give the overall should be selected in
goal rating Manage Templates
Goal Competency
Summary Section .

Calculated Overall comp-calculated- The field in the goal You can configure the
Competency Rating overall-rating competency summary permission for these
section where the cal­ fields only in an XML
culated overall compe­ form template.
tency rating is shown

Calculated Overall Goal obj-calculated- The field in the goal

Rating overall-rating competency summary
section where the cal­
culated overall goal rat­
ing is shown

Performance Potential Manual Performance manual- The rating field in the To configure this field,
Summary Rating performance- performance potential Allow overall
rating summary section where performance rating to
users give the perform­ be edited should be se­
ance rating lected in Manage
Templates
Performance Potential
Summary Section .

Manual Potential Rating manual- The rating field in the To configure this field,
potential-rating performance potential Allow overall potential
summary section where rating to be edited
users give the potential should be selected in
rating Manage Templates
Performance Potential
Summary Section .

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Configuring Form Templates in Admin Center PUBLIC 79
Section Field XML Value Description Note

Customized Weighted Manual Rating cwr-manual- The rating field in the To configure this field,
Rating rating customized weighted Allow manual rating
rating section where should be selected in
users give the overall Manage Templates
form rating Customized Weighted
Rating Section .

Calculated Rating cwr-calculated- The rating field in the

rating customized weighted
rating section where the
calculated overall form
rating is shown

Custom Section Comments section-comments The comment field of To configure this field,
the custom section Show Section
Comments should be
selected in Manage
Templates Custom
Section .

5.5 Configuring Required Fields

Configure required fields in a specific step to require users to complete the fields before they send the form to the
next step.

Prerequisites

Version 10 UI is enabled in Provisioning.

 Note

In case that Version 10 UI isn't enabled but Version 12 UI framework (Revolution) and Version 11 UI framework
(ULTRA) are enabled, please disable the V12 and V11 options first and then enable the V10, V11, and V12 options
in sequence. It makes sure that required fields take effect as configured. For more information, refer to KBA
2371651 .

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

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80 PUBLIC Configuring Form Templates in Admin Center
Procedure

1. In Admin Center, go to Manage Templates and open a form template.

2. Choose Edit Fields and Sections and select a section in which you want to configure required fields.
3. Choose Show advanced options and 0 Required Field Permission(s) defined. Click to modify.

The Required Field Permissions dialog box appears.

4. Choose Add Another to configure the actions, roles, and steps for the required fields to take effect.

Field Description

Send Action Users must complete the required fields before they can
take the following actions:
• Next Step: Send the form to the next step
• Sign: Sign the form

 Note
To make required field configuration take effect when
users send the form to another user in an iterative step,
you need to configure the send action in XML template.

Roles The following roles must complete the required fields:

• All: All roles
• Selected: The roles you selected
• Custom: The custom roles you entered

Route Steps Users must complete the required fields in a specific step or
all steps:
• All: All steps
• Selected: The steps you selected

5. Choose Add Field and select at least one field.

Section Field

Goal Item Rating

Competency Unofficial User Rating

Item Weight

Section Weight

Item Comments

 Note
If you select the Item Comments or Section Comments
field, you can set a minimum character limit and a maxi­
mum character limit in Minimum Value and Maximum
Value respectively. The default value is -1. Please enter a
positive number for the minimum value.

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Configuring Form Templates in Admin Center PUBLIC 81
 Section Field

Subject Rating

Section Comments

Summary Section Section Comments

Manual Overall Rating

Goal Competency Summary Section Section Comments

Competency Manual Overall Rating

Objective Manual Overall Rating

Performance Potential Summary Manual Performance Rating

Manual Potential Rating

Signature Section Comments

Custom  Note
To configure this field in the signature section, Include

comment should be selected in Manage Templates

Signature Section .

 Note

You can set multiple fields as required fields with the same configuration by choosing Add Field.

For more information on the description of the fields listed above, see Field Permissions in Related
Information.

6. Repeat Steps 4 and 5 to configure more required fields in a section as necessary.

7. Choose Done in the dialog box and choose Save on the page.

Results

The required fields will appear with a red asterisk (*) on the form.

Related Information

Configuring Required Fields in XML Template [page 144]

Field Permissions [page 76]

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82 PUBLIC Configuring Form Templates in Admin Center
5.6 Configuring Custom Fields

Configure custom fields in a goal section, competency section, and custom section according to your business
needs.

Context

You can configure the following custom field types:

• Label: A label in bold text

• Text: One-line text box
• Text area: Multiline text box that Legal Scan and Spell Check can be applied
• Date: A data type
• List: A dropdown list
• Integer: A data type
• Double: A data type
• Checkbox: A checkbox item

Custom fields are rendered vertically as stacked fields; they can't be shown side by side on the same line. In a
custom section, custom fields appear only once in the entire section. In a goal or competency section, custom
fields appear above the rating field of each goal or competency in the section.

Procedure

1. In Admin Center, go to Manage Templates and open a form template.

2. Choose Edit Fields and Sections and select a section in which you want to configure custom fields.
3. Choose Show advanced options and 0 Custom Element(s) defined. Click to modify.

The Custom Elements dialog box appears.

4. Choose Add Another and select a type of a custom field.

Depending on the selected type, you need different configurations. Refer to the following table for more
information.

Type Attribute Description

Label Name Enter the name of the label.

Text Minimum Value Enter the minimum number of charac­

ters allowed for the field.

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Configuring Form Templates in Admin Center PUBLIC 83
 Type Attribute Description

Maximum Value Enter the maximum number of charac­

ters allowed for the field.

Editable during mass creation of forms Select this option to allow editing the
field during mass creation of forms.

Name Enter the name of the field.

Value Enter the default value of the field.

Text area Minimum Value Enter the minimum number of charac­

ters allowed for the field.

Maximum Value Enter the maximum number of charac­

ters allowed for the field.

Writing Assistant Select this option to enable Writing As­

sistant in the field.

 Note
Writing Assistant only works for the
field in a competency section. It is
not available in a custom section.

Mime Type Not Applicable

 Note
The text format on forms is cen­
trally determined by form template
settings. To use Rich Text Editor,
make sure that Use Plain Text Only
for Comments shouldn't be se­
lected in Form Template Settings.

HTML is not supported in custom

fields.

Editable during mass creation of forms Select this option to allow editing the
field during mass creation of forms.

Name Enter the name of the field.

Value Enter the default value of the field.

Date Name Enter the name of the field.

Value Enter the default value of the field.

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84 PUBLIC Configuring Form Templates in Admin Center
 Type Attribute Description

List Name Enter the name of the field.

Custom Element's list's value type Select a value type for list options:
• Integer
• Text
• Date
• Double

Custom Element's list's default name Select the radio button to define the de­
fault list option.

 Recommendation
If you grant different access per­
missions to roles for the list field,
we recommend that you do not de­
fine the default list option. Leave
the Custom Element's list's default
name field blank and choose Add
Element to List to define list op­
tions.

Custom Element's list's default name Enter the name of the default list op­
tion.

Custom Element's list's default value Not Applicable

List Element's name Enter the name of the list option.

List Element's name Not Applicable

Integer Minimum Value Enter the minimum number allowed for

the field.
Double

Maximum Value Enter the maximum number allowed for

the field.

Name Enter the name of the field.

Value Enter the default value of the field.

Checkbox Editable during mass creation of forms Select the option to allow enabling or
disabling the checkbox during mass
creation of forms.

Name Enter the name of the checkbox.

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Configuring Form Templates in Admin Center PUBLIC 85
 Type Attribute Description

Custom Element's title Select the option to set the checkbox to

be selected by default.

 Note

Custom field names are in bold by default.

5. Choose Done in the dialog box and choose Save on the page.

5.7 Localizing Labels

Localize labels in the form template so that labels on forms can be shown in logged-in user's language.

Prerequisites

To localize labels in a language that uses characters not included in the Basic Latin character set, such as Bulgarian
and Romanian, make sure that Always use TTF Embedding for PDF is enabled in Provisioning. Otherwise, these
languages may not be correctly rendered in PDF output.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Admin Center, go to Manage Templates and open a form template.

2. Locate the label that you want to localize and choose Add More.

The Localize PM Template Label dialog box opens.

3. Follow the steps of one of the following two options.

• To localize labels from scratch

a. In Localize PM Template Label, choose Add Language.

b. Select a language and enter a text.
c. Choose Done in the dialog box and choose Save on the page.

A message key associated with your label and language configuration is generated.

• To use an existing message key

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86 PUBLIC Configuring Form Templates in Admin Center
 a. In Localize PM Template Label, choose Done, and save the template.
b. Go back to the label and choose Add More.
c. Enter the existing message key in Element Key and choose Check.

The label and language configuration associated with the message key appears.
d. Choose Use this message configuration, refresh.
e. Choose Done in the dialog box and choose Save on the page.

The label is updated with the existing language configuration.

5.7.1 Editing a Message Key

A message key is a random number generated in the system when you localize labels in the form template. When
you edit an existing message key, a new one is created and used.

Context

When a form template is saved as another template, the existing message keys generated in the original template
are copied to the new template. We recommend that you edit those message keys in the new template, so to
distinguish them between different templates. Therefore, when you update label and language configuration in one
template, other templates are not affected.

Procedure

1. In Admin Center, go to Manage Templates and open a form template.

2. Locate the label of which you want to edit the message key and choose Add More.

The Localize PM Template Label dialog box opens.

3. Edit the message key in Element Key and choose Check.
4. Choose Please click here to use this key to confirm that you want to apply the new message key.
5. Choose Done in the dialog box and choose Save on the page.

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Configuring Form Templates in Admin Center PUBLIC 87
5.7.2 Managing Form Label Translations

In Manage Form Label Translations, you can update form label translations, and view the count and name of form
templates where message keys are used .

Context

 Note

You can't update label translations for the forms that have already been launched.

Procedure

1. In Admin Center, go to Manage Form Label Translations.

2. Choose any of the following options based on your needs:

Option Description

Export Form Label Translations You can export all label translations or the label translations
associated with a particular template.

Import Form Label Translation File You can upload a CSV file based on the form label translation
template to update the label translations.

 Caution
The columns of languages that you don't use should be
deleted.

Make sure that Unicode (UTF-8) is selected in File

Encoding.

If you import a new message key, you also need to add the
message key to the XML template.

 Sample Code

<obj-sect-name
msgKey="PM_GoalSection_name"><!
[CDATA[Goals]]></obj-sect-name>

Form Label Translation Matrix You can use Label Key or Form Template Name to search for
message keys and view the count and name of templates
where these keys are used.

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88 PUBLIC Configuring Form Templates in Admin Center
6 Configuring Form Templates Using XML

When configuring form templates, you define form settings, for example, form title and description, associated
route map and rating scale, fields and sections, and form permissions. You can use an XML file to configure a form
template and upload it to Admin Center, or edit an existing form template in Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Uploading a Form Template [page 90]

Upload a new XML form template so that you can configure the template for performance reviews.

Editing a Form Template [page 93]

After you upload a form template, you can edit the template in Provisioning.

Meta Section (fm-meta) [page 94]

The meta section of a Performance Management form is not a section that can be shown on the form.
Instead, you can configure elements under <fm-meta> for form-level features, for example, rating scale,
scale adjusted calculation, and attachments.

Goal Section (obj-sect) [page 99]

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

Competency Section (competency-sect) [page 106]

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

Summary Section (summary-sect) [page 120]

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

Goal Competency Summary Section (objcomp-summary-sect) [page 125]

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

Performance Potential Summary Section (perfpot-summary-sect) [page 132]

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

Customized Weighted Rating Section (customized-weighted-rating-sect) [page 134]

The Customized Weighted Rating section displays the calculation details that arrive at the calculated form
rating and supports two overall scores: the calculated rating and the manual rating.

Miscellaneous Sections [page 137]

When you configure a miscellaneous form section, use the corresponding section element with a nested
<fm-sect> element.

Additional Form Section Configuration (fm-sect-config) [page 142]

You can use the <fm-sect-config> element to configure additional section-level features. You can find
the DTD definition and elements applicable to this element.

Implementing and Managing Performance Management

Configuring Form Templates Using XML PUBLIC 89
 Rating Scales (fm-sect-scale) [page 147]
Use this element to associate a rating scale with a goal section, competency section or summary section.

Custom Fields (fm-element) [page 152]

You can find the DTD definition, attributes, and elements applicable to custom fields.

Form Permissions in XML Template [page 157]

Learn about the form permissions for buttons, tabs, sections, actions, and fields in an XML form template.

6.1 Uploading a Form Template

Upload a new XML form template so that you can configure the template for performance reviews.

Procedure

1. In Admin Center, go to Form Template Settings.

The Managing Form Templates page opens.

2. Choose Upload New Form.
3. On the Managing Form Templates page, enter a name for your template, and browse for the form template XML
file.
4. Choose Upload Form Template.

A form template is uploaded.

Next Steps

Edit the sections and fields of the template or upload an updated template in Provisioning.

6.1.1 DTD for Form Templates

The Document Type Definition (DTD) file for Performance Management (sf-form.dtd) defines the structure and
all elements and attributes of the XML form template.

The most basic components of the DTD file for form templates are listed as follows.

<!ELEMENT sf-pmreview (userinfo-sect?, reviewinfo-sect?, introduction-sect?,

objective-sect*, competency-sect*,
custom-sect?, summary-sect?, signature-sect?, job-desc-sect?, objcomp-summary-
sect?, compensation-sect?)>

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90 PUBLIC Configuring Form Templates Using XML
Each element can contain other elements. Elements contained within an element are referred to as subelements.
The following symbols are used in the DTD file to indicate the number of subelements you can have within a given
element.

+ The subelement must appear at least once.

* The subelement can appear 0 or more times.

? The subelement can appear either 0 time or 1 time only.

No symbol The subelement must appear once and only once.

Elements can have attributes. The attributes are a list of options that affect the behavior of the element.

To access the latest DTD file, go to SAP Help Portal. Under Configuration, download DTD Files.

6.1.2 XML Example: Form Template

This is an XML form template. It consists of an introduction section, a goal section, a competency section, a
summary section, and a signature section.

<sf-form version-number="2" locale="en_US">

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-ceiling-
option>
<my-team-rater/>
</fm-meta>
<sf-pmreview show-weight="true" weight-lockdown="false" rate-by-adding-
values="false" overall-rating="true" no-calc="false">
<introduction-sect>
<fm-sect cmt-opt="1" split-cmt="false" mgt-only="false" index="0">
<fm-sect-name><![CDATA[Introduction]]></fm-sect-name>
<fm-sect-intro><![CDATA[Welcome to this year's performance appraisal
process. This process is designed to help you and your manager identify your
accomplishments and goal achievement during the year. At the end of this process,
you and your manager will also have the ability to begin the process of identifying
next year's goals and career development opportunities. If you have any questions
or concerns relating to this year's appraisal cycle, you can contact your manager,
your divisional HR representative or consult the Human Resources website.]]></fm-
sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<unrated-rating><![CDATA[Too New To Rate]]></unrated-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold><blind-spot-
threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
</fm-sect>
</introduction-sect>

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Configuring Form Templates Using XML PUBLIC 91
 <objective-sect cmt-opt="3" split-cmt="true" mgt-only="false" index="1" show-
calculated-section-rating="true" obj-edit="popup" ez-rater-expand-all="false" sect-
mode="normal" hide-addexistinggoals-btn="false" allow-draft-tgm-goals="false" max-
goals-allowed="2147483647" min-goals-required="-2147483648" auto-pop-
weights="false" in-objcomp-summ-overall-rating="false" in-objcomp-summ-
display="false" lock-item-weights="false" if-no-ratings-then-ignore-section="false"
use-milestone="false" no-group="false" in-overall-rating="false" in-summ-
display="true" rating-opt="3" summ-opt="0" no-weight="true" show-learning-activity-
competency="false" develop-goal="false" no-rate="true" use-jobcode="false"
configurable="true">
<obj-sect-name><![CDATA[Objectives]]></obj-sect-name>
<obj-sect-intro><![CDATA[Comment on and rate the individual's demonstration
of each of the objectives listed below.]]></obj-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<unrated-rating><![CDATA[Too New To Rate]]></unrated-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<sect-weight>50.0</sect-weight>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<obj-sect-type autosync="true"><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>3</obj-sect-plan-id>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</objective-sect>
<competency-sect cmt-opt="2" split-cmt="true" mgt-only="false" index="2" show-
calculated-section-rating="true" ez-rater-expand-all="false" sect-mode="normal" in-
objcomp-summ-overall-rating="false" in-objcomp-summ-display="false" lock-item-
weights="false" if-no-ratings-then-ignore-section="false" no-group="false" in-
overall-rating="true" in-summ-display="true" rating-opt="3" summ-opt="0" no-
weight="false" no-rate="false" use-jobcode="true" configurable="true" hide-
waca="false" lock-behavior-content="false" behavior-weighted="false" behavior-
expected-rating-format="0" show-behavior-expected-rating="false" comp-expected-
rating-format="0" show-comp-proficiency-level="false" show-comp-expected-
rating="false" use-behavior="false" behavior-mode-opt="0" behavior-cmt-opt="1"
behavior-rating-opt="1" suppress-item-comments="0" category-filter-opt="no-filter"
use-core-comp="false">
<comp-sect-name><![CDATA[Competencies]]></comp-sect-name>
<comp-sect-intro><![CDATA[Describe the individual's demonstration of each of
the competencies listed below. You can use the "Writing Assistant" to review sample
descriptions of behaviors and performance levels to help you describe the
employee's performance.]]></comp-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<unrated-rating><![CDATA[Too New To Rate]]></unrated-rating>
<weight-total><![CDATA[100.0]]></weight-total>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<sect-weight>50.0</sect-weight>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>

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92 PUBLIC Configuring Form Templates Using XML
 </competency-sect>
<summary-sect cmt-opt="0" split-cmt="false" mgt-only="false" index="4" rating-
opt="3" overall-rating-display-order="manual-calc" show-group-matrix="true" use-
adjusted-scale-for-section-header-rating="0" rating-mode="text" show-listing="true"
override-unrated="false" manual-rating="true">
<summary-sect-name><![CDATA[Overall Performance Summary and Additional
Comments]]></summary-sect-name>
<summary-sect-intro><![CDATA[Use this section to summarize the employee's
overall performance during the review period.]]></summary-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<unrated-rating><![CDATA[Too New to Rate]]></unrated-rating>
<weight-total><![CDATA[100.0]]></weight-total>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<item-weights>
<item-weight-floor>10.0</item-weight-floor>
<item-weight-ceiling>100.0</item-weight-ceiling>
</item-weights>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
</summary-sect>
<signature-sect>
<fm-sect cmt-opt="1" split-cmt="false" mgt-only="false" index="3">
<fm-sect-name><![CDATA[Signature Section]]></fm-sect-name>
<fm-sect-intro><![CDATA[Use this section to sign the document.]]></fm-sect-
intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<unrated-rating><![CDATA[Too New To Rate]]></unrated-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
</fm-sect>
</signature-sect>
</sf-pmreview>
</sf-form>

6.2 Editing a Form Template

After you upload a form template, you can edit the template in Provisioning.

Prerequisites

You have access to Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Implementing and Managing Performance Management

Configuring Form Templates Using XML PUBLIC 93
Context

You can also edit the template by downloading it from Admin Center Form Template Settings , editing it using
an XML editor, and uploading it to Provisioning.

Procedure

1. In Provisioning, select a company.

2. Choose Form Template Administration.
3. Select the form template you want to edit.
IDs of templates are numbered by the order they are uploaded. The Form type indicates it's a Performance
Management template.
4. You can choose either of the following ways to edit the form template:

• Choose Update by upload to upload the updated template.

• Make form-level or section-level changes on the page.

If you want to: Do this:

Add a new section In the Add New Section area,

1. Enter a name for the section.
2. Choose a section type.
3. Choose Add.

Reorder or delete existing sections In the Arrange Sections area, reorder the sections by se­
lecting a section and choosing Move Here, or delete un­
necessary sections.

Configure template settings In the Edit Form Attributes area, make changes and Save
Form.

Edit sections and fields In the Edit Sections area, make changes and Save Form.

6.3 Meta Section (fm-meta)

The meta section of a Performance Management form is not a section that can be shown on the form. Instead, you
can configure elements under <fm-meta> for form-level features, for example, rating scale, scale adjusted
calculation, and attachments.

For more information on all available elements, refer to the DTD file.

Configuring Permissions for Attachments [page 95]

Users can manage attachments in the Supporting Information pod on Performance Management forms.
You can configure permissions for attachments according to customer's business needs.

Configuring Permissions to Mass Route Forms [page 96]

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94 PUBLIC Configuring Form Templates Using XML
 Users with certain role-based permissions can mass route forms. You can further configure permissions in
an XML form template, for example, to allow users to mass route forms only in a specific step.

Configuring Character Limits for Text Area Fields [page 98]

You can configure character limits and a character limit bar for section comments, item comments, and
custom text area fields to alert users when the configured character limits are reached.

6.3.1 Configuring Permissions for Attachments

Users can manage attachments in the Supporting Information pod on Performance Management forms. You can
configure permissions for attachments according to customer's business needs.

Prerequisites

Enable attachments is selected in Form Template Settings.

Procedure

1. In an XML form template, add the <attachment-permission> element under <fm-meta>.

2. Specify the permission type and action.

Attribute or Subelement Description

type • none: Attachments are not shown to users.

• enabled: Used to enable the read or edit action, or
both.

<attach-action> • read: Users can view all attachments, but can only add
and edit their own attachments.
• edit: In addition to the read action, users can edit and
delete all attachments.

In this example, employees have the edit permission and managers have the read permission to attachments,
while all other users can't view attachments.

 Sample Code

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>

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Configuring Form Templates Using XML PUBLIC 95
 <scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-
ceiling-option>
<attachment-permission type="none">
<role-name>*</role-name>
<attach-action refid="read"/>
<attach-action refid="edit"/>
</attachment-permission>
<attachment-permission type="enabled">
<role-name>E</role-name>
<attach-action refid="edit"/>
</attachment-permission>
<attachment-permission type="enabled">
<role-name>EM</role-name>
<attach-action refid="read"/>
</attachment-permission>
</fm-meta>

Related Information

Supporting Information Pod [page 174]

6.3.2 Configuring Permissions to Mass Route Forms

Users with certain role-based permissions can mass route forms. You can further configure permissions in an XML
form template, for example, to allow users to mass route forms only in a specific step.

Prerequisites

Users are granted with the permissions of Mass Route Document Forward and Mass Route Document Backward
under Manage Documents.

Context

 Note

The permissions that you configure will not apply to in-progress forms.

Implementing and Managing Performance Management

96 PUBLIC Configuring Form Templates Using XML
Procedure

1. In an XML form template, add the <mass-route-permission> element under <fm-meta>.

2. Specify the permission type, validation setting, role name, and route step accordingly.

Attribute or Subelement Description

type none or enabled

validation true or false

 Recommendation
We recommend that you set this attribute to true so
that forms should pass validation before being routed to
avoid data issues for other modules.

<role-name> Role value. Example: E, EM

<route-step> Step ID

In this example, only managers can mass route forms in a collaboration step and the forms should pass
validation before being routed.

 Sample Code

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-
ceiling-option>
<mass-route-permission type="none" validation="false">
<role-name>*</role-name>
<route-step stepid="*"/>
</mass-route-permission>
<mass-route-permission type="enabled" validation="true">
<role-name>EM</role-name>
<route-step stepid="CStep"/>
</mass-route-permission>
</fm-meta>

Implementing and Managing Performance Management

Configuring Form Templates Using XML PUBLIC 97
6.3.3 Configuring Character Limits for Text Area Fields

You can configure character limits and a character limit bar for section comments, item comments, and custom
text area fields to alert users when the configured character limits are reached.

Context

The default maximum limit is 4,000 characters. If users enter more than that, a warning message is displayed and
the excess characters are truncated. You can also customize the limit by section.

Additionally, when 75% of the default or customized limit is used in comment fields, a character limit bar is
displayed on the bottom-right of the fields. By hovering the mouse over the bar, users can view the number of
characters allowed before the limit is reached.

The configuration can be applied to goal section, competency section, summary section, goal competency
summary section, performance potential summary section, signature section, and custom section.

 Note

When Stack Ranker is enabled, section comments and item comments in the competency section allow a
maximum of 4,000 characters. A warning message is displayed when users exceed the limit.

Table reports only support 4,000 characters at maximum for text area fields. If a text area field is configured to
have more than 4,000 characters, only the first 4,000 characters are shown on a report.

Procedure

1. In an XML form template, add the <meta-enforce-rte-limit> and <meta-enforce-plain-text-

length-limit> elements under <fm-meta> and set the value to true.

This is the configuration for the default 4,000-character limit.

 Sample Code

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-enforce-rte-limit>true</meta-enforce-rte-limit>
<meta-enforce-plain-text-length-limit>true</meta-enforce-plain-text-length-
limit>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
</fm-meta>

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98 PUBLIC Configuring Form Templates Using XML
2. To customize the character limit by section, set the cmt-max-limit attribute to a number greater than -1 in a
specific section.

Next Steps

You can also configure the character limits by the minimum value and maximum value of required fields. If the
maximum value of required fields is less than 4,000, this value will prevail the cmt-max-limit configuration.

Related Information

Configuring Required Fields [page 80]

Configuring Required Fields in XML Template [page 144]

6.4 Goal Section (obj-sect)

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

DTD Definition

<!ELEMENT objective-sect (obj-sect-name?, obj-sect-intro?, fm-sect-config?, action-

permission*, field-permission*, official-rating-permission*, others-ratingtab-item-
permission*, tab-permission*, emos-min-score?, sect-weight?, sect-weight-4-objcomp-
summary?, fm-sect-scale?, obj-sect-type?, obj-sect-plan-id?, obj-sect-filter?, obj-
sect-filter-val?, obj-category*, obj-type*, sect-fm-elements?, sect-level-
elements?, fm-objective*, fm-comment*, meta-grp-label?, meta-grp*, obj-plan-state-
change*)>

<!ATTLIST objective-sect
index CDATA #REQUIRED
configurable (true | false) "false"
mgt-only (true | false) "false"
sum-comment-only (true | false) "false"
ask-4-comment (true | false) "false"
use-jobcode (true | false) "false"
no-rate (true | false) "false"
no-weight (true | false) "false"
summ-opt CDATA "0"
split-cmt (true | false) "false"
rating-opt CDATA "0"
cmt-opt (0 | 1 | 2 | 3) "0"
cmt-max-limit CDATA "-1"
suppress-item-comments (0 | 3) "0"
suppress-item-comments-label (true | false) "false"
line-break-in-section-comments (true | false) "false"

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Configuring Form Templates Using XML PUBLIC 99
 in-summ-display (true | false | bk) "bk"
in-overall-rating (true | false | bk) "bk"
no-group (true | false) "true"
use-milestone (true | false) "false"
if-no-ratings-then-ignore-section (true | false) "true"
lock-item-weights (true | false) "false"
in-objcomp-summ-display (true | false) "false"
in-objcomp-summ-overall-rating (true | false) "false"
auto-pop-weights (true | false) "false"
develop-goal (true | false) "false"
show-learning-activity-competency (true | false) "false"
learning-activity-section-title CDATA #IMPLIED
min-goals-required CDATA #IMPLIED
max-goals-allowed CDATA #IMPLIED
allow-draft-tgm-goals (true | false) "false"
hide-addexistinggoals-btn (true | false) "false"
sect-mode (normal | EZ-Rater) "normal"
ez-rater-expand-all (true | false) "false"
obj-edit (form | popup) "form"
show-calculated-section-rating (true | false) "true"
pdf-page-break-opt (0 | 1 | 2) #IMPLIED
avoid-obj-plan-state-change-by-multiple-forms (true | false) "false"
use-mlt-rating-if-present (true | false) #IMPLIED
exclude-private-goals (true | false) #IMPLIED
>

Attributes

Attribute Description

index A number that represents the display order of the section on the form, for
example, 0, 1, 2, 3.

When you move a section in Provisioning, the index number assigned to the
section will be updated automatically to reflect how you have rearranged the
sections on the form.

configurable Set to true if you want to allow users to add and remove items within the
section.

no-rate Set to false if you want rating scale for items to appear within the section.

develop-goal Set to false if you are configuring this section for performance goals.

show-learning-activity-competency Set to false if you want learning activities for compentencies to appear
within the section.

split-cmt Set to true if you want subject's and manager's comments to show side by
side.

 Note
In Performance Management, the attribute is always set to true.

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100 PUBLIC Configuring Form Templates Using XML
Attribute Description

rating-opt Option values are 0 (default), 1, 2, and 3.

See Rating Options for more information.

cmt-opt Four comment options are available.

• 0 (default): Shows both item and section comments.

• 1: Shows only section comments, no item comments.
• 2: Shows only item comments, no section comments.
• 3: Shows no item or section comment.

in-summ-display Set to true if you want the section to show in the summary section.

in-overall-rating Set to true if the section is used in the calculated form rating.

if-no-ratings-then-ignore-section If the section has no ratings, it is excluded from the calculated form rating.
To use 0 for the section in the calculated form rating, set the attribute to
false.

lock-item-weights Set to true if you don't want the weight of goals to be edited.

in-objcomp-summ-display Set to true if you want the section to show in the goal competency sum­
mary section.

in-objcomp-summ-overall-rating Set to true if you want to include the section in the overall goal rating in the
goal competency summary section.

no-weight Use this attribute to configure weights of goal sections.

• Set this value to true if you want all the goals in one goal section to be
equally weighted.
• Set this value to false if you want to specify goal weights or to import
the goal weights from a goal plan. Thus the goal weights are shown in
the section and the section's average rating is used in the calculated
form rating.

When you set the attribute to true, table reports will no longer generate a
report on the section weight of the section. Once you set it back to false,
the reports can pull the section weight again.

auto-pop-weights Set to true if you want to auto-populate the goal weights from the goal
plan. The no-weight attribute must be set to false at the same time.

min-goals-required The minimum number of goals that must be in this section to allow the form
to be routed

max-goals-allowed The maximum number of goals allowed in this section, exceeding which the
form will not be routed

hide-addexistinggoals-btn Set to true if you don't allow auto-populating goals from the goal plan.

sect-mode Set to EZ-Rater if customers want to use the EZ Rater feature. See EZ
Rater for more information.

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Configuring Form Templates Using XML PUBLIC 101
Attribute Description

ez-rater-expand-all If the section is in the EZ Rater mode, to expand all competency details, set
the attribute to true. See EZ Rater for more information.

obj-edit Set to popup if you want users to edit goals in a popped-up window.

show-calculated-section-rating Set to true if you want to show the calculated section rating.

use-mlt-rating-if-present Set to true if you want the metric lookup table and ratings from the goal
plan to be considered for rating calculation.

exclude-private-goals Set to true if you want to exclude private goals from the form. Thus users
cannot add a new private goal to the form.

 Note
This option only works when you launch a form. If you change public
goals on the form to private goals after launching the form, the goals still
appear on the form.

Elements

Element Description

obj-sect-name The name of the section

obj-sect-intro The introduction of the section

fm-sect-config See Additional Form Section Configuration (fm-sect-config) for

more information.

tab-permission type See Form Permissions in XML Template for more information.

sect-weight The weight of the section for the calculated form rating in the
summary section

sect-weight-4-objcomp-summary The weight of the section for the overall goal rating in the goal
competency summary section

fm-sect-scale See Rating Scales (fm-sect-scale) for more information.

obj-sect-type The obj-sect-type element indicates how to populate the

goal section:

• Set to custom if you don't want to auto-populate goals to

a form when the form is created.
• Set to plan if you want to auto-populate goals to a form
when the form is created.

meta-grp-label Label for form's available rating distribution groups

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102 PUBLIC Configuring Form Templates Using XML
Element Description

obj-plan-state-change Configure this element to allow changing the goal plan state
when the form is routed. See Changing the Goal Plan State on
Form Routing for more information.

Related Information

Rating Options [page 50]

EZ Rater [page 199]
Additional Form Section Configuration (fm-sect-config) [page 142]
Rating Scales (fm-sect-scale) [page 147]
Changing the Goal Plan State on Form Routing
Form Permissions in XML Template [page 157]

6.4.1 Including Goals from Goal Plan into Goal Section

You can auto-populate goals from a goal plan into a goal section, and auto-synchronize goals between the goal plan
and the Performance Management form.

Prerequisites

Considering the fields and layout defined in a goal plan template will appear on the form, make sure that you've set
the type of the name field as text in the goal plan template. If you've set it as enum, set both enum-value and
enum-label as text. This ensures that the text is correctly displayed in the goal section, just as it is in the goal plan.

Procedure

1. In an XML form template, add the <obj-sect-type> and <obj-sect-plan-id> elements.

 Note

• For the location where the elements should be added, refer to the DTD Definition section in Goal
Section (obj-sect).
• Specify the goal plan ID in the <obj-sect-plan-id> element.

 Sample Code

<obj-sect-type><![CDATA[plan]]></obj-sect-type>

Implementing and Managing Performance Management

Configuring Form Templates Using XML PUBLIC 103
 <obj-sect-plan-id>3</obj-sect-plan-id>

2. To auto-synchronize goals between a goal plan and a form, set the autosync attribute to true in the <obj-
sect-type> element.

 Note

The autosync attribute only applies when a goal plan is referenced in the <obj-sect-type> element.

 Sample Code

<obj-sect-type autosync="true"><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>3</obj-sect-plan-id>

3. To populate goals of certain categories, add the <obj-category> element and specify the category ID.

 Note

Category ID is the internal id that was assigned to a goal category in a goal plan template. See Defining
Category and Default-Category for more information.

 Sample Code

<obj-sect-type><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>3</obj-sect-plan-id>
<obj-category><![CDATA[Customer]]></obj-category>
<obj-category><![CDATA[Financial]]></obj-category>

4. To populate only user goals, add the <obj-type> element.

 Note

Using <obj-type><![CDATA[group]]></obj-type> to auto-populate only group goals is not supported

currently.

 Sample Code

<obj-sect-type><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>3</obj-sect-plan-id>
<obj-type><![CDATA[user]]></obj-type>

Related Information

Auto-Populate and Auto-Sync [page 53]

Defining Category and Default-Category

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104 PUBLIC Configuring Form Templates Using XML
6.4.2 Setting Ceiling and Floor Weights

You can set the ceiling and floor for weights so that users can't add a goal weight out of the specified range.

Context

If you specify a weight ceiling and floor, by default a warning is displayed to users when a weight is out of the range.
This warning doesn't prevent users from routing the form to another user. If you want to force the user to correct
the out-of-range weight before routing the form, configure the warning as an error instead.

Procedure

1. In an XML form template, add <meta-item-weight-floor-ceiling-option> to the meta section.

 Sample Code

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-grp-label><![CDATA[Balance Scorecard]]></meta-grp-label>
<meta-grp><![CDATA[Customer]]></meta-grp>
<meta-grp><![CDATA[Financial]]></meta-grp>
<meta-grp><![CDATA[Learning]]></meta-grp>
<meta-grp><![CDATA[Operations]]></meta-grp>
<fm-sect-scale show-value="true">
<scale-id><![CDATA[Default Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-
ceiling-option>
</fm-meta>

 Note

Replace warning with error if you want to prevent users from saving or forwarding the form when a
weight falls beyond the range.

2. Add the <item-weights> element to set the weight ceiling and floor.

 Sample Code

<objective-sect cmt-opt="3" split-cmt="true" mgt-only="false" index="1" show-

calculated-section-rating="true" obj-edit="popup" ez-rater-expand-all="false"
sect-mode="normal" hide-addexistinggoals-btn="false" allow-draft-tgm-
goals="false" max-goals-allowed="2147483647" min-goals-required="-2147483648"
auto-pop-weights="false" in-objcomp-summ-overall-rating="false" in-objcomp-
summ-display="false" lock-item-weights="false" if-no-ratings-then-ignore-
section="false" use-milestone="false" no-group="false" in-overall-
rating="false" in-summ-display="true" rating-opt="3" summ-opt="0" no-

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Configuring Form Templates Using XML PUBLIC 105
 weight="true" show-learning-activity-competency="false" develop-goal="false"
no-rate="true" use-jobcode="false" configurable="true">
<obj-sect-name><![CDATA[Objectives]]></obj-sect-name>
<obj-sect-intro><![CDATA[Comment on and rate the individual's
demonstration of each of the objectives listed below.]]></obj-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Manager Rating]]></rating-label>
<rating-label-others><![CDATA[Member Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<weight-total><![CDATA[100.0]]></weight-total>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<item-weights>
<item-weight-floor>5.0</item-weight-floor>
<item-weight-ceiling>100.0</item-weight-ceiling>
</item-weights>
<weight-total-option><![CDATA[enforce]]></weight-total-option>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<sect-weight>50.0</sect-weight>
<fm-sect-scale show-value="false">
<scale-source>1</scale-source>
<scale-id><![CDATA[Default Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<obj-sect-type><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>2</obj-sect-plan-id>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</objective-sect>

6.5 Competency Section (competency-sect)

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

DTD Definition

<!ELEMENT competency-sect (comp-sect-name, comp-sect-intro?, fm-sect-config?,

action-permission*, field-permission*, behavior-rating-calc?, competency-rating-
calc?,
sect-weight?, sect-weight-4-objcomp-summary?, fm-sect-scale?, fm-subitem-scale?,
comp-category*, sect-fm-elements?, sect-level-elements?, fm-competency*, fm-
comment*,
meta-grp-label?, meta-grp*, content-filters?, fm-rating-info-config?,
fm-comp-filter-mapping?)>

<!ATTLIST competency-sect
index="7"
configurable="true"
mgt-only="false"
use-jobcode="false"
use-core-comp="false"
category-filter-opt="no-filter"
no-rate="false"

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106 PUBLIC Configuring Form Templates Using XML
 no-weight="false"
summ-opt="0"
split-cmt="false"
rating-opt="0"
cmt-opt="0"
suppress-item-comments="0"
behavior-rating-opt="0"
behavior-cmt-opt="1"
behavior-mode-opt="0"
in-summ-display="true"
in-overall-rating="true"
no-group="true"
use-behavior="false"
if-no-ratings-then-ignore-section="true" l
lock-item-weights="false"
in-objcomp-summ-display="false"
in-objcomp-summ-overall-rating="false"
show-comp-expected-rating="false"
show-comp-proficiency-level="false"
comp-expected-rating-format="0"
show-behavior-expected-rating="false"
behavior-expected-rating-format="0"
behavior-weighted="false"
min-competencies-required="-2147483648"
max-competencies-allowed="2147483647"
sect-mode="normal"
ez-rater-expand-all="false"
show-calculated-section-rating="true"
lock-behavior-content="false"
hide-waca="false">

Attributes

Attribute Description

index A number that represents the display order of the section on the form, for example, 0, 1, 2, 3.

When you move a section in Provisioning, the index number assigned to the section will be up­
dated automatically to reflect how you have rearranged the sections on the form.

configurable Set to true if you want to allow users to add and remove items within the section.

mgt-only Set to true if only managers and HR should view the section.

use-jobcode Used to auto-populate job-specific competencies to the section. See Auto-Populated Competen­
cies for more information.

use-core-comp Used to auto-populate core competencies to the section. See Auto-Populated Competencies for
more information.

category-filter-opt Set to specified-category if competencies shown in the section should be limited to speci­
fied competency categories. See Adding Competencies by Category for more information.

no-rate Set to false if you want rating scale for items to appear within the section.

Implementing and Managing Performance Management

Configuring Form Templates Using XML PUBLIC 107
Attribute Description

no-weight Set to false if you want competency weights to show in the section and the section's average
rating to be used in the calculated form rating.

When you set the attribute to true, table reports will no longer generate a report on the section
weight of the section. Once you set it back to false, the reports can pull the section weight
again.

summ-opt The maximum number of competencies to be shown in the section summary

• To turn on the section summary, set the attribute to 0.

• To turn off the section summary, set the attribute to a large number, for example, 99999.

split-cmt Set to true if you want subject's and manager's comments to show side by side.

 Note
In Performance Management, the attribute is always set to true.

rating-opt Option values are 0 (default), 1, 2, and 3.

See Rating Options for more information.

cmt-opt Four comment options are available.

• 0 (default): Shows both item and section comments.

• 1: Shows only section comments, no item comments.
• 2: Shows only item comments, no section comments.
• 3: Shows no item and section comments.

suppress-item-comments Only the default value 0 is available, which is used to show item comments.

behavior-rating-opt The rating options for behaviors. See Rating Behaviors for more information.

behavior-cmt-opt The comment options for behaviors. See Rating Behaviors for more information.

behavior-mode-opt The display mode of behaviors when they are only shown but not rated. See Showing but Not Rat­
ing Behaviors for more information.

in-summ-display Set to true if you want the section to show in the summary section.

in-overall-rating Set to true if you want the section to be used in the calculated form rating.

no-group Set to false if you want the competency groups that have been defined in the meta section to
show in the section.

use-behavior Set to true if you want users to rate behaviors instead of competencies. See Rating Behaviors
for more information.

if-no-ratings-then-ignore- If the section has no ratings, it is excluded from the calculated form rating. To use 0 for the section
section in the calculated form rating, set the attribute to false.

lock-item-weights Set to true if the weight of competencies shouldn't be edited.

in-objcomp-summ-display Set to true if you want the section to show in the goal competency summary section.

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108 PUBLIC Configuring Form Templates Using XML
Attribute Description

in-objcomp-summ-overall- Set to true if you want the section to be included in the overall competency rating in the goal
rating competency summary section.

show-comp-expected-rat­ Set to true if you want competencies' expected rating for the employees' job role to show. It is
ing
required for showing the gap between expected and actual competency rating.

When you set the attribute to true, you can configure the permission for the expected rating
field using expected-item-rating.

show-comp-proficiency- Set to true if you want the proficiency level of competencies to show.
level

comp-expected-rating-for­ Two formats are available.

mat
• 0 (default): Shows the expected rating in percentage (%).
• 1: Converts the percentage to a score normalized to the rating scale of the section.

show-behavior-expected- Set to true if you want behaviors' expected rating for the employees' job role to show.
rating

 Note
This attribute should be ignored if use-behavior is set to false.

When you set the attribute to true, you can configure the permission for the expected rating
field using expected-item-rating.

behavior-expected-rating- Two formats are available.

format
• 0 (default): Shows the expected rating in percentage (%).
• 1: Converts the percentage to a score normalized to the rating scale of the section.

behavior-weighted Set to true if you want behaviors to be weighted. Set to false if you want behaviors to be
equally weighted and no weight fields to show.

min-competencies-required The minimum number of competencies that must be in the section. It is validated when the form
is routed.

max-competencies-allowed The maximum number of competencies that are allowed to be in the section. It is validated when
the form is routed.

sect-mode Set to EZ-Rater if customers want to use the EZ Rater feature. See EZ Rater for more informa­
tion.

ez-rater-expand-all If the section is in the EZ Rater mode, to expand all competency details, set the attribute to true.
See EZ Rater for more information.

show-calculated-section- Set to true if you want the calculated section rating to show.
rating

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Configuring Form Templates Using XML PUBLIC 109
Attribute Description

lock-behavior-content If the value is true, behaviors are hardcoded to the form during form creation and modification,
rather than being linked to the corresponding competency. When the job code changes or the be­
havior name or description is updated, the behaviors for the existing form do not reflect the
changes.

If the value is false, behaviors are not hardcoded to the form during form creation and modifica-
tion, but are linked to the corresponding competency. When the job code changes or the behavior
name or description is updated, the behaviors for the existing form reflect the changes. When the
form is completed, the behaviors won't be updated anymore.

hide-waca Set to true if you want Writing Assistant to be hidden from the section. It is only applicable when
companies have enabled Writing Assistant. See Writing Assistant for more information.

Elements

Element Description

comp-sect-name The name of the section

comp-sect-intro The introduction of the section

fm-sect-config See Additional Form Section Configuration (fm-sect-config) for

more information.

action-permission See Form Permissions in XML Template for more information.

field-permission

behavior-rating-calc Expression for calculating individual behavior ratings

competency-rating-calc Expression for calculating individual competency ratings

sect-weight The weight of the section for the calculated form rating in the
summary section

sect-weight-4-objcomp-summary The weight of the section for the overall competency rating in
the goal competency summary section

fm-sect-scale See Rating Scales (fm-sect-scale) for more information.

fm-subitem-scale Rating scale for behaviors. It is used only in the competency

section if customers want to define a different rating scale or
adjusted rating scale for behaviors.

comp-category The filter of competency categories. See Adding Competencies

by Category for more information.

sect-fm-elements A list of fm-element attached to any competencies in the

section

sect-level-elements A list of fm-element attached to the section

fm-competency Generic definition for custom competencies. See Adding Cus­

tom Competencies for more information.

fm-comment Generic definition for comments

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110 PUBLIC Configuring Form Templates Using XML
Element Description

meta-grp-label Label for form's available rating distribution groups

meta-grp Form's available rating distribution groups

content-filters A list of filters for filtering out competency libraries

fm-rating-info-config An element for collecting additional rating information

fm-comp-filter-mapping An element that allows competencies to be mapped beyond

the Job Code value. Any standard user information field can be
used for mapping competencies. See Mapping Competencies
by Customized Data Types for more information.

Related Information

Auto-Populated Competencies [page 111]

Rating Options [page 50]
EZ Rater [page 199]
Writing Assistant [page 223]
Additional Form Section Configuration (fm-sect-config) [page 142]
Rating Scales (fm-sect-scale) [page 147]
Rating Behaviors [page 119]
Showing but Not Rating Behaviors [page 118]
Form Permissions in XML Template [page 157]

6.5.1 Auto-Populated Competencies

You define dedicated attributes or elements to determine which type of competencies are auto-populated to
competency sections.

Competency Type Attribute or Element Used Description

Core competencies use-core-comp To auto-populate organization's core

competencies, set this attribute to true.
Core competencies will be added after
any custom competencies and before
any job-specific competencies.

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Configuring Form Templates Using XML PUBLIC 111
Competency Type Attribute or Element Used Description

Job-specific competencies use-jobcode To auto-populate competencies based on

employee's job code, set this attribute to
true.

Only the competencies that correspond

to employee's job code at the time that a
form is created will appear on the form. If
the job code is changed, which leads to
the change to competencies, the compe­
tencies on the form won't be automati­
cally changed. To update competencies,
you need to re-create forms.

 Note
When a job code is mapped to multi­
ple job roles and the job roles include
the same competencies, the weights
of those competencies are populated
from the job role that comes first in
the alphabetical order.

Custom competencies <fm-competency> To auto-populate custom competencies,

define this element. See Adding Custom
Competencies [page 113] for more infor­
mation.

Competencies of specific categories <comp-category> To auto-populate job-specific competen­

cies of specific competency categories,
define this element. See Adding Compe­
tencies by Category [page 114] for more
information.

Competencies with customized data <fm-comp-filter-mapping> To auto-populate job-specific competen­

types cies by customized data type other than
job code, define this element. This is ap­
plicable to customers using Job Descrip­
tion Manager. See Adding Competencies
by Customized Data Type [page 115] for
more information.

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112 PUBLIC Configuring Form Templates Using XML
6.5.1.1 Adding Custom Competencies

You can add hard-coded competency ID and weight in the form template to use custom competencies in a
competency section.

Procedure

1. In an XML form template, add the <fm-competency> element.

 Note

For the location where the element should be added, refer to the DTD Definition section in Competency
Section (competency-sect).

2. Specify the corresponding competency ID using <fm-comp-id> and if necessary, specify the competency
weight using <fm-comp-weight>.

You can get the competency ID from one of the following tools:
• (For customers using Job Description Manager) Admin Center or Provisioning Manage
Competencies .
• (For customers using Center of Capabilities) Admin Center Manage Center of Capabilities .

 Sample Code

<competency-sect index="3" configurable= " false " mgt-only= " false " use-
jobcode= " false " category-filter-opt= "no-filter" no-rate= " false " no-
weight= " false " summ-opt= "99" split-cmt= " false " rating-opt= "1" cmt-
opt= "2" suppress-item-comments= "0" behavior-rating-opt= "0" behavior-cmt-
opt= "1" behavior-mode-opt= "0" in-summ-display= " true " in-overall-rating=
" true " no-group= " true " use-behavior= " false " if-no-ratings-then-ignore-
section= " false " lock-item-weights= " false " in-objcomp-summ-display= "
false " in-objcomp-summ-overall-rating= " false " show-comp-expected-rating=
" false " comp-expected-rating-format= "0" show-behavior-expected-rating= "
false " behavior-expected-rating-format= "0" behavior-weighted= " false "
sect-mode= "normal" ez-rater-expand-all= " false ">
<comp-sect-name><![CDATA[Competencies]]></comp-sect-name>
<comp-sect-intro><![CDATA[<b>Skills</b>]]></comp-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Leader Rating]]></rating-label>
<rating-label-others><![CDATA[Associate Rating]]></rating-label-
others>
< default-rating><![CDATA[Not Rated]]></ default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-
label>
</fm-sect-config>
<sect-weight>10.0</sect-weight>
<fm-sect-scale show-value= " false ">
<scale-source>1</scale-source>
<scale-id><![CDATA[Competency Scale]]></scale-id>
<scale-type><![CDATA[ null]]></scale-type>
</fm-sect-scale>
<fm-competency index= "0" removable= " false ">
<fm-comp-id>4</fm-comp-id>

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Configuring Form Templates Using XML PUBLIC 113
 <fm-comp-name><![CDATA[ null]]></fm-comp-name>
<fm-comp-desc><![CDATA[ null]]></fm-comp-desc>
<fm-comp-weight><![CDATA[15.0]]></fm-comp-weight>
</fm-competency>
<fm-competency index= "1" removable= " false ">
<fm-comp-id>1159</fm-comp-id>
<fm-comp-name><![CDATA[ null]]></fm-comp-name>
<fm-comp-desc><![CDATA[ null]]></fm-comp-desc>
</fm-competency>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</competency-sect>

6.5.1.2 Adding Competencies by Category

You can pull job-specific competencies in a competency section by category.

Prerequisites

The use-jobcode attribute is set to true and the category-filter-opt attribute is set to specified-
category.

Context

If customers want to have different competencies auto-populated to different competency sections, you can set
category filters in the XML form template to determine which competencies should appear in a specific section.

 Caution

To use this feature, make sure that all sections that will populate job-specific competencies have a category
filter assigned.

Procedure

1. In an XML form template, add the <comp-category> element.

 Note

For the location where the element should be added, refer to the DTD Definition section in Competency
Section (competency-sect).

2. Specify one or more competency categories in the element.

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114 PUBLIC Configuring Form Templates Using XML
  Sample Code

<competency-sect index="3" configurable= " false " mgt-only= " false " use-
jobcode= " true " category-filter-opt= "specified-category" no-rate= " false
" no-weight= " false " summ-opt= "99" split-cmt= " false " rating-opt= "1"
cmt-opt= "2" suppress-item-comments= "0" behavior-rating-opt= "0" behavior-
cmt-opt= "1" behavior-mode-opt= "0" in-summ-display= " true " in-overall-
rating= " true " no-group= " true " use-behavior= " false " if-no-ratings-
then-ignore-section= " false " lock-item-weights= " false " in-objcomp-summ-
display= " false " in-objcomp-summ-overall-rating= " false " show-comp-
expected-rating= " false " comp-expected-rating-format= "0" show-behavior-
expected-rating= " false " behavior-expected-rating-format= "0" behavior-
weighted= " false " sect-mode= "normal" ez-rater-expand-all= " false ">
<comp-sect-name><![CDATA[Competencies]]></comp-sect-name>
<comp-sect-intro><![CDATA[<b>Skills</b>]]></comp-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Leader Rating]]></rating-label>
<rating-label-others><![CDATA[Associate Rating]]></rating-label-
others>
< default-rating><![CDATA[Not Rated]]></ default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-
label>
</fm-sect-config>
<sect-weight>10.0</sect-weight>
<fm-sect-scale show-value= " false ">
<scale-source>1</scale-source>
<scale-id><![CDATA[Competency Scale]]></scale-id>
<scale-type><![CDATA[ null]]></scale-type>
</fm-sect-scale>
<comp-category><![CDATA[1. Thought Leadership (Development)]]></comp-
category>
<comp-category><![CDATA[2. Results Leadership (Development)]]></comp-
category>
<comp-category><![CDATA[3. People Leadership (Development)]]></comp-
category>
<fm-competency index= "1" removable= " false ">
<fm-comp-id>1159</fm-comp-id>
<fm-comp-name><![CDATA[ null]]></fm-comp-name>
<fm-comp-desc><![CDATA[ null]]></fm-comp-desc>
</fm-competency>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</competency-sect>

6.5.1.3 Adding Competencies by Customized Data Type

For customers using Job Description Manager, you can pull job-specific competencies in a competency section by
customized data type.

Prerequisites

• The use-jobcode attribute is set to true.

• You have access to Provisioning.

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Configuring Form Templates Using XML PUBLIC 115
  Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

Context

Generally, employees' competencies are auto-populated to a competency section according to their job code. You
can use the <fm-comp-filter-mapping> element to customize the mapping data type.

Procedure

1. In Provisioning, configure the data types to be used for mapping competencies in the Succession Data Model.

This example specifies that Job Code, Department, Division, Custom03, and Custom04 are valid mapping data
types.

<view-template id="sysMappingDataTypes" visibility="none" pdf-printing-

enabled="true">
<label>View Template for mapping data types</label>
<description>This View Template is for Families and Roles mapping data
types</description>
<edit-template id="sysMappingDataTypesEditTemplate">
<label>Edit Template for Job Roles Data Type</label>
<description>Edit Template for Job Roles Data Type </description>
<standard-element-ref refid="jobCode"/>
<standard-element-ref refid="department"/>
<standard-element-ref refid="division"/>
<standard-element-ref refid="custom03"/>
<standard-element-ref refid="custom04"/>
</edit-template>
</view-template>

2. Create a CSV file based on one particular mapping data type that you've configured, and import the file to
Admin Center Import Job Roles .

The file should include roles, families, values defined in the mapping data type, and competencies to be
mapped.
3. In an XML form template, add the <fm-comp-filter-mapping> element.

 Note

For the location where the element should be added, refer to the DTD Definition section in Competency
Section (competency-sect).

4. Specify the mapping data type in the element.

Only one mapping data type can be specified for one competency section. Employees' value for the specified
mapping data type will be used for fetching the applicable job roles and the corresponding competencies.

The default value of the enable attribute is false. To enable the feature, set it to true.

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116 PUBLIC Configuring Form Templates Using XML
 This example shows how to map competencies based on Department.

<fm-comp-filter-mapping enable="true">
<fm-comp-filter-element refid="department"/>
</fm-comp-filter-mapping>

 Sample Code

<competency-sect index="3" configurable= " false " mgt-only= " false " use-
jobcode= " true " category-filter-opt= "no-filter" no-rate= " false " no-
weight= " false " summ-opt= "99" split-cmt= " false " rating-opt= "1" cmt-
opt= "2" suppress-item-comments= "0" behavior-rating-opt= "0" behavior-cmt-
opt= "1" behavior-mode-opt= "0" in-summ-display= " true " in-overall-rating=
" true " no-group= " true " use-behavior= " false " if-no-ratings-then-ignore-
section= " false " lock-item-weights= " false " in-objcomp-summ-display= "
false " in-objcomp-summ-overall-rating= " false " show-comp-expected-rating=
" false " comp-expected-rating-format= "0" show-behavior-expected-rating= "
false " behavior-expected-rating-format= "0" behavior-weighted= " false "
sect-mode= "normal" ez-rater-expand-all= " false ">
<comp-sect-name><![CDATA[Competencies]]></comp-sect-name>
<comp-sect-intro><![CDATA[<b>Skills</b>]]></comp-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Leader Rating]]></rating-label>
<rating-label-others><![CDATA[Associate Rating]]></rating-label-
others>
< default-rating><![CDATA[Not Rated]]></ default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-
label>
</fm-sect-config>
<sect-weight>10.0</sect-weight>
<fm-sect-scale show-value= " false ">
<scale-source>1</scale-source>
<scale-id><![CDATA[Competency Scale]]></scale-id>
<scale-type><![CDATA[ null]]></scale-type>
</fm-sect-scale>
<fm-competency index= "1" removable= " false ">
<fm-comp-id>1159</fm-comp-id>
<fm-comp-name><![CDATA[ null]]></fm-comp-name>
<fm-comp-desc><![CDATA[ null]]></fm-comp-desc>
</fm-competency>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-comp-filter-mapping enable="true">
<fm-comp-filter-element refid="department"/>
</fm-comp-filter-mapping>
</competency-sect>

6.5.2 Tips for Using Behaviors

Behaviors in a competency section can be configured in a flexible way. The following tips can help you configure
and use the behaviors more effectively.

• To rate behaviors, set the use-behavior attribute to true, the behavior-mode-opt attribute to 0, and the
behavior-rating-opt attribute accordingly. All scenarios are invalid if you set use-behavior to true
combined with behavior-mode-opt to 1, 2, 4, or 5.
• To show the mapped behaviors by job code only, set behavior-mode-opt to 1 or 2.

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Configuring Form Templates Using XML PUBLIC 117
• To show all behaviors, set behavior-mode-opt to 4 or 5.
• If you've configured the settings to rate behaviors, behaviors are hardcoded to the form during form creation
and modification and they won't be updated, regardless of whatever value the lock-behavior-content
attribute may have.
• If you've configured the settings to only show behaviors, you can set lock-behavior-content to true to
hardcode the behaviors to the form.
• To rate behaviors with Rating Option 3 and also define required fields, configure Unofficial User Rating instead
of Subject Rating as the required field for employee self-rating. Therefore, required fields can work properly on
the form and the Incomplete Items pod.

Showing but Not Rating Behaviors [page 118]

You can configure the behavior-mode-opt attribute for customers to show behaviors in addition to
competencies but they still rate competencies.

Rating Behaviors [page 119]

You can configure the use-behavior attribute for customers to rate behaviors instead of competencies.

6.5.2.1 Showing but Not Rating Behaviors

You can configure the behavior-mode-opt attribute for customers to show behaviors in addition to
competencies but they still rate competencies.

Procedure

1. In an XML form template, set the use-behavior attribute to false.

2. Specify a value for the behavior-mode-opt attribute.

Value Description

0 Default value. No behaviors are shown on the form.

1 Behaviors are shown below the competency rating. Only the

behaviors that are mapped to the competencies of employ­
ees' job code are shown.

 Note
The use-jobcode attribute must be set to true.

2 Behaviors are shown above the competency rating. Only the

behaviors that are mapped to the competencies of employ­
ees' job code are shown.

 Note
The use-jobcode attribute must be set to true.

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118 PUBLIC Configuring Form Templates Using XML
 Value Description

4 All behaviors that are mapped to competencies are shown

below the competency rating.

5 All behaviors that are mapped to competencies are shown

above the competency rating.

This is an example of behavior-mode-opt="2".

 Sample Code

<competency-sect index="3" configurable="false" mgt-only="false" use-

jobcode="true" category-filter-opt="no-filter" no-rate="false" no-
weight="true" summ-opt="999" split-cmt="false" rating-opt="3" cmt-opt="0"
suppress-item-comments="0" behavior-rating-opt="1" behavior-cmt-opt="1"
behavior-mode-opt="2" in-summ-display="true" in-overall-rating="true" no-
group="false" use-behavior="false" if-no-ratings-then-ignore-section="true"
lock-item-weights="false" in-objcomp-summ-display="false" in-objcomp-summ-
overall-rating="false" show-comp-expected-rating="false" comp-expected-rating-
format="0" show-behavior-expected-rating="false" behavior-expected-rating-
format="0" behavior-weighted="false" sect-mode="normal" ez-rater-expand-
all="false" show-calculated-section-rating="true">

6.5.2.2 Rating Behaviors

You can configure the use-behavior attribute for customers to rate behaviors instead of competencies.

Context

Behaviors are shown under each competency and can be rated. Competencies can't be rated and their rating is
calculated based on the ratings of behaviors.

If users can rate behaviors, they can also add behaviors to the form. To achieve that, make sure that the
configurable attribute is set to true.

Procedure

1. In an XML form template, set the behavior-mode-opt attribute to 0.

2. Set the use-behavior attribute to true.
3. Specify the behavior-cmt-opt attribute to determine the comment options for behaviors.

Value Description

0 Comments are enabled.

1 Comments are disabled.

Implementing and Managing Performance Management

Configuring Form Templates Using XML PUBLIC 119
4. Specify the behavior-rating-opt attribute to determine the rating options for behaviors.

Value Description

0 Ratings are enabled for managers only.

1 Ratings are enabled for employees and managers.

2 Ratings are enabled for all.

 Note

If behavior-cmt-opt is 1, regardless of the value of behavior-rating-opt, ratings are enabled for

managers only.

6.6 Summary Section (summary-sect)

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

DTD Definition

<!ELEMENT summary-sect (summary-sect-name?, summary-sect-intro?, fm-sect-config?,

action-permission*, field-permission*, official-rating-permission*, enforce-maximum-
overall-score?, fm-sect-scale?, summary-rating?, cal-summary-rating?, unadjusted-
overall-summary-rating?, overall-rating-label?, calc-rating-label?, unadjusted-calc-
rating-label?, group-matrix-other-label?, manual-rating-label?, final-comment-
label?, show-gap-competencies-in-summary?, allow-close-individual-gap-in-summary?,
show-gap-behaviors-in-summary?, show-behaviors-in-summary?, show-cdp-wizard-
button?, fm-element*, fm-comment*)>

<!ATTLIST summary-sect
index CDATA #REQUIRED
mgt-only (true | false) "false"
ask-4-comment (true | false) "false"
manual-rating (true | false) "true"
override-unrated (true | false) "false"
split-cmt (true | false) "false"
rating-opt CDATA "0"
cmt-opt (0 | 1) "0"
cmt-max-limit CDATA "-1"
show-listing (true | false) "true"
rating-mode CDATA "text"
use-adjusted-scale-for-section-header-rating (0 | 1 | 2) "0"
show-group-matrix (true | false) "true"
overall-rating-display-order (manual-calc | calc-manual) "manual-calc"
pdf-page-break-opt (0 | 1 | 2) #IMPLIED
>

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120 PUBLIC Configuring Form Templates Using XML
Attributes

Attribute Description

index A number that represents the display order of the section on the form, for example, 0, 1, 2, 3.

When you move sections using Provisioning, the index number assigned to a section will be updated auto­
matically to reflect how you’ve rearranged the sections in the form.

mgt-only Set to true if you want only managers and HR to view the section.

manual-rating Set to true to allow users to give an overall rating for the summary section.

If it's set to false, the calculated rating is the overall rating, fm-sect-scale is ignored, and users
aren’t allowed to override it.

override-unrated This attribute is applicable only if manual-rating is true.

• Set this value to false to define manual rating always as the overall rating.
• Set this value to true to define the calculated rating as the overall rating when the manual rating is
unrated.
• If the manual rating is unrated when the form is at the current step, then the overall rating won't be
overridden by the calculated rating.
• If the manual rating is unrated when the form is routed, then the overall rating will be overridden by
the calculated rating.

split-cmt Set to true if you want the subject's and manager's comments to show side by side.

 Note
In Performance Management, the attribute is always set to true.

rating-opt Option values are 0 (default), 1, 2, and 3.

See Rating Options for more information.

cmt-opt Four comment options are available.

• 0 (default): Shows both item and section comments.

• 1: Shows only section comments, no item comments.
• 2: Shows only item comments, no section comments.
• 3: Shows no item and section comments.

show-listing Set to true to allow listing.

rating-mode Use this attribute to configure the rating format.

• text (default): displays ratings in text.

• graph: displays ratings in a graphical format.
• mixed: displays ratings in both text and graphical formats.
If you use graph or mixed for rating-mode, the graphical rating bars only appear in completed
forms.

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Configuring Form Templates Using XML PUBLIC 121
Attribute Description

use-adjusted-scale- Controls how the overall section rating is displayed in the summary section. If using text-based ratings,
for-section-header- you can have subtotals using the same adjusted scale values defined in the meta section.
rating
• 0 (default): Displays the manual or calculated rating. For calculated ratings, there's only rating value
without rating label.
• 1: Uses the adjusted scale to display the adjusted rating label and value for the manual or calculated
rating.
• 2: Displays the original rating with the label defined in the adjusted scale.

 Note
In Performance Management, the adjusted rating for goal or competency section isn't supported in
the summary section.

show-group-matrix Set to true to display group matrix in the section.

Elements

Element Description

summary-sect-name The name of the section

summary-sect-intro The introduction of the section

fm-sect-config See Additional Form Section Configuration (fm-sect-config) for more information.

field-permission See Form Permissions in XML Template for more information.

fm-sect-scale Not supported

summary-rating Overall form rating. By default it's the calculated average rating of all sections included in
overall calculation.

calc-summary-rating Calculated form rating

unadjusted-overall-summary-rat­ The original calculated form rating before any adjustments based on the adjusted scale
ing

overall-rating-label A non-zero-length string (including whitespace) will override the default Overall Form
Rating label. For example: <overall-rating-label><![CDATA[Overall
Ranking:]]></overall-rating-label>

calc-rating-label A non-zero-length string (including whitespace) will override the default Calculated Form
Rating label. For example: <calc-rating-label><![CDATA[Computed
Ranking (4 = 100%):]]></calc-rating-label>.

group-matrix-other-label A non-zero-length string (including whitespace) will override the default Other label.

show-gap-behaviors-in-summary The behaviors for each competency, if rated by behavior, are shown in the summary sec­
tion along with the gap analysis.

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122 PUBLIC Configuring Form Templates Using XML
Element Description

show-behaviors-in-summary The behaviors for each competency, if rated by behavior, are shown in the summary sec­
tion.

show-gap-competencies-in-sum­ The gap analysis scale for competencies is shown in the summary section.
mary

allow-close-individual-gap-in-sum­ If this element is added to the summary section, a clickable link will be available in the form
mary for each competency, to which users can add development goals.

Related Information

Rating Options [page 50]

Additional Form Section Configuration (fm-sect-config) [page 142]
Form Permissions in XML Template [page 157]

6.6.1 Configuring Enforce Maximum Overall Score in XML

Template

Configure Enforce Maximum Overall Score (EMOS) to set limitations on the rating that a specified role can give to
an employee.

Prerequisites

The manual-rating attribute is set to true.

Context

Hre is an EMOS example. For role EM, if the goal section's item rating is below or equal to 3.0, and the competency
section's item rating is below or equal to 4.0, then the maximum manual overall score cannot be greater than 2.0.

Procedure

1. In an XML form template, add the <enforce-maximum-overall-score> element to the summary section.

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Configuring Form Templates Using XML PUBLIC 123
  Sample Code

<enforce-maximum-overall-score condition='and'>
<role-name>EM</role-name>
<max-score>2.0</max-score>
</enforce-maximum-overall-score>

 Note

• If no role is specified (role-name is *), the EMOS rule applies to all roles.
• Set condition to or if you want to trigger the EMOS rule when either of the conditions is satisfied.

2. In the goal section for which you want to configure EMOS, add the <emos-min-score> element.

 Sample Code

<objective-sect index="1" ...>

<obj-sect-name><![CDATA[Objective Section Name]]></obj-sect-name>
<fm-sect-config>
...
</fm-sect-config>
...
<emos-min-score>3.0</emos-min-score>
<sect-weight>50.0</sect-weight>
...
</objective-sect>

3. In the competency section for which you want to configure EMOS, add the <emos-min-score> element.

 Sample Code

<competency-sect index="2" ...>

<comp-sect-name><![CDATA[Competency Section Name]]></comp-sect-name>
<fm-sect-config>
...
</fm-sect-config>
...
<emos-min-score>4.0</emos-min-score>
<sect-weight>50.0</sect-weight>
...
</competency-sect>

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124 PUBLIC Configuring Form Templates Using XML
6.7 Goal Competency Summary Section (objcomp-summary-
sect)

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

DTD Definition

<!ELEMENT objcomp-summary-sect (oc-sect-name?, oc-sect-intro?, fm-sect-config?,

field-permission*, matrix-grid-id?, matrix-grid-version?, comp-scale?, obj-scale?,
scale-adjusted-matrix?, grid-bg-color?, x-axis-label?, y-axis-label?, x-axis?, y-
axis?,
comp-summary-rating?, adjusted-comp-cal-summary-rating?, comp-cal-summary-rating?,
comp-cal-summary-weight?, comp-summary-rating-label?, comp-cal-summary-rating-
label?,
adjusted-comp-cal-summary-rating-label?, obj-summary-rating?, adjusted-obj-cal-
summary-rating? ,
obj-cal-summary-rating?, obj-cal-summary-weight?, obj-summary-rating-label?,
obj-cal-summary-rating-label?, adjusted-obj-cal-summary-rating-label?, fm-comment*)>

<!ATTLIST objcomp-summary-sect
index CDATA #REQUIRED
mgt-only (true | false) "false"
comp-manual-rating (true | false) "true"
obj-manual-rating (true | false) "true"
comp-cal-rating (true | false) "true"
obj-cal-rating (true | false) "true"
split-cmt (true | false) "false"
rating-opt CDATA "0"
cmt-opt (0 | 1) "0"
cmt-max-limit CDATA "-1"
show-listing (true | false) "true"
show-ococ-rating (true | false) "false"
rating-mode CDATA "text"
show-9box (true | false) "true"
overall-rating-display-order (manual-calc | calc-manual) "manual-calc"
section-display-order (comp-obj | obj-comp) "comp-obj"
ococ-rating-calc-mode (matrix-lookup | avg | sum) "matrix-lookup"
pdf-page-break-opt (0 | 1 | 2) #IMPLIED
>

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Configuring Form Templates Using XML PUBLIC 125
Attributes

Attribute Description

index A number that represents the display order of the section on the form, for example, 0, 1,
2, 3.

When you move a section in Provisioning, the index number assigned to the section will
be updated automatically to reflect how you have rearranged the sections on the form.

mgt-only Set to true if only managers and HR should view the section.

comp-manual-rating Set to true if you allow the overall competency rating to be edited. Set to false if the
overall competency rating should be the calculated rating.

obj-manual-rating Set to true if you allow the overall goal rating to be edited. Set to false if the overall
goal rating should be the calculated rating.

comp-cal-rating Set to true if the overall competency rating should be calculated and shown.

 Note
If you set this attribute to true, the <sect-weight-4-objcomp-summary>
element shoud be configured in competency sections.

obj-cal-rating Set to true if the overall goal rating should be calculated and shown.

 Note
If you set this attribute to true, the <sect-weight-4-objcomp-summary>
element shoud be configured in goal sections.

split-cmt Set to true if you want subject's and manager's comments to show side by side.

rating-opt The value is 0. No ratings are next to each user's comment.

cmt-opt Two comment options are available.

• 0: Shows section comments.

• 1 (default): No section comments.

cmt-max-limit Set to -1 if you want section comments not to have a maximum character limit. Set to a
value greater than -1 if you want section comments to have a specified maximum char­
acter limit.

show-ococ-rating Set to true to enable OCOC Rating.

rating-mode Set to text to show ratings in text.

show-9box Set to true to enable the chart of goal and competency ratings.

overall-rating-display-order The value is manual-calc. The manual rating is always shown above the calculated
rating.

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126 PUBLIC Configuring Form Templates Using XML
Attribute Description

section-display-order Two display orders are available.

• comp-obj: Competency sections are shown above goal sections.

• obj-comp: Goal sections are shown above competency sections.

ococ-rating-calc-mode Three calculation methods are available to calculate OCOC rating.

• matrix-lookup (default): The OCOC rating is determined by the matrix lookup

table defined in the <scale-adjusted-matrix> element.
• avg: The OCOC rating is calculated by averaging the sum of the goal and compe­
tency ratings, for example, sum (rating * weight) / sum (weight).
• sum: The OCOC rating is calculated by the sum of the goal and competency ratings,
sum (rating * weight) / 100.

 Note
To ignore weights in calculating the OCOC rating, you also need to set the
rate-by-adding-values attribute in the <sf-pmreview> element to
true.

pdf-page-break-opt Three options are available.

• 0 (default): Page breaks are allowed in the PDF version.

• 1: Page breaks are avoided at the section level in the PDF version.
• 2: Page breaks at both the section level and item level are avoided in the PDF ver­
sion.

Elements

Element Description

oc-sect-name The name of the section

oc-sect-intro The introduction of the section

fm-sect-config See Additional Form Section Configuration (fm-sect-config) for more in­
formation.

field-permission See Form Permissions in XML Template for more information.

matrix-grid-id The value must be howvswhat_matrix_grid_report.

comp-scale See Configuring Matrix Grid Rating Scales for more information.

obj-scale See Configuring Matrix Grid Rating Scales for more information.

scale-adjusted-matrix See Configuring Matrix Lookup Table for OCOC Rating for more informa­
tion.

x-axis The x-axis of the chart for either the overall goal rating or the overall com­
petency rating

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Configuring Form Templates Using XML PUBLIC 127
Element Description

y-axis The y-axis of the chart for either the overall goal rating or the overall com­
petency rating

comp-cal-summary-weight The weight of the calculated competency rating for calculating OCOC rat­
ing by the average or sum method

comp-summary-rating-label The label of Overall Form Rating for competencies can be configured.

comp-cal-summary-rating-label The label of Calculated Form Rating for competencies can be configured.

obj-cal-summary-weight The weight of the calculated goal rating for calculating OCOC rating by
the average or sum method

obj-summary-rating-label The label of Overall Form Rating for goals can be configured.

obj-cal-summary-rating-label The label of Calculated Form Rating for goals can be configured.

Related Information

Additional Form Section Configuration (fm-sect-config) [page 142]

Configuring Matrix Grid Rating Scales [page 63]
Configuring Matrix Lookup Table for OCOC Rating [page 128]
Form Permissions in XML Template [page 157]

6.7.1 Configuring Matrix Lookup Table for OCOC Rating

If you enable OCOC rating, the default calculation method is using a matrix lookup table, so you need to define the
table using the <scale-adjusted-matrix> element.

Context

The mapped score for the OCOC rating is determined based on the overall goal rating and overall competency
rating. For example, if the overall goal rating is from 1.0 to 1.49 and the overall competency rating is from 1.0 to 1.49,
the OCOC rating should be 1.0.

Procedure

1. In an XML form template, add the <scale-adjusted-matrix> element.

 Note

For the location where the element should be added, refer to the DTD Definition section in Goal
Competency Summary Section (objcomp-summary-sect).

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128 PUBLIC Configuring Form Templates Using XML
2. Define the matrix lookup table according to customer's business needs.

 Note

The <rating-label> element under <scale-adjusted-matrix> is used to define the label of OCOC
rating.

If you don't use the matrix lookup table for OCOC rating but want to change the OCOC rating label, set the
enable attribute of scale-adjusted-matrix from true to false.

 Sample Code

<scale-adjusted-matrix enable="true" show-value="true">

<rating-label><![CDATA[Overall Performance Rating]]></rating-label>
<default-rating><![CDATA[unrated]]></default-rating>
<matrix-map-value>
<obj-score-min>1.0</obj-score-min>
<obj-score-max>1.49</obj-score-max>
<comp-score-min>1.0</comp-score-min>
<comp-score-max>1.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.5</obj-score-min>
<obj-score-max>2.49</obj-score-max>
<comp-score-min>1.0</comp-score-min>
<comp-score-max>1.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>2.5</obj-score-min>
<obj-score-max>3.49</obj-score-max>
<comp-score-min>1.0</comp-score-min>
<comp-score-max>1.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>3.5</obj-score-min>
<obj-score-max>4.49</obj-score-max>
<comp-score-min>1.0</comp-score-min>
<comp-score-max>1.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>4.5</obj-score-min>
<obj-score-max>5.0</obj-score-max>
<comp-score-min>1.0</comp-score-min>
<comp-score-max>1.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.0</obj-score-min>
<obj-score-max>1.49</obj-score-max>
<comp-score-min>1.5</comp-score-min>
<comp-score-max>2.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.0</obj-score-min>

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Configuring Form Templates Using XML PUBLIC 129
 <obj-score-max>1.49</obj-score-max>
<comp-score-min>2.5</comp-score-min>
<comp-score-max>3.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.0</obj-score-min>
<obj-score-max>1.49</obj-score-max>
<comp-score-min>3.5</comp-score-min>
<comp-score-max>4.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.0</obj-score-min>
<obj-score-max>1.49</obj-score-max>
<comp-score-min>4.5</comp-score-min>
<comp-score-max>5.0</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.5</obj-score-min>
<obj-score-max>2.49</obj-score-max>
<comp-score-min>1.5</comp-score-min>
<comp-score-max>2.49</comp-score-max>
<mapto-score>2.0</mapto-score>
<mapto-desc><![CDATA[Meets-]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>2.5</obj-score-min>
<obj-score-max>3.49</obj-score-max>
<comp-score-min>1.5</comp-score-min>
<comp-score-max>2.49</comp-score-max>
<mapto-score>2.0</mapto-score>
<mapto-desc><![CDATA[Meets-]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.5</obj-score-min>
<obj-score-max>2.49</obj-score-max>
<comp-score-min>2.5</comp-score-min>
<comp-score-max>3.49</comp-score-max>
<mapto-score>2.0</mapto-score>
<mapto-desc><![CDATA[Meets-]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>2.5</obj-score-min>
<obj-score-max>3.49</obj-score-max>
<comp-score-min>2.5</comp-score-min>
<comp-score-max>3.49</comp-score-max>
<mapto-score>3.0</mapto-score>
<mapto-desc><![CDATA[Meets]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>3.5</obj-score-min>
<obj-score-max>4.49</obj-score-max>
<comp-score-min>2.5</comp-score-min>
<comp-score-max>3.49</comp-score-max>
<mapto-score>3.0</mapto-score>
<mapto-desc><![CDATA[Meets]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>2.5</obj-score-min>
<obj-score-max>3.49</obj-score-max>
<comp-score-min>3.5</comp-score-min>
<comp-score-max>4.49</comp-score-max>
<mapto-score>3.0</mapto-score>

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130 PUBLIC Configuring Form Templates Using XML
 <mapto-desc><![CDATA[Meets]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.5</obj-score-min>
<obj-score-max>2.49</obj-score-max>
<comp-score-min>3.5</comp-score-min>
<comp-score-max>4.49</comp-score-max>
<mapto-score>3.0</mapto-score>
<mapto-desc><![CDATA[Meets]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>1.5</obj-score-min>
<obj-score-max>2.49</obj-score-max>
<comp-score-min>4.5</comp-score-min>
<comp-score-max>5.0</comp-score-max>
<mapto-score>3.0</mapto-score>
<mapto-desc><![CDATA[Meets]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>3.5</obj-score-min>
<obj-score-max>4.49</obj-score-max>
<comp-score-min>1.5</comp-score-min>
<comp-score-max>2.49</comp-score-max>
<mapto-score>3.0</mapto-score>
<mapto-desc><![CDATA[Meets]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>4.5</obj-score-min>
<obj-score-max>5.0</obj-score-max>
<comp-score-min>1.5</comp-score-min>
<comp-score-max>2.49</comp-score-max>
<mapto-score>3.0</mapto-score>
<mapto-desc><![CDATA[Meets]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>3.5</obj-score-min>
<obj-score-max>4.49</obj-score-max>
<comp-score-min>3.5</comp-score-min>
<comp-score-max>4.49</comp-score-max>
<mapto-score>4.0</mapto-score>
<mapto-desc><![CDATA[Meets+]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>2.5</obj-score-min>
<obj-score-max>3.49</obj-score-max>
<comp-score-min>4.5</comp-score-min>
<comp-score-max>5.0</comp-score-max>
<mapto-score>4.0</mapto-score>
<mapto-desc><![CDATA[Meets+]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>4.5</obj-score-min>
<obj-score-max>5.0</obj-score-max>
<comp-score-min>2.5</comp-score-min>
<comp-score-max>3.49</comp-score-max>
<mapto-score>4.0</mapto-score>
<mapto-desc><![CDATA[Meets+]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>3.5</obj-score-min>
<obj-score-max>4.49</obj-score-max>
<comp-score-min>4.5</comp-score-min>
<comp-score-max>5.0</comp-score-max>
<mapto-score>5.0</mapto-score>
<mapto-desc><![CDATA[Exceeds]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>4.5</obj-score-min>

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Configuring Form Templates Using XML PUBLIC 131
 <obj-score-max>5.0</obj-score-max>
<comp-score-min>3.5</comp-score-min>
<comp-score-max>4.49</comp-score-max>
<mapto-score>5.0</mapto-score>
<mapto-desc><![CDATA[Exceeds]]></mapto-desc>
</matrix-map-value>
<matrix-map-value>
<obj-score-min>4.5</obj-score-min>
<obj-score-max>5.0</obj-score-max>
<comp-score-min>4.5</comp-score-min>
<comp-score-max>5.0</comp-score-max>
<mapto-score>5.0</mapto-score>
<mapto-desc><![CDATA[Exceeds]]></mapto-desc>
</matrix-map-value>
</scale-adjusted-matrix>

6.8 Performance Potential Summary Section (perfpot-

summary-sect)

You can find the DTD definition, attributes, and elements applicable to this section. This topic lists only the
attributes and elements that are commonly used. For more information, refer to the latest DTD file.

DTD Definition

<!ELEMENT perfpot-summary-sect (pp-sect-name, pp-sect-intro?, fm-sect-config?,

field-permission*, perf-scale?, pot-scale?, manual-performance-rating?,
manual-performance-rating-label?, manual-potential-rating?, manual-potential-rating-
label?,
fm-comment*, sect-level-elements?)>

<!ATTLIST perfpot-summary-sect
index CDATA #REQUIRED
mgt-only (true | false) "false"
perf-manual-rating (true | false) "true"
pot-manual-rating (true | false) "true"
cmt-opt (0 | 1) "0"
cmt-max-limit CDATA "-1"
show-9box (true | false) "true"
section-display-order (perf-pot | pot-perf) "perf-pot"
pdf-page-break-opt (0 | 1 | 2) #IMPLIED
>

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132 PUBLIC Configuring Form Templates Using XML
Attributes

Attribute Description

index A number that represents the display order of the section on the form, for example, 0, 1, 2, 3.

When you move a section in Provisioning, the index number assigned to the section will be
updated automatically to reflect how you’ve rearranged the sections on the form.

mgt-only Set to true if you want only managers and HR to view the section.

perf-manual-rating Set to true to include a manual performance rating in the section.

pot-manual-rating Set to true to include a manual potential rating in the section.

cmt-opt Two comment options are available.

• 0: Shows section comments.

• 1 (default): No section comments.

show-9box Set to true to enable a chart of performance and potential ratings.

Elements

Element Description

pp-sect-name The name of the section

pp-sect-intro The introduction of the section

fm-sect-config See Additional Form Section Configuration (fm-sect-config) for more information.

field-permission See Form Permissions in XML Template for more information.

perf-scale See Configuring Matrix Grid Rating Scales for more information.

pot-scale See Configuring Matrix Grid Rating Scales for more information.

manual-performance-rating The default value of the performance rating

manual-performance-rating-label The label of the performance rating field

manual-potential-rating The default value of the potential rating

manual-potential-rating-label The label of the potential rating field

fm-comment Generic definition for comments

sect-level-elements A list of fm-element attached to the section

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Configuring Form Templates Using XML PUBLIC 133
Element Description

perfpot-matrix-grid-filter Use this element to determine who should be shown on the chart based on the filter
option at Succession Management. You have two filter options:

• form-subject: Shows only form subject on the chart.

• sm-matrix-grid-permissions: Shows only form subject on the chart
based on the Succession Management matrix grid permissions.

As a precondition of this setting, enable Succession Management and grant the ma­
trix grid report permission for users.

 Sample Code

<perfpot-matrix-grid-filter filter-option="form-
subject">
<role-name>EM</role-name>
<route-step stepid="2"/>
</perfpot-matrix-grid-filter>

 Note
This element doesn't check role names or route steps. It only checks whether the
filter is included into the performance potential summary section.

Related Information

Additional Form Section Configuration (fm-sect-config) [page 142]

Configuring Matrix Grid Rating Scales [page 63]
Form Permissions in XML Template [page 157]

6.9 Customized Weighted Rating Section (customized-

weighted-rating-sect)

The Customized Weighted Rating section displays the calculation details that arrive at the calculated form rating
and supports two overall scores: the calculated rating and the manual rating.

You can find the DTD definition, attributes, and elements applicable to this section.

DTD Definition

<!--
PM Customized Weighted Rating Section.

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134 PUBLIC Configuring Form Templates Using XML
 manual-rating: DEFAULT "true" allow manual rating to overwrite the calculated
rating
-->
<!ELEMENT customized-weighted-rating-sect (cwr-sect-name?, cwr-sect-intro?, cwr-
calculated-rating-label?, cwr-manual-rating-label?, fm-sect-config?, field-
permission*, fm-sect-scale?)>
<!ATTLIST customized-weighted-rating-sect
index CDATA #REQUIRED
mgt-only (true | false) "false"
manual-rating (true | false) "true"
override-unrated (true | false) "false"
>
<!ELEMENT cwr-sect-name (#PCDATA)>
<!ATTLIST cwr-sect-name
msgKey CDATA #IMPLIED
ver CDATA #IMPLIED
>
<!ELEMENT cwr-sect-intro (#PCDATA)>
<!ATTLIST cwr-sect-intro
msgKey CDATA #IMPLIED
ver CDATA #IMPLIED
>
<!ELEMENT cwr-calculated-rating-label (#PCDATA)>
<!ATTLIST cwr-calculated-rating-label
msgKey CDATA #IMPLIED
ver CDATA #IMPLIED
>
<!ELEMENT cwr-manual-rating-label (#PCDATA)>
<!ATTLIST cwr-manual-rating-label
msgKey CDATA #IMPLIED
ver CDATA #IMPLIED
>

Attributes

Attribute Description

index The order in which sections are displayed in the form is con­
trolled by a section index number starting with index="0".
As a result, the form XML can list sections in any order. When
you move sections, the index number assigned to a section is
updated automatically to reflect how you've rearranged the
sections in the form.

mgt-only Set to true if only managers and HR should see this section.

manual-rating Set to true to include a manual rating in the section.

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Configuring Form Templates Using XML PUBLIC 135
Attribute Description

override-unrated This is applicable only if manual-rating is true.

• If manual-rating is false, override-unrated is

ignored.
• If manual-rating is true and override-unrated
is false, then the overall rating is always the manual rating.
• If manual-rating is true and override-unrated
is true, then the overall rating will be the manual rating
unless the manual rating is unrated.
• If the manual rating is unrated when the form is at the cur­
rent step, then the overall rating won't be overridden by
the calculated rating.
• If the manual rating is unrated when the form is routed,
then the overall rating will default back to the calculated
rating.

Elements

Element Description

cwr-sect-name The name of the section

cwr-sect-intro The introduction of the section

cwr-calculated-rating-label Used to define the label of the calculated rating field

cwr-manual-rating-label Used to define the label of the manual rating field

fm-sect-config Extra configuration about the section

field-permission Permissions "read", "write", or "none" set with <cwr-

calculated-rating> or <cwr-manual-rating>.

fm-sect-scale Rating scale associated with this section

6.9.1 XML Example: Customized Weighted Rating Section

This is an example of a customized weighted rating section in an XML form template.

<customized-weighted-rating-sect index="1" mgt-only="false" manual-rating="true"

override-unrated="true">
<cwr-sect-name><![CDATA[Customized Weighted Rating]]></cwr-sect-name>
<cwr-sect-intro><![CDATA[]]></cwr-sect-intro>
<cwr-calculated-rating-label><![CDATA[Customized Calculated Rating Label]]></cwr-
calculated-rating-label>
<cwr-manual-rating-label><![CDATA[Customized Manual Rating Label]]></cwr-manual-
rating-label>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>

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136 PUBLIC Configuring Form Templates Using XML
 <unrated-rating><![CDATA[Too New To Rate]]></unrated-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<field-permission type="read">
<role-name>E</role-name>
<role-name>EM</role-name>
<field refid="cwr-calculated-rating">
<owner-role>*</owner-role>
</field>
<route-step stepid="170332421074186"/>
<route-step stepid="M1"/>
</field-permission>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[DROPDOWN]]></scale-type>
</fm-sect-scale>
</customized-weighted-rating-sect>

6.10 Miscellaneous Sections

When you configure a miscellaneous form section, use the corresponding section element with a nested <fm-
sect> element.

Section Element

Employee information section <userinfo-sect>

Introduction section <introduction-sect>

Review dates section <reviewinfo-sect>

Signature section <signature-sect>

You can only specify signature section name and introduction.

Other elements within this section will be ignored.

Custom section <custom-sect>

Job description section <job-desc-sect>

This section shows the job-related information from Job De­

scription Manager. If you use Job Profile Builder, the section is
not supported.

DTD Definition

<!ELEMENT fm-sect (fm-sect-name,fm-sect-intro?, fm-sect-config?, fm-element*, fm-

comment*, fm-add-element?)>

<!ATTLIST fm-sect

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Configuring Form Templates Using XML PUBLIC 137
 index CDATA #REQUIRED
mgt-only (true | false) "false"
ask-4-comment (true | false) "false"
split-cmt (true | false) "false"
cmt-opt (0 | 1) "0"
>

Attributes

Attribute Description

index A number that represents the display order of the section on

the form, for example, 0, 1, 2, 3.

When you move a section in Provisioning, the index number as­

signed to the section will be updated automatically to reflect
how you have rearranged the sections on the form.

mgt-only Set to true if you want only managers and HR to view the sec­
tion.

split-cmt Set to true if you want the subject's and manager's com­
ments to show side by side.

 Note
In Performance Management, the attribute is always set to
true.

cmt-opt Four comment options are available.

• 0 (default): Shows both item and section comments.

• 1: Shows only section comments, no item comments.
• 2: Shows only item comments, no section comments.
• 3: Shows no item and section comments.

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138 PUBLIC Configuring Form Templates Using XML
Elements

Element Description

fm-sect-name The name of the section

 Note
• The review dates section uses <reviewinfo-
sect-name> for section name.
• The job description section uses <job-desc-
sect-name> for section name.

fm-sect-intro The introduction of the section

 Note
• The review dates section uses <reviewinfo-
sect-intro> for section introduction.
• The job description section uses <job-desc-
sect-intro> for section introduction.

fm-sect-config See Additional Form Section Configuration (fm-sect-config) for

more information.

fm-element See Employee Information Section (userinfo-sect) for more in­

formation.

fm-comment Generic definition for comments

fm-add-element Used to add custom fields

Related Information

Additional Form Section Configuration (fm-sect-config) [page 142]

Employee Information Section (userinfo-sect) [page 139]

6.10.1 Employee Information Section (userinfo-sect)

The employee information section uses the <fm-element> element to show employee information, which comes
from the data elements in the employee table.

The following are accepted data elements:

• USERNAME
• FIRSTNAME
• LASTNAME

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Configuring Form Templates Using XML PUBLIC 139
• MI
• GENDER
• EMAIL
• MANAGER
• HR
• DEPARTMENT
• JOBCODE
• DIVISION
• LOCATION
• TIMEZONE
• HIREDATE
• EMPID
• TITLE
• BIZ_PHONE
• FAX
• ADDR1
• ADDR2
• CITY
• STATE
• ZIP
• COUNTRY
• REVIEW_FREQ
• LAST_REVIEW_DATE
• CUSTOM01
• CUSTOM02
• CUSTOM03
• CUSTOM04
• CUSTOM05
• CUSTOM06
• CUSTOM07
• CUSTOM08
• CUSTOM09
• CUSTOM10
• CUSTOM11
• CUSTOM12
• CUSTOM13
• CUSTOM14
• CUSTOM15
• MATRIX_MANAGER

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140 PUBLIC Configuring Form Templates Using XML
Attributes

Attribute Description

index A number that represents the display order of employee infor­

mation. The index of the first element should be set to 0.

type The data type of employee information, which should be 3

(text).

sync-until-completion By default, each data element displayed reflects the latest em­
ployee data at the time when the form is opened. You can set
this attribute to false to preserve the original employee in­
formation when the form was created, regardless of data
changes after that.

If you set this attribute to false, the following elements in ta­

ble reports reflect the data at the time of form launch:

• Manager
• Division
• Department
• Location

Elements

Element Description

ekey The text entered in this element should reflect the static name as listed in the first row of the user
import file.

ename This element should be left blank. It reflects the text that is associated with the field in the User
Directory Settings.

evalue This element should be left blank.

Example

 Sample Code

<userinfo-sect>
<fm-sect index="1" mgt-only="false" split-cmt="false" cmt-opt="1">
<fm-sect-name><![CDATA[Employee Information]]></fm-sect-name>
<fm-sect-intro><![CDATA[]]></fm-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>

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 <blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<fm-element index="0" type="3">
<ekey><![CDATA[FIRSTNAME]]></ekey>
<ename><![CDATA[]]></ename>
<evalue><![CDATA[]]></evalue>
</fm-element>
<fm-element index="1" type="3">
<ekey><![CDATA[LASTNAME]]></ekey>
<ename><![CDATA[]]></ename>
<evalue><![CDATA[]]></evalue>
</fm-element>
<fm-element index="2" type="3">
<ekey><![CDATA[HR]]></ekey>
<ename><![CDATA[]]></ename>
<evalue><![CDATA[]]></evalue>
</fm-element>
<fm-element index="3" type="3">
<ekey><![CDATA[USERNAME]]></ekey>
<ename><![CDATA[]]></ename>
<evalue><![CDATA[]]></evalue>
</fm-element>
</fm-sect>
</userinfo-sect>

6.11 Additional Form Section Configuration (fm-sect-config)

You can use the <fm-sect-config> element to configure additional section-level features. You can find the DTD
definition and elements applicable to this element.

DTD Definition

<!ELEMENT fm-sect-config (rating-label?, rating-label-others?, default-rating?,

unrated-rating?,
weight-total?, hidden-strength-threshold?, blind-spot-threshold?, rating-bar-
color?, item-weights?,
hide-weight-percent-sign?, weight-label?, show-points?, section-comments-label?,
section-comments-blank-indicator?, section-manager-comments-label?, section-subject-
comments-label?,
comments-blank-indicator?, manager-comments-label?, subject-comments-label?,
calculated-rating-label?,
rating-display-format?, section-permission*, section-owner*, required-fields*,
calibration-mode?,
show-job-roles?, default-section-comments-label?, default-item-comments-label?,
weight-total-option?,
num-decimal-places?, publish-button-label?, publish-button-warning?, field-
publishing*, section-rating-calc?,
section-item-rating-calc?, ez-rater?, normalize-section-rating?)>

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142 PUBLIC Configuring Form Templates Using XML
Elements

Element Description

rating-label The label of the official rating field. The default value is
Rating.

rating-label-others The label of unofficial rating fields, including unofficial user

rating and subject rating. The default value is Rating.

 Note
This label can be configured to show as Rating by
{employee name} on the form. However, in the PDF and
print version, the label is always shown as Rating.

default-rating The label that is shown in the rating field if users haven't given
a rating. The value in reports is shown as blank.

unrated-rating The label of a special rating on the rating scale, for example,
Too New to Rate. Performance reviewers can select this rating
when they think it's too early to give a regular rating. This
value is not included in the calculation.

weight-total The total weight for a section. Negative number or null means
ignoring the validation of the total weight. See also the
<weight-total-option> element.

item-weights The range of weights for a goal or competency. Use the

<item-weight-floor> and <item-weight-
ceiling> subelements to set the minimum weight required
and the maximum weight allowed respectively.

If the parameters are not met when the form is sent, a warning
message is displayed.

hide-weight-percent-sign The option to hide the percentage symbol (%) next to the
weight for items. This element can be applied to goal section,
competency section, summary section, and goal competency
summary section.

weight-total-option The option to show a warning or error message when the total
weight validation is not passed. The configuration is relevant
only if the <weight-total> element is also specified.

Two valid values are available:

• enforce: An error message is shown. Weights must add

up to the specified value otherwise users cannot save or
forward the form.
• warn (default): A warning message is shown.

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Configuring Form Templates Using XML PUBLIC 143
Element Description

 Note
If you use this option and don't allow ratings in forms,
make sure that no-rate is set to false and rating
fields are hidden from users. This is because forms must
be rated to account for weights, even if forms don't count
the ratings in.

normalize-section-rating The option to normalize ratings to a rating scale at the section

level. The default value is true. If customers want to disable
normalization, set the value to false. This element can be
applied to goal section, competency section, summary
section, and goal competency summary section.

To enable or disable normalization for the overall form rating

at the form level, use the <meta-normalize-form-
rating> element under <fm-meta> and set the value to
true or false accordingly.

publish-button-label Not supported in Performance Management

publish-button-warning

field-publishing

rating-bar-color

6.11.1 Configuring Required Fields in XML Template

Configure required fields in a specific step to require users to complete the fields before they send the form.

Procedure

1. In an XML form template, add the <required-fields> element under <fm-sect-config> in a specific
section.
2. Specify the role, field, step, and send action accordingly.

Subelement Description

<role-name> Role value. Example: E, EM

<field> Field in the section. Example: Item Rating

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144 PUBLIC Configuring Form Templates Using XML
 Subelement Description

If the field is a text or text area field, you can also specify
min-value and max-value.

<route-step> Step ID

<send-action> Action when required fields are validated. The following ac­
tions are supported.

• inner_step_send: The form is sent within an itera­

tive step or sent to someone within the current step, or
someone replies within the current step.
• next_step: The form is sent to the next step.
• sign: The form is signed in a signature step.

In this example, managers are required to complete the item rating field in a specific step before they send the
form to next step.

 Sample Code

<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating>Select a rating...</default-rating>
<unrated-rating>Unable to Rate</unrated-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<required-fields>
<role-name>EM</role-name>
<field refid="item-rating" min-value="-1.0" max-value="-1.0"/>
<route-step stepid="phase3"/>
<send-action sendid="next_step"/>
</required-fields>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>

In this example, managers are required to complete a custom text field with no more than five characters in a
specific step before they send the form to the next step.

 Sample Code

<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating>Select a rating...</default-rating>
<unrated-rating>Unable to Rate</unrated-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<required-fields>
<role-name>EM</role-name>
<field refid="custom-element" min-value="1.0" max-value="5.0">
<ekey>target1</ekey>
</field>
<route-step stepid="manager"/>
<send-action sendid="next_step"/>
</required-fields>

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Configuring Form Templates Using XML PUBLIC 145
 <num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>

6.11.2 XML Example: Customized Rating Labels

This is an example of customized rating labels.

<fm-sect-config>
<rating-label><![CDATA[Official Rating]]></rating-label>
<rating-label-others><![CDATA[Unofficial Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<section-permission type="hidden">
<role-name>*</role-name>
</section-permission>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>

6.11.3 XML Example: Customized Default Rating and Unrated

Rating

This is an example of customized default rating and unrated rating.

<fm-sect-config>
<rating-label><![CDATA[Official Rating]]></rating-label>
<rating-label-others><![CDATA[Unofficial Rating]]></rating-label-others>
<default-rating>Choose One</default-rating>
<unrated-rating>Not Observed</unrated-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<section-permission type="hidden">
<role-name>*</role-name>
</section-permission>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>

6.11.4 XML Example: Customized Comment Labels

This is an example of customized comment labels for managers and employees at the item and section level.

<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating>Select a rating...</default-rating>
<unrated-rating>Unable to Rate</unrated-rating>

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146 PUBLIC Configuring Form Templates Using XML
 <hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<section-manager-comments-label><![CDATA[Manager'''s Section Comments]]></section-
manager-comments-label>
<section-subject-comments-label><![CDATA[Employee'''s Section Comments]]></
section-subject-comments-label>
<manager-comments-label><![CDATA[Manager'''s Item Comments]]></manager-comments-
label>
<subject-comments-label><![CDATA[Employee'''s Item Comments]]></subject-comments-
label>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>

 Note

You need to type ''' to get an apostrophe (') in the customized label output.

6.12 Rating Scales (fm-sect-scale)

Use this element to associate a rating scale with a goal section, competency section or summary section.

DTD Definition

<!ELEMENT fm-sect-scale (scale-source?, scale-id, scale-type?, scale-value*, scale-

adjusted-calculation?)>

<!ATTLIST fm-sect-scale show-value (true | false) "true" reverse-scale (true |

false) #IMPLIED >

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Configuring Form Templates Using XML PUBLIC 147
Attributes

Attribute Description

show-value Use this attribute to configure the rating format.

• true: The rating is displayed as stars.

• false: The rating is displayed as a dropdown list.

To use the circle rating format, you can enable it in Admin

Center Form Template Settings .

 Note
If a rating scale has more than 5 rating values, it can only
display as a dropdown list and cannot be changed to other
rating format.

reverse-scale See Reversing a Rating Scale.

Elements

Element Description

scale-id The name of the rating scale

scale-type Scale type. Set this value to NULL.

Related Information

Reversing a Rating Scale [page 150]

6.12.1 Mapping Rating Scales to Sections

Map rating scales to goal, competency, and summary sections so that users can give ratings on the form.

Context

By default, rating fields in goal and competency sections show the defined unrated rating and default rating, which
are not editable on the form. You must map rating scales to the sections respectively to enable ratings.

You can map only one rating scale to one section. If multiple rating scales are mapped to sections in one form,
ensure the rating scales have the same point scale.

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148 PUBLIC Configuring Form Templates Using XML
Procedure

1. To map a rating scale to a goal or competency section, add the <fm-sect-scale> element to <objective-
sect> or <competency-sect>.

 Sample Code

<objective-sect index="3" configurable="true" mgt-only="false" use-

jobcode="false" no-rate="false" no-weight="false" summ-opt="999999" split-
cmt="false" rating-opt="0" cmt-opt="0" in-summ-display="true" in-overall-
rating="true" no-group="true" use-milestone="false"if-no-ratings-then-ignore-
section="false" lock-item-weights="false">
<obj-sect-name><![CDATA[Performance Objectives]]></obj-sect-name>
<obj-sect-intro><![CDATA[Objective Intro Text]]></obj-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
</fm-sect-config>
<sect-weight><![CDATA[0.0]]></sect-weight>
<fm-sect-scale show-value="true">
<scale-id><![CDATA[Default Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<obj-sect-type><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>1</obj-sect-plan-id>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</objective-sect>

2. To map a rating scale to a summary section, add the <fm-sect-scale> element to <fm-meta>.

 Sample Code

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-sect-scale show-value="true">
<scale-id><![CDATA[Performance & Development Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-
ceiling-option>
</fm-meta>

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Configuring Form Templates Using XML PUBLIC 149
6.12.2 Reversing a Rating Scale

Reverse a rating scale so that the smallest number becomes the highest rating score.

Context

Generally in a rating scale the largest number is the highest rating and the smallest number the lowest. You can use
the reverse-scale attribute to reverse the order. Read the following notes when using a reversed rating scale:

• Reversed rating scales don't work with expected rating: Expected rating is a value that administrators set for
the competencies assigned to a job role. So, whenever an employee tries to rate a competency, a value is
shown below the rating that specifies the expected rating for that job role. The problem is the expected rating
won't be reversed together with the rating scale.
For example, if the expected rating for an individual competency is set to 20%, and the default 5-point rating
scale is used (1 being the lowest rating and 5 being the highest), then the normalized expected rating for this
scenario is shown as 1, which is considered as the lowest value. In this case, if the rating scale is reversed (1
being the highest rating and 5 being the lowest), the normalized expected rating will still be shown as 1, which is
now considered as the highest rating.
• Reversed rating scales don't work with star rating format: A reversed rating scale is always selected using a
dropdown menu.
• Reversed rating scales don't work with the chart in goal competency summary section: The goal
competency summary section calculates three ratings: an overall goal rating, an overall competency rating,
and an overall goal competency rating. These ratings are calculated as an aggregation of the ratings from all
the goal sections and competency sections to determine the quadrant in which an employee falls on the rating
chart. When a reversed rating scale is used to calculate these ratings, the quadrant doesn't change according
to the reversed rating scale.

Procedure

In the <fm-sect-scale> element, set the reverse-scale attribute to true.

 Sample Code

<fm-sect-scale show-value="true" reverse-scale="true">

<scale-id><![CDATA[Default Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>

 Note

If you use multiple rating scales in one form, ensure to reverse all the rating scales so that users don't get
confused or make accidental rating errors.

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150 PUBLIC Configuring Form Templates Using XML
6.12.3 Configuring Scale Adjusted Calculation in XML Template

Configure scale adjusted calculation to adjust the calculated form rating to a fixed rating value, so that the
calculated form rating with a decimal can be shown as an integer with a rating description.

Procedure

1. In an XML form template, add the <scale-adjusted-calculation> element under <fm-sect-scale>

under <fm-meta>.
2. Set the enable attribute to true.
3. Optional: Set the display-calculated-rating attribute to true if you want to show the original calculated
form rating under the adjusted calculated form rating.
4. Specify the following subelements to define adjusted ratings.

Subelement Description

<score-min> The lowest possible rating of the calculated form rating that
will be adjusted to a fixed value. Example: 0.1

<score-max> The highest possible rating of the calculated form rating that
will be adjusted to a fixed value. Example: 1.49

<mapto-score> A fixed value to which the calculated form rating in the range
from <score-min> to <score-max> will be adjusted.
Example: 1.0

<mapto-desc> The rating description of the fixed value. Example: Below Ex­
pectations

 Sample Code

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[Performance & Development Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
<scale-adjusted-calculation enable="true" display-calculated-
rating="false">
<rating-label><![CDATA[Overall Rating:]]></rating-label>
<default-rating><![CDATA[Unrated]]></default-rating>
<scale-map-value>
<score-min>0.1</score-min>
<score-max>1.49</score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below Expectations]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>1.5</score-min>
<score-max>2.49</score-max>
<mapto-score>2.0</mapto-score>

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Configuring Form Templates Using XML PUBLIC 151
 <mapto-desc><![CDATA[Meets Some Expectations]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>2.5</score-min>
<score-max>3.49</score-max>
<mapto-score>3.0</mapto-score>
<mapto-desc><![CDATA[Meets Expectations]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>3.5</score-min>
<score-max>4.49</score-max>
<mapto-score>4.0</mapto-score>
<mapto-desc><![CDATA[Exceeds Some Expectations]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>4.5</score-min>
<score-max>5.99</score-max>
<mapto-score>5.0</mapto-score>
<mapto-desc><![CDATA[Exceeds Expectations]]></mapto-desc>
</scale-map-value>
</scale-adjusted-calculation>
</fm-sect-scale>
<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-
ceiling-option>
</fm-meta>

5. Set the use-adjusted-scale-for-section-header-rating attribute in the summary section to 1.

6.13 Custom Fields (fm-element)

You can find the DTD definition, attributes, and elements applicable to custom fields.

 Note

Custom fields do not support HTML in Performance Management.

DTD Definition

<!ELEMENT fm-element (ekey, ename?, evalue?, elist?, text-size?, text-maxlength?)>

<!ATTLIST fm-element
index CDATA #REQUIRED
type (1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10) #REQUIRED
checked (true | false) "false"
min CDATA #IMPLIED
max CDATA #IMPLIED
sync-until-completion (true | false) "true"
waca (true | false) "false"
>

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152 PUBLIC Configuring Form Templates Using XML
Attributes

Attribute Description

index A number that represents the display order of custom fields. The index of the first element
should be set to 0.

type The data type of custom fields. Each of the numbers from 2 to 9 represents a specific data
type.

• 2: Label
• 3: Text
• 4: Text area
• 5: Date
• 6: List
• 7: Integer
• 8: Double
• 9: Checkbox

For more information on data types, see Configuring Custom Fields.

checked This attribute is only applicable to checkbox. The value is true if the checkbox is selected
by default.

sync-until-completion This attribute is not relevant to custom fields but used in the employee information
section. See Employee Information Section (userinfo-sect) for more information.

waca This attribute is applicable to text area in competency sections. The value is true if
Writing Assistant is enabled for the custom field.

Elements

Element Description

ekey The key of custom fields. The value should always be one word and you can use mixed cases and
underscores.

The value must be unique for each custom field within the same form. Though using the same
value doesn't fail the form template validation, it may lead to unexpected issues and will cause a
problem in reporting.

ename The label of custom fields. Its length should be 128 characters or fewer. Otherwise, this will cause a
problem if any custom database reports need to be run on the data.

evalue The default value of custom fields.

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Configuring Form Templates Using XML PUBLIC 153
Element Description

 Note
If you use a checkbox type, you must specify the evalue such as True, Y, Yes. This is the value
that will be stored when users select the checkbox. If you don't specify a value, no value will be
stored in the database.

elist This element is only applicable to list. See Configuring a Custom Dropdown List Field for more
information.

text-size The width of the text field in pixel.

Related Information

Employee Information Section (userinfo-sect) [page 139]

Configuring Custom Fields [page 83]
Configuring a Custom Dropdown List Field [page 154]

6.13.1 Configuring a Custom Dropdown List Field

Configure a custom dropdown list field in an XML form template according to customer's business needs.

Procedure

1. In an XML form template, add the <fm-element> element.

 Note

For the location where the element should be added, refer to the DTD definition of a specific section.

2. Specify the common attributes and elements of custom fields, for example, index, type, <ekey>, and
<ename>.

 Note

Leave the <evalue> element blank if customers use one of the following scenarios:
• The Incomplete Items pod is used.
• The custom dropdown list field is configured with different access permissions for users.

3. Specify the <elist> element to define a data type and dropdown values.
a. Use the elist-value-type attribute to define the data type of the dropdown list.

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154 PUBLIC Configuring Form Templates Using XML
 Available types are: 3 - text, 5 - date, and 7 - integer.
b. Use the <elist-element> subelement to define dropdown values.

If a picklist is defined, the dropdown list is loaded from the picklist.

The following table shows the subelements available under <elist-element>.

Subelement Description

elist-default-name The first choice shown in the dropdown list

elist-default-value The value to be reported if no choice is selected

elist-name The name of the choice shown in the dropdown list

elist-value The value of the choice in reporting

This is an example of a custom dropdown list field in a goal section.

 Sample Code

<objective-sect index="3" configurable="true" mgt-only="false" use-

jobcode="false" no-rate="false" no-weight="false" summ-opt="999999" split-
cmt="false" rating-opt="0" cmt-opt="0" in-summ-display="true" in-overall-
rating="true" no-group="true" use-milestone="false"if-no-ratings-then-ignore-
section="false" lock-item-weights="false">
<obj-sect-name><![CDATA[Performance Objectives]]></obj-sect-name>
<obj-sect-intro><![CDATA[Objective Intro Text]]></obj-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
</fm-sect-config>
<sect-weight><![CDATA[0.0]]></sect-weight>
<fm-sect-scale show-value="true">
<scale-id><![CDATA[Default Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<obj-sect-type><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>1</obj-sect-plan-id>
<sect-fm-elements>
<fm-element index="0"
type="6">
<ekey><![CDATA[SumCareerObj]]></ekey>
<ename><![CDATA[Employee's job satisfaction:]]></ename>
<evalue><![CDATA[]]></evalue>
<elist elist-value-type="7" elist-default-name="None Selected" elist-
default-value="">
<elist-element elist-index="0" elist-selected="false">
<elist-name><![CDATA[Satisfied with current position]]></elist-name>
<elist-value><![CDATA[Satisfied]]></elist-value>
</elist-element>
<elist-element elist-index="1" elist-selected="false">
<elist-name><![CDATA[Interested in future opportunities]]></elist-
name>
<elist-value><![CDATA[Dissatisfied]]></elist-value>
</elist-element>
</elist>
</fm-element>
</sect-fm-elements>
</objective-sect>

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Configuring Form Templates Using XML PUBLIC 155
6.13.2 XML Example: Custom Checkbox Field

This is an example of a custom checkbox field.

<fm-element index="0" type="9">

<ekey><![CDATA[EmpMgrMeetingCheckBox]]></ekey>
<ename><![CDATA[<b>Check to indicate that the Employee Dialog Meeting has
occurred</b>]]></ename>
<evalue><![CDATA[Y ]]></evalue>
</fm-element>

6.13.3 XML Example: Custom Field in a Goal Section

This is an example of a custom field that is displayed between each goal's description and rating in a goal section.

 Note

When you define the custom field, it appears for each item and not just once in the section.

<objective-sect index="3" configurable="true" mgt-only="false" use-jobcode="false"

no-rate="false" no-weight="false" summ-opt="999999" split-cmt="false" rating-
opt="0" cmt-opt="0" in-summ-display="true" in-overall-rating="true" no-group="true"
use-milestone="false"if-no-ratings-then-ignore-section="false" lock-item-
weights="false">
<obj-sect-name><![CDATA[Performance Objectives]]></obj-sect-name>
<obj-sect-intro><![CDATA[Objective Intro Text]]></obj-sect-intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
</fm-sect-config>
<sect-weight><![CDATA[0.0]]></sect-weight>
<fm-sect-scale show-value="true">
<scale-id><![CDATA[Default Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<obj-sect-type><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>1</obj-sect-plan-id>
<sect-fm-elements>
<fm-element index="0" type="4">
<ekey><![CDATA[PerformanceMeasures]]></ekey>
<ename><![CDATA[<b>Performance Measures:</b>]]></ename>
<evalue><![CDATA[]]></evalue>
</fm-element>
</sect-fm-elements>
</objective-sect>

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156 PUBLIC Configuring Form Templates Using XML
6.14 Form Permissions in XML Template

Learn about the form permissions for buttons, tabs, sections, actions, and fields in an XML form template.

Element in XML Location in XML

Permission Template Template Examples More Information

Button Permissions <button- In the meta section XML Example: Button Button Permissions
permission> (<fm-meta>) Permissions [page 157] [page 70]

Tab Permissions <tab-permission> • To configure the XML Example: Tab Tab Permissions [page
Permissions [page 158] 73]
permissions at the
form level: In the
meta section
(<fm-meta>)
• To configure the
permissions at the
section level: In
available sections

Section Permissions <section- Under the <fm-sect- XML Example: Section Section Permissions
permission> config> element of Permissions [page 161] [page 74]
available sections

Action Permissions <action- In available sections XML Example: Action Action Permissions
permission> Permissions [page 161] [page 75]

Field Permissions <field- In available sections XML Example: Field Field Permissions [page
permission> Permissions [page 162] 76]

6.14.1 XML Example: Button Permissions

Learn about button permission examples in an XML form template.

Example 1

In this example, employee is the only role who can't see the Get Feedback button in all steps.

<button-permission type="none">
<role-name>E</role-name>
<button refid="get-comments"/>
<route-step stepid="*"/>
</button-permission>
<button-permission type="none">
<role-name>E</role-name>
<button refid="get-edits"/>
<route-step stepid="*"/>
</button-permission>

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Configuring Form Templates Using XML PUBLIC 157
Example 2

In this example, manager is the only role who can see the Add Modifier button in all steps.

<button-permission type="none">
<role-name>*</role-name>
<button refid="add-modifier" />
<route-step stepid="*" />
</button-permission>
<button-permission type="enabled">
<role-name>EM</role-name>
<button refid="add-modifier" />
<route-step stepid="*" />
</button-permission>

6.14.2 XML Example: Tab Permissions

Learn about tab permission examples in an XML form template.

Example 1

In this example, nobody can view the Goal Details, Other Details, and Achievements tabs in a goal section.

<objective-sect index="0" configurable="true" mgt-only="false" use-jobcode="false"

no-rate="false" develop-goal="false" show-learning-activity-competency="false" no-
weight="true" summ-opt="999" split-cmt="true" rating-opt="3" cmt-opt="3" in-summ-
display="true" in-overall-rating="true" no-group="false" use-milestone="false" if-
no-ratings-then-ignore-section="true" lock-item-weights="false" in-objcomp-summ-
display="true" in-objcomp-summ-overall-rating="true" auto-pop-weights="false" min-
goals-required="-2147483648" max-goals-allowed="2147483647" allow-draft-tgm-
goals="false" hide-addexistinggoals-btn="true" sect-mode="normal" ez-rater-expand-
all="false" obj-edit="popup" show-calculated-section-rating="true" avoid-obj-plan-
state-change-by-multiple-forms="false" use-mlt-rating-if-present="false">
<obj-sect-name msgKey="PM_GoalSection_name"><![CDATA[Goals]]></obj-sect-name>
<obj-sect-intro msgKey="PM_GoalSection_intro"></obj-sect-intro>
<fm-sect-config>
<rating-label msgKey="PM_RatingLabel_Rating"><![CDATA[Rating]]></rating-label>
<rating-label-others msgKey="PM_RatingLabelOthers"><![CDATA[Rating]]></rating-
label-others>
<default-rating msgKey="PM_GoalSection_defaultrating"><![CDATA[Select a
rating...]]></default-rating>
<unrated-rating msgKey="PM_GoalSection_unrated"><![CDATA[Unable to Rate]]></
unrated-rating>
<weight-total><![CDATA[100.0]]></weight-total>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<item-weights>
<item-weight-floor>0.0</item-weight-floor>
<item-weight-ceiling>100.0</item-weight-ceiling>
</item-weights>
<section-comments-label msgKey="PM_GoalSection_sectcomment"><![CDATA[Overall
Section Comments]]></section-comments-label>
<section-manager-comments-label msgKey="PM_GoalSection_sectmgrcomment"><!
[CDATA[{0}'''s Comments]]></section-manager-comments-label>
<section-subject-comments-label msgKey="PM_GoalSection_sectsubjcomment"><!
[CDATA[{0}'''s Comments]]></section-subject-comments-label>

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158 PUBLIC Configuring Form Templates Using XML
 <manager-comments-label msgKey="PM_GoalSection_mgrcomment"><![CDATA[{0}'''s
Comments]]></manager-comments-label>
<subject-comments-label msgKey="PM_GoalSection_subjcomment"><![CDATA[{0}'''s
Comments]]></subject-comments-label>
<weight-total-option><![CDATA[enforce]]></weight-total-option>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<tab-permission type="none">
<role-name>*</role-name>
<tab refid="goal-details"/>
<tab refid="other-details"/>
<tab refid="achievements"/>
<route-step stepid="*"/>
</tab-permission>
<sect-weight>50.0</sect-weight>
<sect-weight-4-objcomp-summary>50.0</sect-weight-4-objcomp-summary>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[Performance Rating Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<obj-sect-type autosync="true"><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>10</obj-sect-plan-id>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</objective-sect>

Example 2

In this example, only managers can view the Ratings from Others tab in all steps for available sections.

<fm-meta>
<meta-form-id>-1</meta-form-id>
<meta-rated>true</meta-rated>
<meta-rating>0.0</meta-rating>
<meta-scale>0.0</meta-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-ceiling-
option>
<others-ratingtab-permission type="none">
<role-name>*</role-name>
<route-step stepid="*"/>
</others-ratingtab-permission>
<others-ratingtab-permission type="enabled">
<role-name>EM</role-name>
<route-step stepid="*"/>
</others-ratingtab-permission>
</fm-meta>

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Configuring Form Templates Using XML PUBLIC 159
Example 3

You can use the <others-ratingtab-item-permission> element at the section level to configure the field
permissions on the Ratings from Others tab. In this example, nobody can view the Item Rating field on the tab in a
goal section in a specific step.

<objective-sect index="0" configurable="true" mgt-only="false" use-jobcode="false"

no-rate="false" develop-goal="false" show-learning-activity-competency="false" no-
weight="true" summ-opt="999" split-cmt="true" rating-opt="3" cmt-opt="3" in-summ-
display="true" in-overall-rating="true" no-group="false" use-milestone="false" if-
no-ratings-then-ignore-section="true" lock-item-weights="false" in-objcomp-summ-
display="true" in-objcomp-summ-overall-rating="true" auto-pop-weights="false" min-
goals-required="-2147483648" max-goals-allowed="2147483647" allow-draft-tgm-
goals="false" hide-addexistinggoals-btn="true" sect-mode="normal" ez-rater-expand-
all="false" obj-edit="popup" show-calculated-section-rating="true" avoid-obj-plan-
state-change-by-multiple-forms="false" use-mlt-rating-if-present="false">
<obj-sect-name msgKey="PM_GoalSection_name"><![CDATA[Goals]]></obj-sect-name>
<obj-sect-intro msgKey="PM_GoalSection_intro"></obj-sect-intro>
<fm-sect-config>
<rating-label msgKey="PM_RatingLabel_Rating"><![CDATA[Rating]]></rating-label>
<rating-label-others msgKey="PM_RatingLabelOthers"><![CDATA[Rating]]></rating-
label-others>
<default-rating msgKey="PM_GoalSection_defaultrating"><![CDATA[Select a
rating...]]></default-rating>
<unrated-rating msgKey="PM_GoalSection_unrated"><![CDATA[Unable to Rate]]></
unrated-rating>
<weight-total><![CDATA[100.0]]></weight-total>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<item-weights>
<item-weight-floor>0.0</item-weight-floor>
<item-weight-ceiling>100.0</item-weight-ceiling>
</item-weights>
<section-comments-label msgKey="PM_GoalSection_sectcomment"><![CDATA[Overall
Section Comments]]></section-comments-label>
<section-manager-comments-label msgKey="PM_GoalSection_sectmgrcomment"><!
[CDATA[{0}'''s Comments]]></section-manager-comments-label>
<section-subject-comments-label msgKey="PM_GoalSection_sectsubjcomment"><!
[CDATA[{0}'''s Comments]]></section-subject-comments-label>
<manager-comments-label msgKey="PM_GoalSection_mgrcomment"><![CDATA[{0}'''s
Comments]]></manager-comments-label>
<subject-comments-label msgKey="PM_GoalSection_subjcomment"><![CDATA[{0}'''s
Comments]]></subject-comments-label>
<weight-total-option><![CDATA[enforce]]></weight-total-option>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<others-ratingtab-item-permission type="none">
<role-name>*</role-name>
<tab-item refid="item-rating"/>
<route-step stepid="1"/>
</others-ratingtab-item-permission>
<sect-weight>50.0</sect-weight>
<sect-weight-4-objcomp-summary>50.0</sect-weight-4-objcomp-summary>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[Performance Rating Scale]]></scale-id>
<scale-type><![CDATA[null]]></scale-type>
</fm-sect-scale>
<obj-sect-type autosync="true"><![CDATA[plan]]></obj-sect-type>
<obj-sect-plan-id>10</obj-sect-plan-id>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</objective-sect>

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160 PUBLIC Configuring Form Templates Using XML
6.14.3 XML Example: Section Permissions

Learn about section permission examples in an XML form template.

Example 1

In this example, managers and employees can edit the section in all steps while other roles can only view the
section in all steps.

<section-permission type="disabled">
<role-name>*</role-name>
<route-step stepid="*"/>
</section-permission>
<section-permission type="enabled">
<role-name>EM</role-name>
<role-name>E</role-name>
<route-step stepid="*"/>
</section-permission>

Example 2

In this example, nobody can view the section in a specific step. You can look for the step ID in a route map.

<section-permission type="hidden">
<role-name>*</role-name>
<route-step stepid="7"/>
</section-permission>

6.14.4 XML Example: Action Permissions

Learn about action permission examples in an XML form template.

Example 1

In this example, employees are not allowed to add or remove goals in any steps.

<action-permission type="none">
<role-name>E</role-name>
<action refid="add-item" />
<action refid="remove-item" />
<route-step stepid="*"/>
</action-permission>

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Configuring Form Templates Using XML PUBLIC 161
Example 2

In this example, nobody can add or remove goals while managers can do so.

<action-permission type="none">
<role-name>*</role-name>
<action refid="add-item"/>
<action refid="remove-item"/>
</action-permission>
<action-permission type="enabled">
<role-name>EM</role-name>
<action refid="add-item"/>
<action refid="remove-item"/>
</action-permission>

6.14.5 XML Example: Field Permissions

Learn about action permission examples in an XML form template.

Example 1

In this example, everyone can at least view the Item Rating, Item Weight, and Item Group fields, managers can edit
the Item Rating and Item Weight fields, and employees can edit the Item Group and Item Weight fields.

<field-permission type="read">
<role-name>*</role-name>
<field refid="item-rating"/>
<field refid="item-weight"/>
<field refid="item-group"/>
</field-permission>
<field-permission type="write">
<role-name>EM</role-name>
<field refid="item-rating"/>
<field refid="item-weight"/>
</field-permission>
<field-permission type="write">
<role-name>E</role-name>
<field refid="item-group"/>
<field refid="item-weight"/>
</field-permission>

Example 2

In this example, employees can edit a specific custom field in all steps and everyone can view another custom field
in a specific step.

<field-permission type="write">
<role-name>E</role-name>
<ekey>target3</ekey>

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162 PUBLIC Configuring Form Templates Using XML
 <route-step stepid="*"/>
</field-permission>
<field-permission type="read">
<role-name>*</role-name>
<ekey>Results_obj</ekey>
<route-step stepid="set_goals"/>
</field-permission>

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Configuring Form Templates Using XML PUBLIC 163
7 Enabling Form Features

Performance Management forms have many features that can improve user experience in performance reviews.
Learn about the features in detail and how to enable them.

Add Modifier [page 165]

The Add Modifier feature allows performance reviewers to include other users into the form review process
at the Modify stage.

Add Signer and Remove Signer [page 166]

Users can add and remove signers as necessary in a performance review.

Add to Outlook [page 168]

With Outlook calendar integration, users can add a performance review to their Outlook calendar for
personal reminders.

Ask for Feedback [page 169]

The Ask for Feedback feature is an integrated approach to solicit feedback from people through email.
Managers can send an email to one or more individuals asking for feedback, and the individuals can reply
directly to the email with their feedback.

Available Pods [page 172]

Performance Management provides users with various summary pods on forms.

Change Engine [page 175]

Change engine is used to define rules for document changes and transfer when the employee data is
changed. Settings are maintained for each change event and are applicable to the entire system.

Document Transfer [page 179]

Document transfer is used to transfer employee's forms from the old manager to the new manager when
the employee's manager is changed.

Email Notifications [page 191]

You can enable email notifications so that users will receive emails when specific actions occur.

EZ Rater [page 199]

EZ Rater allows managers to easily compare employee self-ratings with manager ratings.

Form Autosave [page 201]

The system automatically saves Performance Management forms if users don't save the form in a minute.

Form History [page 201]

Users can get an overview of form history, including all ratings and comments.

Form Information [page 202]

Users can know the basic information about a form, step status, current step owner and more on the Form
Information page.

Get Feedback [page 204]

With Get Feedback, performance reviewers can send an entire form to someone outside the route map to
collect both ratings and comments, or comments only.

Last Competency Rating [page 206]

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164 PUBLIC Enabling Form Features
 In competency sections, users can view the last competency rating, which is the most recent rating that
employees have received for a competency.

Legal Scan [page 209]

The Legal Scan tool checks for any improper or discriminatory language in the comment fields of a form.

Out of Turn Access [page 210]

Out of Turn Access (OOTA) allows users to access a copy of forms from Team Overview before the forms
officially reach them.

Spell Check [page 213]

The Spell Check tool helps make sure words entered as comments in a form are correctly spelled.

Stack Ranker [page 215]

Stack Ranker allows managers to quickly review the competency ratings for their direct reports and to
visualize how the employees compare with, or stack up against, one another.

Step Exit Reminder [page 219]

When users send the form to the next step, a reminder message pops up and they can decide whether they
want to review the form or move it forward.

Team Overview [page 220]

Team Overview is used by managers to organize and conduct their team's performance reviews. It also
provides a one-stop status summary of the performance review of all their reports.

Writing Assistant [page 223]

Writing Assistant is a content development tool with an extensive library of development and mentoring
recommendations. These recommendations help managers provide targeted, effective, and meaningful
feedback to employees' competencies.

Rating Calculation [page 225]

Provides information on rating calculations used in Performance Forms.

7.1 Add Modifier

The Add Modifier feature allows performance reviewers to include other users into the form review process at the
Modify stage.

After the users are added to the form, they will appear in the Route Map section on the form and be recorded in the
Audit Trail page. They will receive the form in their Inbox when the form is sent to the next step. They can provide
ratings and comments on the form, or access the form in Team Overview. After their review is done, they can send
the form forward to the next step without having to send it back to the user who added them to the route map.
When the form is completed, they will get a copy of the form in the Completed folder.

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7.1.1 Enabling Add Modifier

Configure your form template so that users can add modifiers on the form.

Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Select Allow Add Approver/Evaluator.
3. Choose Update Form Template.

Add Modifier is available to all users under the Actions dropdown in the Route Map section and at the bottom of
the form. It applies to the forms that have been already launched as well.
4. Optional: Define the add-modifier permission to control user access to the button.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

Related Information

Form Permissions in XML Template [page 157]

7.2 Add Signer and Remove Signer

Users can add and remove signers as necessary in a performance review.

When users do a performance review, if they want to let other users sign on the form, they can add those users as
signers. They can also remove them at the current step. When the form is routed to another step, if they want to
remove the signers that they added, they can open the copy of the form in the En Route folder and remove them.

Add Signer

When users add a signer at the Modify stage, the signer is added before the existing signers. The added signer is
the first one to sign the form. When users add a signer at the Signature stage, the signer is added after the current
signer. When the current signer routes the form to the next step, the added signer is the next one to sign the form.

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Remove Signer

When users remove signers, they can only remove the signers that were added by them. If they remove signers who
have received the form in their Inbox, the form is automatically routed to the next step. In the case when the form
has only one signer, we recommend that add the right signer before removing the wrong signer. So, the form is not
auto-completed when the only signer is removed.

Additionally, if signers have received the form in their Inbox and later are removed, admins can enable an email
notification to inform those signers. The email notification used is Removing Current Signer Notification. For more
information, see Configuring e-mail Notifications and E-mail Notifications in Performance Management.

Exceptional Cases

When users have added a signer to sign the form at different steps, if the form hasn't routed to the signer, removing
the signer will remove all the steps related to the signer. If the form has routed to the signer, users can choose to
remove the signer in the current step, remove the signer in other steps except the current step, or both.

When users remove a signer who owns the current step of the form and add a new signer, if the form is rejected at
the Signature stage, the form is routed back to the last step at the Modify stage. In the meantime, the route map at
the Signature stage doesn't refresh with the latest change. The previously removed signer appears again in the
route map.

Related Information

Email Notifications [page 191]

Configuring e-mail Notifications

7.2.1 Enabling Add Signer and Remove Signer

Configure your form template so that users can add and remove signers on the form.

Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Deselect Hide Add/Remove Signer buttons.
3. Choose when to display the buttons.

• Option 1 - Allow adding/removing signers only during the Modification stage

• Option 2 - Allow adding/removing signers during both the Modification and Signature stages

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4. Choose Update Form Template.

Add Signer and Remove Signer are available to all users. It applies to the forms that have been already launched
as well.
5. Optional: Define the add-signer permission to control user access to the buttons.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

Results

When the form is currently with users, they can choose the buttons:

• In the Actions dropdown menu in the Route Map section

• In the Actions dropdown menu in the top right of the form
• At the bottom of the form

When the form is routed to another step, they can choose the buttons in the Actions dropdown menu in the top
right of the form.

Related Information

Form Permissions in XML Template [page 157]

7.3 Add to Outlook

With Outlook calendar integration, users can add a performance review to their Outlook calendar for personal
reminders.

When they choose Add to Outlook, an Outlook meeting request is generated. It contains form title, form link, and
form due date. Users can send the meeting request to themselves and later the calendar will remind them to do the
performance review.

You can find the feature at two places:

• In the Action column in form Inbox, as an icon  (Add to Outlook)

• In the Actions dropdown in the top-right corner of the form, as a button

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7.3.1 Enabling Add to Outlook

Configure your system to allow users to add performance review reminders to Outlook calendar.

Prerequisites

Your company is using the latest version of Outlook for Office, Office 2010, 2007, and 2003 Outlook calendars.

Procedure

1. In Admin Center, go to Company System and Logo Settings.

2. Select Outlook Calendar Integration.
3. Choose Save Company System Setting.

7.4 Ask for Feedback

The Ask for Feedback feature is an integrated approach to solicit feedback from people through email. Managers
can send an email to one or more individuals asking for feedback, and the individuals can reply directly to the email
with their feedback.

Context

Effective and timely feedback is key to a successful performance review. If effective feedback is given to employees
on their progress towards their goals, employees are more likely to improve their performance. A multiperspective
set of feedback allows managers to provide a more balanced review that considers other people's point-of-views.

Feedback can come from many different sources: managers, supervisors, peers, and customers, just to name a
few. This feature allows people from outside the organization, who can't be added to a route map, to provide
feedback about an employee's performance.

Use

Managers can choose Ask for Feedback in Team Overview to select people and draft the email body for requesting
feedback, as shown below. They can ask the same person for feedback at multiple times, as long as they send
request emails on different days. When they send a request email, they are cc'ed automatically in the email.

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After the people give feedback by replying to the email, the feedback will appear in the Supporting Information pod
on the form, as shown below.

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7.4.1 Configuring Ask for Feedback

For managers to use Ask for Feedback, you need to set a date range in a form template for them to send request
emails.

Prerequisites

Disable Ask For Feedback functionality in Form Template Settings is not selected.

Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Under Date range for collecting feedback from employees, set a fixed or relative start date and end date to
define the period during which managers can request and people can respond with feedback.

The relative date can be set relative to the form creation date or the default form start date, end date, or due
date.

 Example

You can set the start date as 10 days after the form creation date and the end date as form due date.

3. Optional: Select Disable the external email address feedback option to ask for feedback from internal
employees only.

If you select this option, Add external Email address will not be available in the Ask for Feedback about
{employee name} popup window.
4. Choose Update Form Template.

7.4.2 Allowing Other Roles to View Feedback

By default, only the managers who have asked for feedback can view the feedback in the Supporting Information
pod on the form. You can allow other roles who have access to the form to view the feedback as well.

Context

The option to allow all roles to view feedback applies to new, in-progress, and completed forms. If you want to
further configure permissions for different roles, we recommend that you launch forms after configuration to apply
the permissions in new forms.

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Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Select Enable Ask for Feedback Responses in Supporting Pod permissions and choose Update Form Template.

If this option is selected, all roles in the route map of the form can view the feedback.

3. To configure permissions for different roles in different steps, go to Manage Templates General Settings
and choose 0 Ask for Feedback data in Supporting Information Pod Permission(s) defined. Click to modify.

The Ask for Feedback data in Supporting Information Pod Permission(s) popup window appears.
4. Select the permission type, roles, and route steps accordingly.

You can grant the None permission to all roles in all steps first and grant the Read permmission to some roles in
specific steps.
5. Choose Done and save the template.

7.5 Available Pods

Performance Management provides users with various summary pods on forms.

The pods are shown at the top of the form, right beside the employee photo and name. From left to right in the
screenshot below are the Overall Score, Incomplete Items, Team Ranker, Supporting Information, and Gap Analysis
pods.

 Note

The Team Ranker and Gap Analysis pods are for manager view only.

You can configure the permission for pods by configuring button permissions. For more information, see the topics
about configuring form permissions.

Overall Score Pod [page 173]

The Overall Score pod displays the overall score of the ratings in the current performance review step. By
choosing the pod, users can view the detailed ratings of each section.

Incomplete Items Pod [page 174]

The Incomplete Items pod displays the number of incomplete items that users need to finish in the current
performance review step.

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 Team Ranker Pod [page 174]
The Team Ranker pod displays the ranking of an employee among their peers based on the overall form
rating. By choosing the pod, managers can view the full ranking list including the overall form rating of each
direct report.

Supporting Information Pod [page 174]

The Supporting Information pod displays the number of feedback, notes, and attachments.

Gap Analysis Pod [page 175]

The Gap Analysis Pod displays the number of items that have rating gaps between employees and
managers. By choosing the pod, managers can view individual items where such gaps exist.

Related Information

Configuring Form Permissions [page 68]

7.5.1 Overall Score Pod

The Overall Score pod displays the overall score of the ratings in the current performance review step. By choosing
the pod, users can view the detailed ratings of each section.

In the Modify stage, the pod is available to the current user when the following configurations are met:

• The form has the summary section.

• All sections that have ratings are displayed in the summary section.
• The user has one of the following rating permissions in all sections in the current step:
• Item rating (item-rating), also known as official rating
• Unofficial user rating (item-cmt-rating)
• Subject rating (subject-item-rating)
• Item rating and unofficial user rating

The overall score is the calculated or manual overall rating based on users' rating permissions in the current step.
See the following table for details.

Rating Permissions Overall Score

Item rating Calculated overall official rating

Unofficial user rating Calculated overall unofficial rating

Subject rating Calculated overall subject rating

Item rating and unofficial user rating Calculated overall official rating

 Note

If other than the above permissions, users have the permission to give a manual rating in the summary section,
the overall score is the manual rating.

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In the Signature stage, if the user is granted with the permission to view the Overall Score pod, they can view the
overall official rating of the form. By choosing the pod, they can view the official rating of each item.

7.5.2 Incomplete Items Pod

The Incomplete Items pod displays the number of incomplete items that users need to finish in the current
performance review step.

Before users send the form to the next step, the following required fields, if configured, are counted by this pod.

• Item comment
• Item rating
• Item weight
• Section comment
• Section weight
• Manual rating

7.5.3 Team Ranker Pod

The Team Ranker pod displays the ranking of an employee among their peers based on the overall form rating. By
choosing the pod, managers can view the full ranking list including the overall form rating of each direct report.

The overall form rating of other direct reports is from the latest Performance Management form based on the same
form template.

To show all direct reports who have the in-progress form in the pod, make sure that Start of Review is selected in a
route map step.

Related Information

Creating a Route Map [page 25]

7.5.4 Supporting Information Pod

The Supporting Information pod displays the number of feedback, notes, and attachments.

• Feedback: Users can view the feedback about the form subject provided through the Ask for Feedback feature.
For more information, refer to Ask for Feedback.
• Notes: Users can view the notes retrieved from the Notes block in People Profile. Notes are displayed with a
maximum count limit of 1000, and there's no filter on date range.
Employees for whom notes are created can view the notes only in their People Profile. Managers who create
notes for their employees can view the notes in this pod on employees' form.

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• Attachments: Users can upload attachments to forms and download and delete attachments from forms.
Deleted attachments aren't accessible from the deleted section of the Manage Documents admin tool, because
they've been physically removed from the system.
You can configure permissions to manage attachments. For more information, refer to Configuring Permissions
for Attachments.

Related Information

Ask for Feedback [page 169]

Configuring Permissions for Attachments [page 95]

7.5.5 Gap Analysis Pod

The Gap Analysis Pod displays the number of items that have rating gaps between employees and managers. By
choosing the pod, managers can view individual items where such gaps exist.

To use this pod, make sure that there's a self-assessment step in the route map.

7.6 Change Engine

Change engine is used to define rules for document changes and transfer when the employee data is changed.
Settings are maintained for each change event and are applicable to the entire system.

Change engine allows you to set up rules that will trigger actions based on employee data changes, but the feature
is more often used to keep forms at the old manager's side. For example, when employee's manager is changed,
the old manager can provide final ratings and comments and move the form directly to completion.

Relationship Between Document Transfer and Change Engine

Document transfer and change engine are parallel functions, which means when one is working, the other will be
inactive. The following flowchart illustrates how they work in cases of employee import.

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7.6.1 Configuring Change Engine Rules

Configure change engine rules, so that when the manager, matrix manager, or HR of employees is changed, change
engine will trigger actions for form changes.

Prerequisites

• Do Not Trigger Change Engine is not selected in Form Template Settings.

• All settings are disabled in the Automatic Manager Transfer admin tool.
• The permission of Change Engine Configuration under Manage System Properties is granted.
• Enable document transfer for Matrix Manager change and Enable document transfer for HR Manager change are
selected in the Cross Talent Feature Settings admin tool.

Procedure

1. In Admin Center, go to Configure Change Engine.

2. In the left panel called Rules, choose Manager Change.

 Note

Manager change refers to direct manager change. For matrix managers and HR representatives, select
Matrix Manager Change and HR Rep. Change respectively.

3. In Actions, select the following options that you want to apply when the change occurs.

Option Description

Auto complete old forms A new step will be inserted into the route map of the form
and owned by the old manager. They can provide final com­
ments and ratings and then send the form to completion. All
future steps will be skipped.

 Note
This option is not supported for Performance Manage­
ment forms.

Disable autosync in old forms Autosync between goal sections in forms and goal plans
from Goal Management will be disabled.

Keep forms with old manager The old manager will keep forms for the ongoing perform­
ance review. It applies to not only the role for which you're
setting change engine rules, but also the roles of the future
steps.

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 Option Description

If you select this option, the following configuration

<freeze-user-to-role><![CDATA[true]]></
freeze-user-to-role> will be automatically set for
the route map. So, in the future steps of the route map, even
though there's a manager, matrix manager, or HR change,
the old manager, matrix manager, or HR will receive the
form.

 Note
Once this option is selected, the Auto complete old
forms option is not supported.

Send copy of old form to new manager on completion A copy of completed forms will be sent to the new manager.

In HR Rep. Change, you can also configure document transfer options for HR changes.

• Insert New HR Rep. as next document recipient if not already

• Transfer documents in Inbox to new HR Rep
• Transfer documents in En Route to new HR Rep
• Send copy of completed forms to new HR Rep

4. Choose Save to save changes without leaving the page.

If you choose I'm Done, all changes are saved and you're back to Admin Center.

7.6.2 Configuring Template-Level Rules for HR Changes

Instead of the system-wide settings of change engine, you can configure document change and transfer rules for
HR changes for a specific form template.

Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Select Trigger Change Engine (for HR Rep. change).

Relevant options, grouped under Document Changes and Document Transfer, become active for this template.
3. Select the following options that you want to apply for the forms based on this template.

• Auto complete old forms

• Disable autosync in old forms
• Keep forms with old HR Rep
• Send copy of a form to new HR Rep. on completion
• Insert New HR Rep. as next document recipient if not already

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 • Transfer documents in Inbox to new HR Rep
• Transfer documents in En Route to new HR Rep
• Send copy of completed forms to new HR Rep
4. Choose Update Form Template.

Results

When employee's HR is changed, if the forms are based on this form template, document changes and transfer are
triggered as configured.

7.7 Document Transfer

Document transfer is used to transfer employee's forms from the old manager to the new manager when the
employee's manager is changed.

There are some occasions that require employee's performance forms to be transferred between managers, for
example, when the manager of a department is changed. Document transfer and related features can be used to
facilitate manual or automatic movement of forms between users.

Document transfer controls forms in the current step only. For example, only when forms are in the Inbox of the old
manager at the time of manager change does document transfer take effect. Here are some cases where
document transfer is not triggered as expected. For these cases, admins should manually route the form to the
next step using Route Form.

• If an employee's manager is changed from A to B and document transfer is not enabled yet, manager A keeps
the employee's form. Later if the manager is changed from B to C and document transfer is enabled, document
transfer is not triggered. This is because the form is not in manager B's form folder.
• If an employee's manager is deleted from the system and a new manager is added, document transfer is not
triggered.

To enable document transfer, the first step is to configure the document transfer settings in form templates. Then
you need to configure document transfer at the user data level in different tools, for example, user import tool. The
form template configuration will override the configuration at the user data level.

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7.7.1 Configuring Document Transfer in Form Templates

To enable the document transfer feature, first configure the document transfer settings in form templates.

Prerequisites

The settings are applicable for managers and matrix managers. Make sure that Enable document transfer for Matrix
Manager change is selected in the Cross Talent Feature Settings admin tool.

Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Select the following settings to suit your business needs.

Setting Description

Do Not Transfer Documents If selected, forms won't get transferred when manager is
changed regardless of any other settings you've configured
elsewhere.

 Remember
It is for the current step only and doesn't affect future
manager steps. It only prevents forms from being trans­
ferred at the time of user import, which means that the
current user keeps the forms regardless of manager
changes. However, future steps will reflect the manager
changes.

 Caution
If you've configured form permissions, for example, for
the EM role, and an employee's manager is changed,
though the old manager keeps the form, none of the
permissions for the EM role will be applied to the old
manager because they are no longer the EM role. There­
fore, you'd better configure this setting only when there
are no more manager actions to complete the form.

With this setting enabled, when the EP role (all matrix man­
agers) is changed during the iterative step for the EP role,
the matrix manager who currently reviews forms keeps the
forms. Meanwhile, the matrix manager reviewer list for the
future steps within the iterative step is updated according to
the latest changes.

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 Setting Description

 Example
The EP role, EX1, EX2, and EX3 participate in an iterative
step of a performance review. Currently, EX2 is review­
ing the form. See the following table for the use cases of
EP role changes:

Matrix Manager Reviewer

EP Role Change List

Add EX4 EX1 > EX2 > EX3 > EX4

Remove EX1 EX2 > EX3

Remove EX2 EX1 > EX2 > EX3

 Note
EX2 remains on the
reviewer list when re­
viewing the form. Af­
ter the form is sent to
another user, EX2 will
be removed from the
list.

Remove EX1, EX2, and EX2

EX3
 Note
EX2 remains on the
reviewer list when re­
viewing the form. Af­
ter the form is sent to
another user, EX2 will
be removed from the
list.

Adjust the order of EX1 EX2 > EX1 > EX3

and EX2

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 Setting Description

Matrix Manager Reviewer

EP Role Change List

Update EX2 to EX4 EX1 > EX4 > EX3 > EX2

 Note
EX2 remains on the
reviewer list when re­
viewing the form. Af­
ter the form is sent to
another user, EX2 will
be removed from the
list.

Automatic Manager Transfer > Automatic insertion of If selected, the new manager will become a part of the review
new manager as next document recipient if not already process and the old manager will be removed from account­
ability going forward.
• If the current step is a single manager step, a new step
with the same step name as the current one will be
added as the next step for the new manager.
• If the current step is a single step not for managers, a
new step named Document Transfer will be added as
the next step for the new manager.
• If the current step is an iterative or collaboration step,
no new step will be added.
• If the next step is already for managers, no new step will
be added.
However, if the next step is the first step in the Signa­
ture stage for managers, a new step named Document
Transfer will be added to the Modify stage for the new
manager.

The old manager will retain a copy of the form when the form
is moved to the new manager, but the copy will not get up­
dated with any new information.

 Note
Do not enable this setting unless you want the new man­
ager to be the next reviewer in any cases. Consider our
tip and warning below:
• This setting may not make sense for the last few
steps of performance reviews. For example, when
the form is about to be moved to a signature step,

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 Setting Description

inserting the new manager in this step may not be

desirable because the new manager has had no in­
sight into the history of the form.
• With this setting enabled, a new step, an alternate
route user step, will be added to the route map,
which may introduce a security hole by exposing
certain data.

Automatic Manager Transfer > Automatic Inbox Docu­ If selected, forms will be transferred from the old manager's
ment Transfer To New Manager Inbox to the new manager's Inbox.

The old manager will retain a copy of the form when the form
is moved to the new manager, but the copy will not get up­
dated with any new information.

Automatic Manager Transfer > Automatic En Route Docu­ If selected, forms will be transferred from the old manager's
ment Transfer To New Manager En Route folder to the new manager's En Route folder.

The old manager will retain a copy of the form when the form
is moved to the new manager, but the copy will not get up­
dated with any new information.

Automatic Manager Transfer > Automatic Completed If selected, all completed forms of the employee will be
Document Copy to New Manager transferred from the old manager's Completed folder to the
new manager's Completed folder. The copy of the forms will
be sent to the new manager, and the old manager will retain
the original forms.

Automatic Manager Transfer > Hide Visibility After Docu­ If selected, after forms are transferred to the new manager,
ment Transfer the forms will be hidden from the old manager.

 Note
This setting is not supported for 360 Reviews forms.

Automatic Manager Transfer > Automatic Process Owner If selected, and the old manager is the process owner, also
Change To New Manager For In-Progress Documents known as the last Modify step user, of in-progress 360 Re­
When Old Manager is Process Owner (Only for 360)
views forms, the process owner will be changed to the new
manager.

If the new manager is a rater, they can access the forms in

Inbox. If the new manager is not a rater, they can access the
forms in the En Route folder. The old manager will retain ac­
cess to the forms.

Automatic Manager Transfer > Automatic Process Owner If selected, and the old manager is the process owner, also
Change To New Manager For Completed Documents known as the last Modify step user, of completed 360 Re­
When Old Manager is Process Owner (Only for 360)
views forms, the process owner will be changed to the new
manager.

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 Setting Description

The new manager can access the forms in the Completed

folder, and the old manager will retain access to the forms.

3. Choose Update Form Template to save changes.

7.7.2 Triggering Document Transfer

After configuring the document transfer settings in form templates, you need to work in different tools to trigger
document transfer when an employee's manager is changed.

In addition to the following tools, you can also use OData API to update managers and specify document transfer
options. For more information, refer to Managing User API Options.

To trigger document transfer for HR manager changes in the system with Employee Central enabled, you can use
the following ways:

• Position Change, if cross-entity rules to update HR managers are configured. For more information, refer to
Cross-Entity Rules.
• Employee Data Import
• EmpJobRelationships OData API
• Job Relationship block in People Profile

 Note

In the system with or without Employee Central enabled, document transfer isn't triggered when you update HR
managers through User OData API or the Basic User Information block in People Profile.

User Import Tools [page 185]

You can use Employee Import, Manage Users, HRIS Sync, and more to import or update users and set up
document transfer options.

Transferring Forms to New Manager [page 188]

You can use Transfer Forms to New Manager to manually transfer in-progress, en-route, and completed
forms to the new manager after an employee's manager change.

Configuring Document Transfer for Changing Managers in People Profile [page 189]
If your system doesn't have Employee Central enabled, and you change employee's manager or matrix
manager in People Profile, you can use Automatic Manager Transfer to set up central rules for document
transfer.

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7.7.2.1 User Import Tools

You can use Employee Import, Manage Users, HRIS Sync, and more to import or update users and set up document
transfer options.

Tool Employee Central Enabled Description More Information

Employee Import No You can import multiple users Importing User Data

using Admin Center

Employee Import and then

specify the document transfer
and removal options in the
Specify Form routing options
section.

 Note
If you update employee's
manager using the import
file but the employee's
new manager has not
been granted the User
Login role-based permis­
sion, forms will not be
successfully transferred
to the new manager even
though the import job is
completed.

You can also request an

Employee Import job from Pro­
visioning.

 Remember
As a customer, you don't
have access to Provision­
ing. To complete tasks in
Provisioning, contact your
implementation partner
or Account Executive. For
any non-implementation
tasks, contact Product
Support.

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Tool Employee Central Enabled Description More Information

Manage User No You can update users using Updating Users

Admin Center Manage

Users .

When you change the employ­

ee's manager in the Manager
field and then save the
change, a window pops up
asking if you want to route the
form to the new manager.
Choose OK if you want to trig­
ger document transfer.

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Tool Employee Central Enabled Description More Information

HRIS Sync Yes When an employee's Job In­ Human Resource Information
formation data is updated System (HRIS) Synchroniza­
with a new manager, on the Ef­ tion
fective Date of the Job Info re­
Syncing HRIS Data
cord where the manager
change is made, the system
will synchronize the manager
change to basic user data and
will then transfer forms based
on the options you have ena­
bled in the HRIS Sync job.

HRIS Sync can be triggered in

any of the following ways: real-
time sync integration by UI op­
eration, scheduled HRIS Sync
jobs, and Employee Central
data import. To create a
scheduled HRIS Sync job, go

to Provisioning Manage

Scheduled Jobs Create New

Job HRIS sync , and con­

figure document transfer set­
tings in Job Parameters.

 Remember
As a customer, you don't
have access to Provision­
ing. To complete tasks in
Provisioning, contact your
implementation partner
or Account Executive. For
any non-implementation
tasks, contact Product
Support.

Basic Import Yes You can trigger document Importing Employee Data
transfer at the time of import­
Configuring Basic User Op­
ing employee data. Go to
tions While Uploading the Ba­
Admin Center Import sic Import Template
Employee Data Basic

Import to submit a job.

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  Note

If you use the Import Matrix Manager and Custom Manager Relationships admin tool to import matrix managers
and custom managers for Succession Org Chart, document transfer will not be triggered.

7.7.2.2 Transferring Forms to New Manager

You can use Transfer Forms to New Manager to manually transfer in-progress, en-route, and completed forms to the
new manager after an employee's manager change.

Context

You can transfer the forms of only one employee at a time.

Procedure

1. In Admin Center, go to Transfer Forms to New Manager.

The Documents Transfer page opens.

2. Enter the name of employee whose forms need to be transferred in the Employee Name field.

The Old Manager field will be populated automatically. If not, enter the name of the employee's old manager.
3. Select Direct Manager or Matrix Manager in the Change Manager field, depending on either the employee's
direct manager or matrix manager is changed.
4. Enter the name of the new manager in the Manager Name field, and select Yes in Update Employee's Manager
Field to update the employee's manager.

 Note

If you select No, manager will not be updated even though document transfer is triggered.

5. In Form Settings Regarding Manager Transferring, select the appropriate options for document transfer.

Option Description

Automatic insertion of new manager as next document The new manager will become a part of the review process
recipient if not already and the old manager will be removed from any accountabil­
ity going forward.

 Note
This option is not supported for Performance Manage­
ment forms.

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 Option Description

Automatic Inbox Document Transfer to New Manager All the forms in the old manager's Inbox will be moved to the
new manager's Inbox.

Automatic En Route Document Transfer To New Manager All the forms in the old manager's En Route folder will be
moved to the new manager's En Route folder.

Automatic Completed Document Copy to New Manager All the forms in the old manager's Completed folder will be
moved to the new manager's Completed folder.

Automatic Process Owner Change To New Manager For The process owner of in-progress 360 Reviews forms will be
In-Progress Documents When Old Manager is Process changed from the old manger to the new manager.
Owner (Only for 360)

Automatic Process Owner Change To New Manager For The process owner of completed 360 Reviews forms will be
Completed Documents When Old Manager is Process changed from the old manger to the new manager.
Owner (Only for 360)

6. Choose Send to trigger document transfer as configured.

7.7.2.3 Configuring Document Transfer for Changing

Managers in People Profile

If your system doesn't have Employee Central enabled, and you change employee's manager or matrix manager in
People Profile, you can use Automatic Manager Transfer to set up central rules for document transfer.

Procedure

1. In Admin Center, go to Automatic Manager Transfer.

2. Select the appropriate options for document transfer.

Option Description

Automatic Completed Document Copy to New Manager All the forms in the old manager's Completed folder will be
moved to the new manager's Completed folder.

Automatic En Route Document Transfer To New Manager All the forms in the old manager's En Route folder will be
moved to the new manager's En Route folder.

Automatic Inbox Document Transfer To New Manager All the forms in the old manager's Inbox will be moved to the
new manager's Inbox.

Automatic insertion of new manager as next document The new manager will become a part of the review process
recipient if not already and the old manager will be removed from any accountabil­
ity going forward.

3. Choose Save to save changes.

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Results

When employee's manager or matrix manager is updated in People Profile, document transfer is triggered as
configured.

7.7.3 Document Transfer for Matrix Managers

When document transfer is triggered for matrix managers, forms are transferred to the primary matrix manager of
employees.

System Without Employee Central

In the system that doesn't enable Employee Central, the first matrix manager that appears in the Employee Import
or Manage Users admin tool is identified as the primary matrix manager.

• If the primary matrix manager is changed, forms are transferred to the new primary matrix manager.
• If a non-primary matrix manager is changed or removed, or a new matrix manager is added, the primary matrix
manager keeps or receives forms.
• If the order of non-primary matrix managers is changed, or all matrix managers are removed, no document
transfer happens. The matrix manager who has received forms before the change keeps the forms.

You can also update employees' matrix managers using the related block in the People Profile. However, if
employees have more than one matrix manager, when you update the EP role in the block, document transfer may
not work as expected, so we do not recommend that you update the EP role using the block in the People Profile.

System with Employee Central Enabled

In the system that enables Employee Central, currently, the primary matrix manager can't be identified. If
employees have more than one matrix manager, when you update the EP or EX role in the route map step where
the role reviews forms, document transfer is not supported. We recommend that you avoid changing matrix
managers in the step where the EP or EX role is assigned to review forms.

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7.7.4 Example: Transferring Inbox Forms When Manager
Changed

This example describes how to transfer Performance Management forms from the old manager's Inbox to the new
manager's Inbox when employees' manager is changed.

Context

You have launched forms for employees within a department to evaluate their last year's performance. The forms
have been sent to their manager's Inbox and displayed in To-Do and Team Overview. A personnel change occurs
and the manager of the department is changed, and therefore, the forms in the old manager's Inbox need to be
transferred to the new manager's Inbox.

Procedures

Here is how you should configure the document transfer options to meet your needs:

1. Select Automatic Inbox Document Transfer To New Manager in Form Template Settings.
2. Launch forms and route the forms to the manager's Inbox.
3. Update the manager in the Employee Import admin tool. Make sure that Automatic Inbox Document Transfer To
New Manager is selected in the Import Users page.
You can also use other tools to update the manager. For more information, refer to User Import Tools [page
185].

Results

• When the new manager logs in to the system, the forms appear in their Inbox, To-Do, and Team Overview. On
choosing  (Information), they find their name displayed in the Routing Map section of the form information
page.
• When the old manager logs in to the system, the forms are in their En Route folder instead of Inbox.

7.8 Email Notifications

You can enable email notifications so that users will receive emails when specific actions occur.

The following table lists email notifications used in Performance Management.

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 Special Tokens in Addition to
Type Description Common Ones

Disabled User Notification An email notification will be

sent when a user is deacti­
vated and there are forms to
be completed in their form In­
box.

Recipients: The person who

initiates the data upload that
deactivates the user

Document Creation Notifica- An email notification will be • [[DOC_ID]]: Form's ID

tion sent when a form is created. • [[DOC_ACCESS_DE­
CLINE]]: Used to decline
Recipients: The first step to access the form
owner in the route map
• [[DOC_ACCESS_AC­
CEPT]]: Used to accept to
 Note access the form
• If the form sender • [[EXTERNAL]]: Used to
and the form recipi­ check whether the partic­
ent are the same per­ ipant is internal or exter­
nal
son, this email notifi-
cation will not be trig­ • [[DOC_ACCESS_URL]]:
The URL to access the
gered.
form
• Make sure that when
• [[DOC_ACTION]]: The ac­
you launch forms,
tion that the email recipi­
you also select Send
ent needs to do
email notifications to
form recipients in
Launch Forms.

Document Routing Notifica- An email notification will be • [[DOC_ID]]: Form's ID

tion sent when a form reaches a • [[DOC_ACCESS_DE­
user's form Inbox. CLINE]]: Used to decline
to access the form
Recipients: The user who re­
• [[DOC_ACCESS_AC­
ceives the form in their form CEPT]]: Used to accept to
Inbox access the form
• [[EXTERNAL]]: Used to
check whether the partic­
ipant is internal or exter­
nal
• [[DOC_ACCESS_URL]]:
The URL to access the
form
• [[DOC_ACTION]]: The ac­
tion that the email recipi­
ent needs to do

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 Special Tokens in Addition to
Type Description Common Ones

Document Reject Notification An email notification will be • [[DOC_ID]]: Form's ID

sent when a form is rejected in • [[DOC_ACCESS_DE­
the Signature stage. CLINE]]: Used to decline
to access the form
Recipients: The step owner of
• [[DOC_ACCESS_AC­
the previous step CEPT]]: Used to accept to
access the form
• [[EXTERNAL]]: Used to
check whether the partic­
ipant is internal or exter­
nal
• [[DOC_ACCESS_URL]]:
The URL to access the
form
• [[DOC_ACTION]]: The ac­
tion that the email recipi­
ent needs to do

Document Completed Notifi- An email notification will be • [[DOC_ACCESS_URL]]:

cation sent when a form is com­ The URL to access the
form
pleted.

Recipients: Any users that you

select in the Recipients field

Document Forward Notifica- An email notification will be • [[DOC_ID]]: Form's ID

tion sent when a completed form • [[DOC_ACCESS_DE­
is forwarded to a user's Com­ CLINE]]: Used to decline
pleted folder. to access the form
• [[DOC_ACCESS_AC­
Recipients: The user who re­ CEPT]]: Used to accept to
ceives the copy of the form access the form
• [[EXTERNAL]]: Used to
check whether the partic­
ipant is internal or exter­
nal
• [[DOC_ACCESS_URL]]:
The URL to access the
form
• [[DOC_ACTION]]: The ac­
tion that the email recipi­
ent needs to do

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 Special Tokens in Addition to
Type Description Common Ones

Removing Current Signer No­ An email notification will be

tification sent when the current signer
is removed from a form.

Recipients: The removed

signer

 Note
It works only when the
signer is removed from
the form. Removing sign­
ers in the Modify Form
Route Map admin tool
doesn't trigger the email
notification.

Document Routing Step Exit An email notification will be • [[TO_STEP_DESC]]: Cur­

Notification sent when a form step is com­ rent step's description
pleted. • [[FROM_STEP_DESC]]:
Last step's description
Recipients: Any users that you
select in the Recipients field

You can select one of the fol­

lowing options for Document
Routing Notification or Docu­
ment Completed Notification:

• Step Exit Notification

Only
• Document Notification
Only
• Both Step Exit and Docu­
ment Notifications

Document Deletion Notifica- An email notification will be

tion sent when a form is deleted.

Recipients: Any users that you

select in the Recipients field

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 Special Tokens in Addition to
Type Description Common Ones

Mass Create Form Instance An email notification will be • [[PM_MAS­

Notification sent when forms are mass SCREATE_FORM_NAME]
]: Form title
created.
• [[PM_MAS­
Recipients: The user who re­ SCREATE_JOB_ID]]: Job
quests mass form creation ID
• [[PM_MAS­
 Note SCREATE_USER_NUM­
BER]]: The number of all
This email notification
form subjects
does not support com­
mon email tokens.
• [[PM_MAS­
SCREATE_USER_LIST]]:
The list of form subjects
• [[PM_MAS­
SCREATE_DATE]]: The
execution date of the job

Document Due Notification An email notification will be • [[DOC_ID]]: Form's ID

sent when the form due date • [[DOC_ACCESS_URL]]:
is scheduled several days The URL to access the
later. form
• [[RECIPIENT_USER_ID]]:
Recipients: The current step Recipient's ID
owner

 Note
The number of days at
which this notification is
triggered can be set in
Form Template Settings.

Document Late Notification An email notification will be • [[DOC_ID]]: Form's ID

sent when the form due date • [[DOC_ACCESS_URL]]:
has already passed. The URL to access the
form
Recipients: The current step
• [[RECIPIENT_USER_ID]]:
owner Recipient's ID

 Note
The number of days at
which this notification is
triggered can be set in
Form Template Settings.

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 Special Tokens in Addition to
Type Description Common Ones

Step Due Notification An email notification will be • [[DOC_ID]]: Form's ID

sent when the step due date is • [[DOC_ACCESS_URL]]:
scheduled several days later. The URL to access the
form
Recipients: The current step
• [[RECIPIENT_USER_ID]]:
owner Recipient's ID
• [[STEP_NAME]]: Step
name
• [[EXTERNAL]]: Used to
check whether the partic­
ipant is internal or exter­
nal

Step Over Due Notification An email notification will be • [[DOC_ID]]: Form's ID

sent when the step due date • [[DOC_ACCESS_URL]]:
has already passed. The URL to access the
form
Recipients: The current step
• [[RECIPIENT_USER_ID]]:
owner Recipient's ID
• [[STEP_NAME]]: Step
name
• [[EXTERNAL]]: Used to
check whether the partic­
ipant is internal or exter­
nal

Request Feedback Notification An email notification will be • [[SUBJECT_NAME]]:

sent when a reviewer asks oth­ Name of the form subject
ers to provide feedback about • [[FEEDBACK_DUE_ON]]:
an employee. Due date of the feedback

Recipients: Users who are

asked to provide feedback

Performance Evaluation Kick­ Not supported

off Manager Notification

Feedback Request Reminder Not supported

Notification

Performance Review Process Not supported

Update for Manager

Common Tokens for Email Notifications

In the email body, tokens are used to populate data from forms into the email text. The following table lists
common tokens used in Performance Management.

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Token Definition

[[SIGNATURE]] Signature

[[DOC_TITLE]] Form title

[[SENDER]] Form sender

[[DOC_DUE_DATE]] Form due date

[[REVIEW_END_ON]] Form end date

[[IS_WAS_DUE_ON]] The token is used in two email notifications:

• For Step Due Notification, it refers to the step due date in

a route map. The format is MM/DD/YYYY.
• For Document Due Notification, it refers to the form due
date. The format is MM/DD/YYYY.

[[IS_WAS_DUE_ON_LONG]] See the definition above.

The example of the date format is November 20, 2018.

[[DOC_COMMENT]] Comment from sender

 Note
• If this token is not configured in the email body, users
can't see the Email Notification Comments box when
sending the form to the next step.
• If the form sender and the form recipient are the
same person, though this token is configured in the
email body, users can't see the Email Notification
Comments box when sending the form to the next
step.
• The comments generated by the system, for example,
"Skipped on behalf of {user}", can't be translated.

[[NO_OF_DAYS]] The number of days between the current date and due date

[[EMP_NAME]] Subject's full name

[[EMP_USER_ID]] Subject's ID

[[EMP_PASSWORD]] Subject's password

[[RECIPIENT_USERNAME]] Recipient's username

[[RECIPIENT_NAME]] Recipient's full name

[[COMPANY_NAME]] Company name

[[DOC_COMPLETION_DATE]] Date of form completion

[[DOC_LASTMODIFIED_DATE]] Last modified date of the form

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Related Information

Configuring E-Mail Notifications

7.8.1 Customizing Email Notification Settings for Form

Templates

You can customize email notification settings for one or more form templates, including enablement, consolidated
email notifications, and additional recipients.

Context

You can customize the settings of the following email notifications.

• Document Creation Notification

• Document Routing Notification
• Document Reject Notification
• Document Completed Notification
• Document Forward Notification
• Document Deletion Notification

Procedure

1. In Admin Center, go to E-Mail Notification Templates Settings.

2. Select an email notification on the left of the page.

All available settings appear on the right of the page.

3. Choose Customize Settings for Form Templates.

The Customize Settings for Form Templates dialog box appears.

4. In the dialog box, set up the following options for one or more form templates.
a. Select the checkbox in the Enabled column to enable the email notification.
b. Select the checkbox and choose an interval in the Consolidated & Interval column to set up a consolidated
email notification.

For example, if you choose 24 hours as the interval for Document Routing Notification for a form template,
every 24 hours users will be notified of all the forms based on this form template that have been routed in
the last 24 hours.

For information on consolidated email notifications, refer to Understanding Consolidated e-mail

Notifications.
c. Select roles in the Additional Recipients column to allow users other than initial recipients to receive email
notifications.

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 For initial recipients of a specific email notification, refer to Email Notifications.
5. Choose Close when you're done.

Related Information

Email Notifications [page 191]

Understanding Consolidated Email Notifications

7.9 EZ Rater

EZ Rater allows managers to easily compare employee self-ratings with manager ratings.

It can be used in goal sections and competency sections. It shows employee self-ratings and manager ratings in
parallel and provides a gap analysis chart. If an employee self-rating is higher than a manager rating, the gap is
highlighted in red in the chart; and if a manager rating is higher than an employee self-rating, the gap is highlighted
in green in the chart.

 Recommendation

• If you use EZ Rater, we recommend that you use rating option 3. Employee self-ratings and manager ratings
can be shown side by side, and the rating gap will be shown in the gap analysis chart.
If you use other rating options, only official ratings are shown in the collapsed view and the gap analysis
chart is unavailable. If users don't have read or write permission for official ratings, no rating is shown in the
collapsed view. If users have permission for unofficial ratings, when they expand the view, they can see
rating information.
• If you've configured a rating scale with more than one digit, for example, "50: Primarily meets
expectations", "100: Meets requirements", and "150: Exceeds requirements", the numbers may overlap in
the gap analysis chart. Therefore, we recommend that if you are using the rating scale with more than one
digit, do not enable EZ Rater.

 Note

When EZ Rater is enabled, the rating labels of official rating (item-rating) are defined differently for the form
and the PDF and print version.

• For the form, the label is defined by FB_UI_SPEED_RATER_OFFICIAL_RATING (for the employee view),
split_rating_title_format_no_colon (for the manager view), and TEXT_BY_USER in the language
package. It's shown as Rating by {manager name} for managers and Official Rating for employees and other
users.
• For the PDF and print version, the label is defined by <rating-label> in XML.

To keep the rating labels consistent on the form and in the PDF and print version, make sure that the definitions
in the language package and XML are consistent.

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7.9.1 Enabling EZ Rater

Enable EZ Rater in an XML form template, so that users can use the feature on the form.

Context

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In an XML form template, set the sect-mode attribute of a goal section or competency section to EZ-Rater.
2. Set the ez-rater-expand-all attribute to true or false.

If it's set to true, all goal details or competency details are expanded by default. If it's set to false, all details
are collapsed by default.

This example shows how EZ Rater is used in a competency section.

<competency-sect index="0" configurable="false" mgt-only="false" use-

jobcode="true"
category-filter-opt="no-filter" no-rate="false" no-weight="true" summ-
opt="99999" split-cmt="false"
rating-opt="3" cmt-opt="2" suppress-item-comments="3" behavior-rating-opt="0"
behavior-cmt-opt="0"
behavior-mode-opt="0" in-summ-display="true" in-overall-rating="true" no-
group="false"
use-behavior="false" if-no-ratings-then-ignore-section="true" lock-item-
weights="false"
in-objcomp-summ-display="false" in-objcomp-summ-overall-rating="false" show-comp-
expected-rating="false"
comp-expected-rating-format="0" show-behavior-expected-rating="false" behavior-
expected-rating-format="0"
behavior-weighted="false" sect-mode="EZ-Rater" ez-rater-expand-all="false"
show-calculated-section-rating="true">
<comp-sect-name><![CDATA[EZ Rater Comps]]></comp-sect-name>
<comp-sect-intro><![CDATA[This is an example of using EZ rater.]]></comp-sect-
intro>
<fm-sect-config>
<rating-label><![CDATA[Rating]]></rating-label>
<rating-label-others><![CDATA[Rating]]></rating-label-others>
<default-rating><![CDATA[unrated]]></default-rating>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<num-decimal-places>2</num-decimal-places>
<publish-button-label><![CDATA[Publish Content]]></publish-button-label>
</fm-sect-config>
<sect-weight>0.0</sect-weight>
<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[2005b]]></scale-id>
<scale-type><![CDATA[HORIZONTAL_RADIO]]></scale-type>

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 </fm-sect-scale>
<meta-grp-label><![CDATA[Group]]></meta-grp-label>
</competency-sect>

3. Optional: To disable the gap analysis chart, add <ez-rater show-gap="false"/> under the <fm-sect-
config> element.

4. Optional: To show manager ratings before employee self-ratings, go to Admin Center Form Template
Settings and select Show Manager Rating first for EZ Rater mode.

7.10 Form Autosave

The system automatically saves Performance Management forms if users don't save the form in a minute.

Additionally, the system triggers form autosave when users leave a form, for example, users choose Back to: Inbox,
Team Overview,  (Go to Home Page), or close the tab or browser. Meanwhile, a message is popped up to remind
users that they probably lose changes after leaving the form.

Here are two exceptions:

• When users choose buttons on the form, for example, Actions Info about this form , the form is
automatically saved, but there's no reminder message.
• When users choose Cancel on the form, there's no autosave or reminder message. Any changes that have been
autosaved won't be canceled.

When a session is going to expire in the system, the session timeout message is popped up to remind users. At that
point,

• If the form has any unsaved changes, the form is automatically saved and the session keeps working without
the message.
• If the form doesn't have unsaved changes, there's no form autosave and the message is popped up as usual.

 Recommendation

To make sure that form autosave works properly, don’t use Safari to edit forms.

7.11 Form History

Users can get an overview of form history, including all ratings and comments.

After users open a form, by choosing History Performance form history in the top right of the form, they can
access all form records of the form subject. In a separate window called SuccessFactors Business Execution Suite
Reviews, they can specify the form start and due date to search for forms.

The Document List section shows completed forms by default. Users can select Include In-Progress Documents to
search for in-progress forms. By choosing the form title, they can view a copy of the form in the section below.

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  Note

If you want to disable user access to form history, select Disable Form button in Form Template Settings.

7.12 Form Information

Users can know the basic information about a form, step status, current step owner and more on the Form
Information page.

They can access the page in the following ways:

• In form Inbox, choose  in the Action column.

• In forms, choose Info about this form in the Actions dropdown.

 Note

If you want to disable the access to the page, select Disable Info button in Admin Center Form Template
Settings .

Form Information shows three main sections:

• Route Map, which is the same as the one shown in the form
• Properties, including form originator, subject, due date, and document ID
• Approval Chain, including:
• Routing Map, a table listing the type, stage, employee, name, and status of all the steps of the form
• Audit Trail [page 202]

7.12.1 Audit Trail

Audit trail is shown as a table in the Form Information page. It records the changes that users made to a form in
different steps and highlights the user to whom the form has currently been routed.

Entries in the audit trail are only created when a form moves from one step to the next, for example from step 1 to
step 2. They won't be created if the step is an iterative or collaboration step where the involved employees are only
moving the form back and forth between themselves.

Audit trail shows the following information.

Currently With

The Currently With column shows  (arrow) to indicate the current step of a form.

Employee

The Employee column shows the step owner of the form.

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Status
The Status column shows the step status, including Not Started, In Progress, and Completed.

Act By
The Act By column shows the step completed date.

Comments in Audit Trail

The Comments column shows the system comments and the email notification comments entered by the sender
when they send the form to the next step. Users can only view the comments they've sent and the comments sent
to them.

If you don't want the comments to be stored and displayed in the audit trail, select Do not store sender's comment
on workflow action in Admin Center Company System and Logo Settings .

Action in Audit Trail

The Action column shows the changes that users made to a form. Changes of a step may be clickable and users
can choose them to view a read-only snapshot of the form as it was in that step. To achieve this, you need to select
the following options in Admin Center Company System and Logo Settings :

• Everyone can access the revision history of the document

• Manager can access the revision history of the document

 Note

• Even though neither of these options is selected, users who have updated the form in a step can always see
a link to that step.
• If users don't have permissions to a step, they can't view that step.
• There's no link for the Create action.

The following table lists the actions on the form and corresponding values in the audit trail.

Action on Form Action Value in Audit Trail

Create a form Create

Route a form or mass route forms Modify

Get feedback for comments Ask For Comment

Provide comments to give feedback Reply Comment

Get feedback for ratings and comments Ask For Edit

Provide ratings and comments to give feedback Reply Edit

Withdraw a request to give feedback Recall Feedback

Move a form to another step on behalf of a user in Route Form Manual Modify

Skip a form from a step in Route Form Skip

Route a form automatically on the step due date Auto Modify

Document transfer at the Modify stage Auto Modify

Reject to sign a form Reject

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Action on Form Action Value in Audit Trail

Delete a form Deleted

Restore a form Restored

Remove form visibility Hide

Restore form visibility Restore Visibility

Send a copy of a completed form Send A Copy

Sign a form Sign

Sign a form in Sign Form Manual Sign

Move a form from a signature step to another step on behalf of Manual Sign
a user in Route Form

Skip a form from a signature step in Route Form Skip

Route a form automatically on the due date of a signature step Auto Sign

Document transfer at the Signature stage Auto Sign

7.13 Get Feedback

With Get Feedback, performance reviewers can send an entire form to someone outside the route map to collect
both ratings and comments, or comments only.

After the form is sent to a specified participant, the form will appear in their form Inbox. Their comments are not
anonymous, and their name will be shown on the form as well.

The following table compares Get Feedback and Ask for Feedback.

Features Compared Get Feedback Ask for Feedback

What is being sent? The actual form An email request

How many people can you send a request One individual Up to 30 people
to at one time?

How do participants provide feedback? Directly on the form By replying to the email

 Note

Get Feedback is not available in collaboration steps.

Use

The Get Feedback button appears under the Actions dropdown in the Route Map section and at the bottom of the
form, as shown below. When you choose the button, you can search for the participant and select the type of
feedback that you want them to give.

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After you send the form to the participant, you can find the form in your En Route folder. If necessary, you can
withdraw the request to give feedback by choosing Recall Feedback on the form.

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7.13.1 Enabling Get Feedback

Configure your form template so that users can use Get Feedback on the form.

Context

The configuration applies to new and in-progress forms.

Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Deselect Disable Ask For Comment Routing or Disable Ask For Edit Routing, or both.

Option Description

Disable Ask For Comment Routing Users can ask others to give comments only.

Disable Ask For Edit Routing Users can ask others to give ratings and comments.

3. Choose Update Form Template.

7.14 Last Competency Rating

In competency sections, users can view the last competency rating, which is the most recent rating that employees
have received for a competency.

Based on your configuration, the last competency rating is from either of the following:

• Forms based on a specific form template: If a form includes the same competency as in the current form,
after the form is completed, the competency rating will be shown in the Last Rating tab of the competency in
the current form. Users can also open the Previous Form link to view the completed form in detail.

 Note

• In in-progress forms, the last competency rating is populated from the latest completed form. In
completed forms, the rating is no longer updated.
• If rating by behavior is enabled, the last competency rating will be the calculated competency rating.
Users can open the previous form to see detailed behavior ratings.
• The display type of the last competency rating follows that in the current form. It only supports star
ratings and circle ratings.
• The rating scale should be consistent in the current form and the completed form. Otherwise, the last
competency rating is shown as unrated.

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• Rating sources in Job Profile Builder: The rating sources include official ratings from Performance
Management forms and ratings from self-assessment forms used in Career Development Planning. For more
information on self-assessment forms, refer to Enabling Self-Assessment for Role Readiness.
The most recent rating of a competency stored in the selected rating sources, along with the rating date and
source, is shown in the Last Rating tab of the competency.

 Note

The rating date is when the source form was completed.

The last competency rating can also be prepopulated to rating fields, including official and unofficial ones.
Users can then modify the rating as necessary. If a form has multiple reviewers, only the first reviewer sees the
prepopulated rating. If the reviewer gives "Too New to Rate" or no rating for a competency, each time they open
the form before sending it to the next step, the last competency rating is prepopulated.

 Note

• If the last competency rating after rating normalization doesn't match a value in the rating field, it's
mapped to the closest value when being prepopulated to the field.
• The rating will be updated according to the latest records in rating sources, so it may change from time
to time during the performance review process.
• If a competency was rated in the last performance review as "Too New to Rate" or any other label
defined in the form template, it's considered as the last competency rating.
• If a competency was unrated in the last performance review, the most recent rating of the competency
is considered as the last competency rating.
• If the rating scale of the last competency rating is different from that of the current form, the rating will
get normalized.
• When users add competencies to the form during review, they don't see the last competency rating
immediately. To see the rating, they should save and close the form and reopen it.

By default, all users can view the last competency rating, if available, in the Last Rating tab. You can configure tab
permissions to enable or disable the access. For more information, refer to Tab Permissions.

Related Information

Enabling Self-Assessment for Role Readiness

Tab Permissions [page 73]

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7.14.1 Selecting a Form Template for Last Competency Rating

Configure form template settings to display the last competency rating from forms based on a specific form
template.

Procedure

1. In Admin Center, go to Form Template Settings.

2. Select From a Form Template under Display Last Competency Ratings.
3. Select a form template from the dropdown list.
4. Choose Update Form Template.

7.14.2 Selecting Rating Sources for Last Competency Rating

Configure form template settings to display the last competency rating from rating sources in Job Profile Builder.

Prerequisites

• Job Profile Builder is enabled in your instance.

• There are forms completed after Q4 2019.

Procedure

1. In Admin Center, go to Form Template Settings.

2. Select From Rating Sources under Display Last Competency Ratings.
3. Select one or two of the following rating sources.

• Performance Management Form Review

• Career Development Planning Review
4. Choose whether to prepopulate the last competency rating.
5. Choose Update Form Template.

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7.15 Legal Scan

The Legal Scan tool checks for any improper or discriminatory language in the comment fields of a form.

Legal Scan examines comments and highlights potentially improper words in red. When users choose the
highlighted words, Legal Scan displays suggested actions or alternative terminology. It doesn't replace the
highlighted words, but alerts users to alternatives. Users can choose to change the existing words based on the
suggestions.

Users can scan the entire form at once or scan a specific field of the form.

• To scan the entire form at once, choose Actions in the top right of the form and select Legal Scan the entire
form.
• To scan a specific field, choose  (Run Legal Scan on the text you input here) in the toolbar of the field.

7.15.1 Enabling Legal Scan

To use Legal Scan, you need to enable the feature both in Provisioning and a form template.

Prerequisites

You have access to Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Provisioning, select a company and go to Company Settings.

2. Select Legal Scan and choose Save Feature.
3. In Admin Center, go to Form Template Settings and open a form template.
4. Select Enable Legal Scan.
5. Optional: To disable legal scan to work when forms proceed along the steps, select Disable Legal Scan on Route.
6. Choose Update Form Template.

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7.15.2 Maintaining Legal Scan Library

You can add or update individual terms in Legal Scan Library.

Context

SAP SuccessFactors provides you with a basic Legal Scan library that contains common controversial terms. You
can use the library as is, or add other terms that your company deems controversial.

Procedure

1. In Admin Center, go to Legal Scan Library.

2. Select a locale, enter a controversial term in Your Text, and choose Search.
3. Follow one of the following actions:

• If the term exists in the library, modify the suggested term in Suggestions and choose Save entire form.
• If the term doesn't exist in the library, enter a suggested term in Suggestions and choose Save entire form.

Next Steps

If you have multiple terms, you can upload a file that contains all your terms using Legal Scan Library Import.

7.16 Out of Turn Access

Out of Turn Access (OOTA) allows users to access a copy of forms from Team Overview before the forms officially
reach them.

You can enable OOTA only for the steps that follow the starting step of the form review. For example, the form
review starts with the Self Assessment step, and therefore, OOTA can be enabled for the steps following the Self
Assessment step.

To use OOTA, users can go to Team Overview and choose Review {employee} under their step. They will be directed
to an open form where they can give ratings and comments. When the form is routed to their step, they can review
the ratings and comments they've left before.

Managers can also use Stack Ranker with OOTA enabled. All competency ratings and comments given by them in
Stack Ranker are saved. To allow using Stack Ranker with OOTA enabled, make sure that the use-behavior
attribute in the competency section in an XML form template is set to false.

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  Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Please note the following before you choose to use OOTA.

• If a route map includes two steps for the same role, for example, manager, even though both steps are enabled
with OOTA, managers can use OOTA only in the first step. However, we do not recommend that you enable
OOTA for the step whose role is also involved in another step in the route map.
• If the current step is an iterative or collaboration step and involves the role - for example, manager - who is
granted with OOTA permission in a future step, managers can't use OOTA for now. When the form is routed to
the next step in which managers are not involved, they can then use OOTA.
• If a step with OOTA enabled is skipped because the form is routed one step forward or back, the ratings and
comments provided using OOTA will still appear on the form.

Limitations

• OOTA is not supported for iterative or collaboration steps.

• When users use OOTA, the following actions are not supported.
• Add or remove goals or competencies.
• Edit item weights or section weights.
• Edit custom sections or custom fields of goals or competencies.
• Use Print or Save as PDF.
• In the following scenario, due to OOTA behaviors, EMM may not see the correct ratings provided by EM on the
Ratings from Others tab.
If both EM and EMM roles are granted with OOTA permission in their specific step, after EMM sends the form
back to EM to update ratings, EMM will not see the updated ratings.

7.16.1 Document Transfer with Out of Turn Access

During document transfer, the ratings and comments provided by the old manager are only available when the new
manager views the form in the employee's Inbox. They will get deleted once the form is routed to the new
manager's Inbox.

Learn about the following basic cases.

• Case 1: When an employee's manager is changed

Steps in the route map: E (current) → (Old EM (OOTA) → New EM (OOTA))
After document transfer, the old EM can't view the form in Team Overview, but the new EM can, as shown
below.

 Note

Since the form is in the E step, though the old EM has given ratings using OOTA, the rating is displayed as
unrated.

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 After choosing Review {employee}, the new EM can see the old EM's ratings and comments on the Ratings from
Others tab, as shown below.

When the form is routed to the new EM, that is, in the EM (OOTA) step, the ratings and comments provided by
the old EM get deleted, as shown below.

 Note

If a route map includes two EM steps with OOTA enabled for the first EM step but not for the second EM
step, and a manager change takes place in the first EM step, the old EM's ratings and comments are not
saved. If a manager change takes place in the second EM step, the old EM's ratings and comments are
saved.

• Case 2: When an employee's manager is removed

Steps in the route map: E (current) → (Old EM (OOTA) → No manager) → E Signature
The ratings and comments given by the old EM will get deleted after document transfer. When the form is in the
E step, the old EM can view the form in Team Overview, but Review {employee} is not available. After the form is
routed to the E Signature step, the old EM can still view the form in Team Overview, but with the following text:
The system could not find a user in this role or the step is skipped.
• Case 3: When an employee's manager is added
Steps in the route map: E (current) → (No manager → EM (OOTA)) → E Signature
After the EM is added, the new EM can view the form in Team Overview and choose Review {employee} to
access the form.

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  Note

The rules above apply both to manager changes and matrix manager changes.

7.16.2 Granting Out of Turn Access Permission

To allow users to use the Out of Turn Access (OOTA) feature, you need to configure the route map of forms to grant
the permission to them.

Prerequisites

• The Start of Review option is enabled in a step that precedes the step for which you want to enable OOTA.
• The permission of Team Overview Access under Performance in Manage Permission Roles is granted to the
users.

Procedure

1. In Admin Center, go to Manage Route maps and select a route map.

2. In the Modify stage, choose the step for which you want to enable OOTA.
3. Choose Show advanced options and select Out of Turn Access.
4. Choose Save.

Results

After you launch forms that use this route map, users who have a role involved in the step can use OOTA.

7.17 Spell Check

The Spell Check tool helps make sure words entered as comments in a form are correctly spelled.

Users can check the spelling for the entire form at once or for a specific field of the form.

• To check the spelling for the entire form at once, choose Actions in the top right of the form and select Spell
Check the entire form.
• To check the spelling for a specific field, choose  (Run spell check on the text you input here) in the toolbar of
the field.

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  Restriction

Spell Check doesn't work for other areas of the form, such as goal titles and descriptions. The goal fields are
not editable in the form. Users can use the Edit Goal dialog box to edit goals and then use Spell Check to flag
words that are not spelled correctly.

7.17.1 Enabling Spell Check

To use Spell Check, you need to enable the feature both in Provisioning and a form template.

Prerequisites

You have access to Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Provisioning, select a company and go to Company Settings.

2. Select Spell Check and choose Save Feature.
3. In Admin Center, go to Form Template Settings and open a form template.
4. Select Enable Spell Check.
5. Optional: To disable spell check to work when forms proceed along the steps, select Disable Spell Check on
Route.
6. Choose Update Form Template.

7.17.2 Maintaining Company Dictionary

You can maintain a company dictionary that is used in Spell Check.

Procedure

1. In Admin Center, go to Company Dictionary.

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 The Manage Company Dictionary page opens.
2. Update words in the company dictionary by either of the following ways.

• Add or remove individual words.

• Import a word list file where words are separated by newlines.
• Download the company dictionary, edit the dictionary offline, and upload it again.

7.18 Stack Ranker

Stack Ranker allows managers to quickly review the competency ratings for their direct reports and to visualize
how the employees compare with, or stack up against, one another.

If direct reports have in-progress forms based on the same form template, managers can review their competency
ratings at one time and quickly identify top and low performers.

Accessing Stack Ranker

For Performance Management forms, managers can access Stack Ranker in Team Overview, as shown below.

For 360 Reviews forms, managers can access Stack Ranker in the Competency section, as shown below.

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Features

In Stack Ranker, a list of employees and their competency ratings are displayed. You can use the features
highlighted in the screenshot below.

• Select a value on the rating scale to give or change a rating.

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• Choose  (comment) to add comments on reasons for the change. You can enter up to 4,000 characters in a
comment field.
• View employees' ranking in the right panel of the page. The ranking is updated simultaneously with the ratings
you give. You can use the dropdown list to view the ranking of the overall competency rating or a specific
competency rating.

Rating Fields in Stack Ranker

Stack Ranker supports three types of rating fields: horizontal boxes with rating values, horizontal boxes without
rating values, and dropdown list. For the horizontal boxes, rating descriptions are shown on mouseover.

The type of rating fields used in Stack Ranker depends on the rating scale and form template configurations.

• If a rating scale has more than seven rating levels, the dropdown list is used.
• If rating values are not integers from 0 to 9, the dropdown list is used.

7.18.1 Using Stack Ranker: Recommendations and Limitations

Learn about the recommendations for and limitations of using Stack Ranker.

Recommendations

Route Map
Set up a simple route map with a single modification step for the EM role and no signature step, so that managers
get a quick and easy way to stack rank their team. If you configure steps before the EM step, make sure that
automatically routing forms on the due date is enabled in the route map, so that managers can receive forms at
once.

Competency Type
Though Stack Ranker supports job-specific competencies and custom competencies, we recommend that you use
custom competencies, so that all direct reports have the same number of competencies to be reviewed.

Competency Weight
Though competency weights can be included in the rating calculation, the weights are not shown in Stack Ranker
and managers may find it difficult to understand how the ratings are added up. Therefore, we do not recommend
that you use the weight function in Stack Ranker.

Rich Text Editor (RTE)

Plain texts may not work properly for comments, so we recommend that you enable using RTE.

Overall Competency Rating

Unless you want the overall competency rating to appear in People Profile, do not include a summary section.

If you want the overall competency rating to appear on the form, include a goal competency summary section.

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Stack Ranker and Calibration Session
If managers use Stack Ranker and Calibration in the same performance review step, ratings provided in Stack
Ranker can't be updated in calibration sessions automatically. After managers provide ratings in Stack Ranker, you
need to sync data manually by using Open&Save Documents in Form Template Settings, so that the ratings are
updated in calibration sessions. Nevertheless, this is not the recommended way, because the sync job is only done
in Provisioning and thus not traceable in Admin Center.

If managers do have to use both Stack Ranker and Calibration in performance reviews, we recommend that you use
them in two separate steps. In the manager rating step, managers do mass ratings using Stack Ranker. After forms
are mass routed to the calibration step, ratings provided in the previous step are updated in calibration sessions.
Disable Stack Ranker in the calibration step to not allow managers to adjust ratings in this step.

Team Rank Pod and Reporting

To sync ratings in the Team Rank pod and reporting, you need to go to Form Template Settings, open the form
template that the performance review is using, and choose Open&Save Documents.

Limitations

There are a few limitations in Stack Ranker.

• If managers are involved in performance reviews with different route maps, or there is a manger change, they
may see people who are not their direct reports in Stack Ranker.
• Forms can't be mass routed to the next step.
• Rating behaviors is not supported.
• Collaborative steps are not supported.
• Comments for competency items or sections can't be printed out.

7.18.2 Enabling Stack Ranker for Performance Management

For managers to use Stack Ranker, you need to enable the feature both in an admin tool and a form template.

Prerequisites

The permission of Performance Management Feature Settings under Manage System Properties is granted.

Procedure

1. In Admin Center, go to Performance Management Feature Settings and select Stack Ranker for Performance
Management.

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  Note

As an implementation partner or Product Support, you can choose to select the option in Company
Settings in Provisioning.

2. Optional: To allow users other than direct managers to access Stack Ranker, for example, matrix managers and
second-level managers, select Stack Ranker for Performance Management- Enable display of all forms but self.
3. Choose Save.
4. Go to Manage Templates and open a form template.
5. Choose General Settings and select Allow managers to stack rank employees on competency sections.
6. Select any of the following options.

• Select Globally to enable Stack Ranker for all competency sections.

• Select Section by Section, and in specific competency sections, select Allow managers to stack rank
employees on this competency section.
7. Choose Save.

The configuration applies to all in-progress forms based on this form template.

7.18.3 Customizing Text for Stack Ranker

You can replace the Stack Ranker label with a customized text in English, Spanish, and Canadian French.

Procedure

1. In Admin Center, go to Text Replacement.

2. Search for Stack Ranker in the Default Text column.
3. In the Replace With Text field, enter the text with which you want to replace Stack Ranker.
4. Choose Save.

Stack Ranker in the system is replaced with your customized text.

7.19 Step Exit Reminder

When users send the form to the next step, a reminder message pops up and they can decide whether they want to
review the form or move it forward.

If users send the form to another user within the same step, the reminder doesn't pop up. For example, users send
the form in iterative steps, or they get feedback or recall feedback in the current step.

If you've defined an exit user in collaboration steps, only the exit user receives the reminder. Otherwise, the
reminder pops up to all users in collaboration steps when they exit their current step.

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7.19.1 Enabling Step Exit Reminder

Configure a route map setting to allow users to receive a reminder in a specific step.

Context

You can enable the feature at the Modify and Signature stages.

Procedure

1. In Admin Center, go to Manage Route Maps and select a route map.

2. Choose a step and in its Step Configurations, choose Show advanced options.
3. Select the Step Exit Reminder checkbox.
4. Enter a message in the textbox.

The rich text format is supported.

5. Choose Save.

7.20 Team Overview

Team Overview is used by managers to organize and conduct their team's performance reviews. It also provides a
one-stop status summary of the performance review of all their reports.

Accessing Team Overview

Managers who have the permission of Team Overview Access under Performance can access Team Overview. It's a
dedicated tab in the Performance module, as shown below. There's no specific permission such as field and section
permissions within Team Overview.

 Note

Before granting the Team Overview access permission to managers, make sure that Enable Team Overview
Access Permission is selected in the Performance Management Feature Settings admin tool.

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Features

As a manager, you'll immediately notice any pending actions on the forms of your reports. Only the forms that have
enabled the Start of Review step in the route map are available in Team Overview. For more information, see
Creating a Route Map.

You can use the following features in Team Overview.

• You can select a type of reports and focus on the employees for which you want to review the performance
summary. The options available for you depend on your role in the performance review. You can choose Select
all to view the performance summary of all the employees reporting to you.
• Direct Reports: Shows you the performance summary of your direct reports.
• Indirect Reports: Shows you the performance summary of your indirect reports.
• HR Reports: Shows you the performance summary of your HR reports.
• Matrix Reports: Shows you the performance summary of your matrix reports.

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  Note

If you participate in the performance review as a role other than EM, EMM, EH, or EX, for example, EA role,
you can't filter the employees of your relevant reports.

• Team Overview shows all the steps of the performance review in one area. In a specific step, you can choose a
button to complete the pending action in the step. For example, you can choose Review {employee name} to
give ratings and comments on the employee's form, choose Confirm 1:1 Meeting to confirm that the meeting
with employees to discuss performance review results has finished, and choose Sign to sign the form.
• Team Overview shows each step's ratings directly on the page. Two kinds of ratings may be available in each
step cell: one is the official rating shown as Rating of Record and the other is the unofficial rating shown as User
Rating. If the goal competency summary section or performance potential summary section has been
configured, you can hover the mouse over  in the bottom right of the cell to view ratings.

 Note

If manual rating and scale adjusted calculation have both been enabled for the summary section, Team
Overview displays the manual rating rather than the adjusted rating.

If numeric rating values are hidden from the form, note the following cases where Team Overview still
shows numeric rating values.
• Manual rating is enabled and calculated rating is an integer or a decimal number.
• Manual rating is disabled and calculated rating is a decimal number.
• Manual rating and scale adjusted calculation are both enabled, and calculated rating is a decimal
number. In this case, only User Rating is shown as numeric rating values.

 Tip

If ratings are not wanted, admins can select Display check mark instead of rating in Team Overview in Form
Template Settings.

• You can ask for feedback about employees from other users. For more information, see Ask for Feedback.
• You can stack rank the competency ratings of your direct reports. For more information, see Stack Ranker.

Limitations

• If the form template is changed after forms are launched, Team Overview may not work properly. For example,
if some sections are removed from the template, the Team Overview page may keep loading.
• When document transfer is triggered, even though the old manager hasn’t rated the employee, the old
manager's rating appears in Team Overview.

Related Information

Ask for Feedback [page 169]

Stack Ranker [page 215]
Creating a Route Map [page 25]

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7.21 Writing Assistant

Writing Assistant is a content development tool with an extensive library of development and mentoring
recommendations. These recommendations help managers provide targeted, effective, and meaningful feedback
to employees' competencies.

Writing Assistant provides complete sentences so that users don't have to type comments on their own. They can
add as many sentences as they'd like. Once those sentences are in the form, they can modify them to better match
their own writing style, or leave them as they are.

Use

When users choose Writing Assistant for a specific competency, a dialog box appears as follows.

They can use Writing Assistant in the following ways.

1. In Select topics below, select the level of behavior that best describes the employee's competency.
2. In Describe Behavior, select a narrative.
Writing Assistant supports three narratives:
• First person: Sentences that often start with I, for example, I am a team player.

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 • Second person: Sentences that often start with You, for example, You are a team player.
• Third person: Sentences that often start with a named person, for example, Richard is a team player.
The narratives available to a particular user are determined by the user's role. Employees, as the subject of the
form, can use the first and third person. Other users, for example managers, can use the second and third
person.
The narrative choices can't be hidden or removed. If users don't wish to provide sentences in a certain
narrative, they can ignore that narrative.
3. In Give Advice, select the suggestions to support evaluation comments and choose Place Quote.
4. Based on the predefined sentences, change the tone of the sentences to make them sound more positive or
less positive, to better emphasize one's own perspective.

 Note

To ensure that Writing Assistant works properly, users' first name must be maintained in the system. For more
information on managing user information, refer to the Managing User Information Guide.

If Job Profile Builder is used, the Writing Assistant content can be managed in Manage Writing Assistant and
Coaching Advisor. For more information, refer to Adding Writing Assistant and Coaching Advisor Content from
the UI.

7.21.1 Enabling Writing Assistant

To use Writing Assistant, you need to enable the feature both in Provisioning and a form template.

Prerequisites

You have access to Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Provisioning, select a company and go to Company Settings.

2. Select Writing Assistant and choose Save Feature.
3. In Admin Center, go to Form Template Settings and open a form template.
4. Select Enable Writing Assistant and choose Update Form Template.

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7.22 Rating Calculation

Provides information on rating calculations used in Performance Forms.

Overview

Normally rating calculations are done at:

• Overall Ratings
• Form Rating from Section Ratings (Summary)
• Overall Objective Rating from Goal Section Ratings (ObjCompSummary)
• Overall Competency Rating from Competency Section Ratings (ObjCompSummary)
• Overall Calculated Objective Competency Rating (ObjCompSummary)
• Overall Customized Weighted Rating (customizedWeightedRatingSection)
• Section Rating from Item Rating
• • Objective Section
• Competency Section
• Competency Rating from Behavior Ratings
• Calculated Objective Rating with MLT (on Total Goal Management)

7.22.1 Configuring Rating Scale for Rating Calculation

Provides details for configuring the rating scale in form template.

The default XML for rating scale configuration in form template is as follows:

<fm-sect-scale show-value="true">
<scale-source>1</scale-source>
<scale-id><![CDATA[5pt]]></scale-id>
<scale-type><![CDATA[null]]></scale-type> ---- As per the comment on PMU-290, PMU
doesn't support BAR, RADIO, FREETEXT scale types
</fm-sect-scale>

Customized rating map based on calculation (adjusted calculation) also can be configured for rating scale <fm-
sect-scale> as below:

<scale-adjusted-calculation enable="true" display-calculated-rating="true">

<scale-map-value>
<score-min>0.01</score-min>
<score-max>1.0</score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[ONE]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>1.01</score-min>
<score-max>2.0</score-max>
<mapto-score>2.0</mapto-score>
<mapto-desc><![CDATA[TWO]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>2.01</score-min>
<score-max>3.0</score-max>
<mapto-score>3.0</mapto-score>

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 <mapto-desc><![CDATA[THREE]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>3.01</score-min>
<score-max>4.0</score-max>
<mapto-score>4.0</mapto-score>
<mapto-desc><![CDATA[FOUR]]></mapto-desc>
</scale-map-value>
<scale-map-value>
<score-min>4.01</score-min>
<score-max>5.0</score-max>
<mapto-score>5.0</mapto-score>
<mapto-desc><![CDATA[FIVE]]></mapto-desc>
</scale-map-value>
</scale-adjusted-calculation>

When the default rating is 'Unrated" then: <default-rating><![CDATA[unrated]]></default-rating>

When the rating is 'Explicit Unrated', such as "Too New To Rate", then: <unrated-rating><![CDATA[Too New
To Rate]]></unrated-rating>

7.22.2 Configuring Weights for Rating Calculation

Provides you information on section weights, item weights and competency/objective summary weights.

Section Weight

• Predefined Section Weight

<sect-weight>: Section weight can be predefined with element <sect-weight>xx.x</sect-weight>. Once the
Performance Form is created, the predefined section weight is shown in Summary section. This element is
available for Objective section and Competency section.
<sect-weight-4-objcomp-summary>: The weight configured in element <sect-weight-4-objcomp-summary>
appears in OCOC section. Competency rating calculation and Objective rating calculation are performed based
on the weight configured in this element. This element is available for Objective section and Competency
section.
• Related Attributes in <sf-pmreview> of form template
weight-lockdown: true if not allowing users to modify section weights if applicable.
show-weight: true if display section weights if applicable.

Item Weight

• Item Weight Restriction

meta-item-weight-floor-ceiling-option: Enforcement Option for Item Weights Floor and Ceiling: "error" or
"warning"
weight-total-option: Enforcement option for item weight totals: "enforce" or "warn"

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 fm-meta:

<meta-item-weight-floor-ceiling-option>warning</meta-item-weight-floor-ceiling-
option>

objective-sect / competency-sect:

<weight-total><![CDATA[100.0]]></weight-total>
<hidden-strength-threshold>0.0</hidden-strength-threshold>
<blind-spot-threshold>0.0</blind-spot-threshold>
<item-weights>
<item-weight-floor>10.0</item-weight-floor>
<item-weight-ceiling>70.0</item-weight-ceiling>
</item-weights>
<weight-total-option><![CDATA[warn]]></weight-total-option>

• no-weight and auto-pop-weight

no-weight = true
• User can see Objective weights neither on the PM form nor overall score callout. Objective Section rating is
averaged of the rating of all objectives.
• Objective Weight field in Goal Management has no linking to weight on Performance Management form.
• ‘auto-pop-weight’ configuration is ignored.
no-weight = false

 Note

If you set no-weight as false in a section but do not assign any weight to each item, then the overall
calculated section rating will be 0.

• Objective weights in the PM form are based on the ‘auto-pop-weight’ configuration

• IF auto-pop-weight = false
• Goals do not use same weights as in the Goal Plan.
• By default, all Goals in a section have weight 0.
• User sees the Objective weight in the top right corner of each Objective and can edit the weight if
permission settings allow.
• Changes to Objective weight do not change the ‘Weight’ field of the Objective in Goal Plan.
• IF auto-pop-weight = true
• Goal weights in the section are same as their weight in the goal plan.
• User can see Goal weights on the Performance Management form with 'read only' mode.
• User can update Goal weights in the Goal Plan or on Goal detail dialog using the edit link for Goal item

Competency/Objective Summary Weight

These two summary weights are used in OCOC calculation when ococ-rating-calc-mode is "avg" for
Competencies and Objectives. They are invisible to end user.

objcomp-summary-sect:

<comp-cal-summary-weight><![CDATA[40.0]]></comp-cal-summary-weight>
<obj-cal-summary-weight><![CDATA[60.0]]></obj-cal-summary-weight>

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7.22.3 Configuring Calculation Type for Rating Calculation

Provides information on configuring the calculation type in different rating sections.

• Overall Form Rating: meta-form-rating-calc: Use this element to select the rating calculation method at
the form level. This shows overall calculated rating in summary section.

<fm-meta>
...
<meta-form-rating-calc><![CDATA[sum]]></meta-form-rating-calc> ----"avg",
"sum" can be configured
...
</fm-meta>

 Note

This configuration only impacts the Summary section calculation.

• OCOC Rating: ococ-rating-calc-mode ---- "avg", "sum", "matrix-lookup": Use this attribute to specify the
method of calculating the overall rating for the objective competency summary section.

ococ-rating-calc-mode="sum"

Refer, Calculation Process [page 229] for information about the processes involved in rating calculation.
• Section: section-rating-calc: Use this element to select the rating calculation method at the section level.

<fm-sect-config>
...
<section-rating-calc><![CDATA[sum]]></section-rating-calc> ----"avg",
"sum" can be configured
...
</fm-sect-config>

 Note

This configuration can be added in OCOC, Objective and Competency sections.

• Competency: section-item-rating-calc: Use this element to select the item rating calculation method at
the section level.

<fm-sect-config>
...
<section-rating-calc><![CDATA[sum]]></section-item-rating-calc> ----"avg",
"sum" can be configured
...
</fm-sect-config>

 Note

This configuration can be added in OCOC, Objective and Competency sections.

• Friendly: rate-by-adding-values With attribute rate-by-adding-values="true" configured in <sf-preview>,

rating will be added while ignoring weights (no normalization). This is called the Friendly calculation formula.

<sf-pmreview no-calc="false" overall-rating="true" rate-by-adding-values="true"

weight-lockdown="false" show-weight="true">

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• Matrix Lookup (OCOC)
This is a two dimensional lookup. It will be used when ococ-rating-calc-mode="matrix-lookup"
The matrix is configured in element <scale-adjusted-matrix> in OCOC section.
With this calculation method, OCOC rating is resulted from the matrix-lookup table which is configured in
<objcomp-summary-sect> section in form template. Below is an example of matrix map value:

<scale-adjusted-matrix enable="true" show-value="true">

<rating-label><![CDATA[Overal Performance Rating(OCOC):]]></rating-label>
<default-rating><![CDATA[unrated]]></default-rating>
<matrix-map-value>
<obj-score-min>1.0</obj-score-min>
<obj-score-max>1.49</obj-score-max>
<comp-score-min>1.0</comp-score-min>
<comp-score-max>1.49</comp-score-max>
<mapto-score>1.0</mapto-score>
<mapto-desc><![CDATA[Below]]></mapto-desc>
</matrix-map-value>
</scale-adjusted-matrix>

• Other Calculation Configuration

• Suppress form rating calculation: no-calc="true"
• Suppress rating for section: no-rate="true"
• Suppress section rating from summary calculation: in-overall-rating="false" or in-objcomp-
summ-overall-rating="false"
• Number of decimal places: fm-sect-config/num-decimal-places

7.22.4 Calculation Process

Provides information about the processes involved in rating calculation.

Normalization

Rating normalization occurs when source scale is different from target scale. It typically is used for calc-
type="avg".

Steps

1. Source Rating to Fraction: Use (rating-scaleMin)/(scaleMax-scaleMin)

2. Calculation: Use any of the Calculation Formula listed below
3. Target Fraction to Rating: Use calculatedFraction*(scaleMax-scaleMin) + scaleMin

Example

• Overall performance rating scale is 1 -3

• Competency section rating scale is 1 - 5 and the competency section rating is 4
• What competency rating should be calculated in overall rating?
(((rating - original min)/(original max - original min)) * (new max - new min)) + new min ((4-1)/(5-1))*(3-1)) + 1
= 2.5

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Calculation Formula

Average

This is the default calculation type ("avg")

avg = (rating1*w1 + rating2*w2 + rating3*w3) / (w1+w2+w3)

Sum

sumRating = (rating1*w1 + rating2*w2 + rating3*w3) / 100

 Note

Rating 1, Rating 2, etc may/may not be normalized based on the caclulation type and the rating being
calculated. We should update it to be consistent.

Friendly

With attribute rate-by-adding-values="true" configured in <sf-preview>, rating will be added while

ignoring weights (no normalization). This is called the Friendly calculation formula.

friendly = rating1 + rating2 + rating3

Matrix Lookup (OCOC)

Two dimensional lookup based on the lookup map configured in OCOC section. The rule for OCOC rating
calculation based on matrix look up table:

• If both Competency rating and Objective rating are EXPLICIT_UNRATED (too new to rate), the result is
EXPLICIT_UNRATED.
• If either Competency rating or Objective rating is NOT_APPLICABLE, the result is NOT_APPLICABLE.
• If we cannot match value in matrix look up table, then return NOT_APPLICABLE.
• Else, return the matched value in matrix look up table.

Round of Rating

Rounding happens after every calculation. The rounded value is used for subsequent calculation.

If scale-adjusted-calculation is specified in fm-sect-scale, the calculated rating will be rounded and

adjusted accordingly via lookup.

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7.22.5 Scenarios with Overall Customized Weighted Rating
Calculation

The overall customized weighted rating is calculated based on ratings from each role and the weights set for steps
and roles in the route map of a Performance Management form. The overall form rating given at each step is part of
the form's final score.

Only the overall form ratings given in the official rating field are included in the calculation of the overall customized
weighted rating. Since the employee is assigned to the unofficial rating field in the rating option 3, the rating option
3 isn’t recommended to use in the customized weighted rating feature.

If the overall form rating is rated as Unrated or Too New to Rate, it's ignored in the calculation of the overall
customized weighted rating.

 Note

If you use the Route Form tool to skip the step at which the calculation of the overall customized weighted rating
is triggered, the calculation will still be triggered and you can get the calculated rating generated in the next
step.

Workflow Diagram

Here is an example of diagram describing what the workflow is like in calculating the overall customized weighted
rating:

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Supported Scenarios

We support the following three scenarios:

 Note

Each scenario defines one or more roles assigned to one or more users in one step. You can use different
combinations of the three scenarios in your own route map.

The calculation formula is (Role A's Rating * Role A's Weight + Role B's Rating * Role B's Weight + …) / (Role A's
Weight + Role B's Weight + ...). The total of weights doesn't have to be equal to 1.

• Scenario A: One role assigned to one user in one step

An example of the route map is like this:

The ratings and weights for each role are:

Role Rating (0 - 5) Weight

Manager 4.00 0.6

2nd Level Manager 3.50 0.4

The overall form rating is calculated as follows:

(4.00 * 0.6 + 3.50 * 0.4) / (0.6 + 0.4) = 3.80

• Scenario B: Two or more roles in one step

An example of the route map is like this:

The ratings and weights for each role are:

Role Rating (0 - 5) Weight

Manager 4.00 0.5

First matrix manager Unrated 0.3

2nd Level Manager 3.80 0.2

The overall form rating is calculated as follows:

(4.00 * 0.5 + 3.80 * 0.2) / (0.5 + 0.2) = 3.94

• Scenario C: Two or more users with the same role in one step
An example of the route map is like this:

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 The ratings and weights for each role are:
If the role of two or more users is the same in one step, set the weight for the step and the weight gets
distributed evenly to each user in the step. In the following table, the weight for the Manager step is set to 0.6,
and then the weight for each user is 0.3 (0.6/2).

Role Rating (0 - 5) Weight

Manager 1 4.00 0.3

Manager 2 3.80 0.3

Second Manager 3.80 0.4

The overall form rating is calculated as follows:

(4.00 * 0.3 + 3.80 * 0.3 + 3.80 * 0.4) / (0.3 + 0.3 + 0.4) = 3.86

7.22.5.1 Scenario A: Configuring Business Rules for Overall

Customized Weighted Rating Calculation

You can configure business rules to trigger the calculation of the overall customized weighted rating for Scenario A.

Prerequisites

• Setting Up Provisioning for configuring business rules

• Assigning Role-Based Permissions for configuring business rules
• You've added the Customized Weighted Rating section in your own form template.
• You've created a route map in the language English US (English US).

 Note

You can still create route maps of other languages for localization purposes, but you must ensure that a
route map of English US (English US) is created as business rules used here only work for steps and roles
defined in English US (English US).

Context

The calculation of the overall customized weighted rating involves two rule scenarios:

• Trigger Weighted Rating Rule: You use it to specify the form template and the step at which the calculation of
overall customized weighted rating is triggered.
• Configure Weight for Steps and Roles: You use it to configure the weights for different steps and roles in the
route map.

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Procedure

1. Go to Admin Center Configure Business Rules .

You're directed to the Business Rules Admin page that contains a list of business rules.
2. Select  .

You're directed to the Configure Business Rules page.

3. Select Performance Management Weighted Rating Configure Weight for Steps and Roles .
4. Enter the required information in the following fields:
• Rule Name
• Rule ID
• Start Date

For example, enter rule name as CWR-Demo-Weight and rule ID will be auto-filled.
5. Create the If and Then statements. You specify the step name and role type in the If statement and define a
weight assigned to each step and role in the Then statement.

Make sure that you enter the step name used in the route map that is created in the language English US
(English US) and the role value described in Roles [page 31]. For example, if a step is called Manager in the
route map, enter Manager as the step name here. If the role in the Manager step is Manager, enter EM as the
corresponding role type.

 Tip

Make sure that you specify both the step name and role type in the If statement.

The weight can be a number, but not a percentage. For example, if the weight is 40%, enter 0.4.

 Note

If the weight for a step or a role isn't set in the business rule, it's regarded as 0 in the calculation of the
overall customized weighted rating.

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  Example

6. Select Save.

7.  Caution

If you've created the ratingExtTriggerRule rule, don't create it again and you must add an Else If
statement in this rule at step 9. If so, skip step 7 and 8.

Click Create New Rule and you're directed to the Configure Business Rules page. Create a business rule for
Performance Management Weighted Rating Trigger Weighted Rating Rule .
8. Enter the required information in the following fields:
• Rule Name
• Rule ID
• Start Date

Enter ratingExtTriggerRule as the rule name and the rule ID will be auto-filled.

 Caution

If you enter a different rule name/rule ID other than ratingExtTriggerRule, the rule doesn't work in the
rating calculation.

9.  Note

As it's the first time you've created the ratingExtTriggerRule rule, create an If statement as follows.
Otherwise, you add an Else If statement.

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 Create the If and Then statements. You choose the form template for which you want to configure the business
rule, specify the step to trigger the calculation in the If statement, and set the Rule ID created in step 4 in the
Then statement.

 Example

10. Select Save.

Next Steps

You can now go with the performance review process. The ratingExtTriggerRule rule will be executed after the
user with the role of 2nd Level Manager has given the rating at the Second Manager step and routed the form to
next step. The calculated rating is available after the Second Manager step.

 Tip

If the rule doesn't work as expected or a deep review of the logic of business rules is needed, you can trace a
rule to try and figure out exactly what went wrong using the Business Rule Execution Log tool. When you create
rule traces for Trigger Weighted Rating Rule and Configure Weight for Steps and Roles, enter the Login User as
the user at the route step where the ratingExtTriggerRule rule is executed. See Business Rule Execution
Log.

You create the rule traces before the form is routed to the step where the ratingExtTriggerRule rule is
executed. After the form is routed to the step for rule execution and the user has given the rating and sent the
form to next step, you can go to Business Rule Execution Log to download the full business rule execution log.
And, you can set up a rule trace for a maximum time period of two days.

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7.22.5.2 Scenario B: Configuring Business Rules for Overall
Customized Weighted Rating Calculation

You can configure business rules to trigger the calculation of the overall customized weighted rating for Scenario B.

Prerequisites

• Setting Up Provisioning for configuring business rules

• Assigning Role-Based Permissions for configuring business rules
• You've added the Customized Weighted Rating section in your own form template.
• You've created a route map in the language English US (English US).

 Note

You can still create route maps of other languages for localization purposes, but you must ensure that a
route map of English US (English US) is created as business rules used here only work for steps and roles
defined in English US (English US).

Context

The calculation of the overall customized weighted rating involves two rule scenarios:

• Trigger Weighted Rating Rule: You use it to trigger the calculation of overall customized weighted rating.
• Configure Weight for Steps and Roles: You use it to configure the weights for different steps and roles in the
route map.

Procedure

1. Go to Admin Center Configure Business Rules .

You're directed to the Business Rules Admin page that contains a list of business rules.
2. Select  .

You're directed to the Configure Business Rules page.

3. Select Performance Management Weighted Rating Configure Weight for Steps and Roles .
4. Enter the required information in the following fields:
• Rule Name
• Rule ID
• Start Date

For example, enter rule name as CWR-Demo-Weight-01 and rule ID will be auto-filled.

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5. Create the If and Then statement and define a weight assigned to each step and role in the Then statement.

Make sure that you enter the step name used in the route map that is created in the language English US
(English US) and the role value described in Roles [page 31]. For example, if a step is called Manager in the
route map, enter statements. You specify the step name and role type in the Manager as the step name here. If
the role in the Manager step is Manager, enter EM as the corresponding role type.

 Tip

Make sure that you specify both the step name and role type in the If statement.

The weight can be a number, but not a percentage. For example, if the weight is 40%, enter 0.4.

 Note

If the weight for a step or a role isn't set in the business rule, it's regarded as 0 in the calculation of the
overall customized weighted rating.

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  Example

6. Select Save.

7.  Caution

If you've created the ratingExtTriggerRule statements. You specify the step name and role type in the
rule, don't create it again and you must add an Else If statement in this rule at step 9. If so, skip step 7 and
8.

Click Create New Rule and you're directed to the Configure Business Rules page. Create a business rule for
Performance Management Weighted Rating Trigger Weighted Rating Rule .
8. Enter the required information in the following fields:
• Rule Name
• Rule ID

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 • Start Date

Enter ratingExtTriggerRule as the rule name and the rule ID will be auto-filled.

 Caution

If you enter a different rule name/rule ID other than ratingExtTriggerRule, the rule doesn't work in the
rating calculation.

9.  Note

As the ratingExtTriggerRule rule already exists, add an Else If statement as follows. Otherwise, you
create an If statement.

Add the Else If and Then statements. You choose the form template for which you want to configure the
business rule and specify the step to trigger the calculation in the Else If statement, and then set the Rule ID
created in step 4 in the Then statement.

 Example

10. Select Save.

Next Steps

You can now go with the performance review process. The ratingExtTriggerRule rule will be executed after the
user with the role of 2nd Level Manager has given the rating at the Second Manager step and routed the form to
next step. The calculated rating is available after the Second Manager step.

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  Tip

If the rule doesn't work as expected or a deep review of the logic of business rules is needed, you can trace a
rule to try and figure out exactly what went wrong using the Business Rule Execution Log tool. When you create
rule traces for Trigger Weighted Rating Rule and Configure Weight for Steps and Roles, enter the Login User as
the user at the route step where the ratingExtTriggerRule rule is executed. See Business Rule Execution
Log.

You create the rule traces before the form is routed to the step where the ratingExtTriggerRule rule is
executed. After the form is routed to the step for rule execution and the user has given the rating and sent the
form to next step, you can go to Business Rule Execution Log to download the full business rule execution log.
And, you can set up a rule trace for a maximum time period of two days.

7.22.5.3 Scenario C: Configuring Business Rules for Overall

Customized Weighted Rating Calculation

You can configure business rules to trigger the calculation of the overall customized weighted rating for Scenario C.

Prerequisites

• Setting Up Provisioning for configuring business rules

• Assigning Role-Based Permissions for configuring business rules
• You've added the Customized Weighted Rating section in your own form template.
• You've created a route map in the language English US (English US).

 Note

You can still create route maps of other languages for localization purposes, but you must ensure that a
route map of English US (English US) is created as business rules used here only work for steps and roles
defined in English US (English US).

Context

The calculation of the overall customized weighted rating involves two rule scenarios:

• Trigger Weighted Rating Rule: You use it to specify the form template and the step at which the calculation of
overall customized weighted rating is triggered.
• Configure Weight for Steps and Roles: You use it to configure the weights for different steps and roles in the
route map.

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Procedure

1. Go to Admin Center Configure Business Rules .

You're directed to the Business Rules Admin page that contains a list of business rules.
2. Select  .

You're directed to the Configure Business Rules page.

3. Select Performance Management Weighted Rating Configure Weight for Steps and Roles .
4. Enter the required information in the following fields:
• Rule Name
• Rule ID
• Start Date

For example, enter rule name as CWR-Demo-Weight-02 and rule ID will be auto-filled.
5. Create the If and Then statements. You specify the step name and role type in the If statement and define a
weight assigned to each step and role in the Then statement.

Make sure that you enter the step name used in the route map that is created in the language English US
(English US) and the role value described in Roles [page 31]. For example, if a step is called Manager in the
route map, enter Manager as the step name here. If the role in the Manager step is Manager, enter EM as the
corresponding role type.

The weight can be a number, but not a percentage. For example, if the weight is 40%, enter 0.4.

 Note

If the weight for a step or a role isn't set in the business rule, it's regarded as 0 in the calculation of the
overall customized weighted rating.

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  Example

6. Select Save.

7.  Caution

If you've created the ratingExtTriggerRule rule, don't create it again and you must add an Else If
statement in this rule at step 9. If so, skip step 7 and 8.

Click Create New Rule and you're directed to the Configure Business Rules page. Create a business rule for
Performance Management Weighted Rating Trigger Weighted Rating Rule .
8. Enter the required information in the following fields:
• Rule Name
• Rule ID
• Start Date

Enter ratingExtTriggerRule as the rule name and the rule ID will be auto-filled.

 Caution

If you enter a different rule name/rule ID other than ratingExtTriggerRule, the rule doesn't work in the
rating calculation.

9.  Note

As the ratingExtTriggerRule rule already exists, add an Else If statement as follows. Otherwise, you
create an If statement.

Add the Else If and Then statements. You choose the form template for which you want to configure the
business rule and specify the step to trigger the calculation in the Else If statement, and then set the Rule ID
created in step 4 in the Then statement.

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  Example

10. Select Save.

Next Steps

You can now go with the performance review process. The ratingExtTriggerRule rule will be executed after the
user with the role of 2nd Level Manager has given the rating at the Second Manager step and routed the form to
next step. The calculated rating is available after the Second Manager step.

 Tip

If the rule doesn't work as expected or a deep review of the logic of business rules is needed, you can trace a
rule to try and figure out exactly what went wrong using the Business Rule Execution Log tool. When you create
rule traces for Trigger Weighted Rating Rule and Configure Weight for Steps and Roles, enter the Login User as

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 the user at the route step where the ratingExtTriggerRule rule is executed. See Business Rule Execution
Log.

You create the rule traces before the form is routed to the step where the ratingExtTriggerRule rule is
executed. After the form is routed to the step for rule execution and the user has given the rating and sent the
form to next step, you can go to Business Rule Execution Log to download the full business rule execution log.
And, you can set up a rule trace for a maximum time period of two days.

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8 Launching Forms

Launch forms based on a well-configured form template so that employees and managers can start performance
reviews in a specific time period.

Prerequisites

• You've enabled the permissions of Mass Create Form Instances (Launch forms now) and Schedule Mass Form
Creation (Launch forms later) under Manage Form Templates.
• Make sure that employees for whom you want to launch forms have system logon permissions.

Procedure

1. In Admin Center, go to Launch Forms.

2. Select Performance Management as the type of form that you want to launch and select a form template that
you want to use.
Before going next, you can preview the template, or cancel the launch and modify the template.
3. Set up a launch date.

You can launch forms now, later on a specified date, or according to a recurring schedule.

 Note

If you launch forms according to a recurring schedule, note the following:

• We recommend that you not schedule forms to be launched on the hire date. There could be some
delay, of a day or two, in importing employee data into the system, and thus forms may fail to be
launched on time. However, if you do so, we recommend that you not schedule forms to be launched on
the hire date if it's February 29. Otherwise, forms will be launched every four years.
• If you choose to launch forms every month and start the recurring schedule on the 31st day of a month,
the next launch date will be the last day of the next month. The rule applies to the recurring schedule of
every three months and every six months as well.
• Make sure that you also create the Schedule Form Creation job in Manage Scheduled Jobs in
Provisioning. Otherwise, forms will not be launched. For more information, see Creating Job Requests
in Related Information.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact
your implementation partner or Account Executive. For any non-implementation tasks, contact
Product Support.

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4. Select a review period.
5. Select employees for whom you want to launch forms.

Option Description

All Active Em­ Select this option to launch forms for all active employees in the organization. You can choose to include
ployees inactive employees.

 Note
This option can be hidden by selecting the permission of Hide 'All active/inactive employees' option in
Launch Forms wizard under General User Permission.

One Employee Select this option to launch forms for individual employees. You can add several employees to this list.

Group of em­ Select this option to launch forms for a group of employees. You can select a predefined group, upload a
ployees CSV file, or use filters to find employees.

 Note
If you upload a CSV file, make sure that the file uses UTF-8 encoding.

You can also choose to launch forms only for users who don't have an existing form within a specified end date
range.

 Note

Those selected employees are dependent on your target population. If you schedule forms to be launched
later or according to a recurring schedule, and some of the selected employees have been removed from
the target population before the launch date, forms won't be launched for them.

6. Review the previous selections and select the following options as necessary.

• Send email notifications to form recipients: If you select this option, the first person in the route map will
receive an email notification that a form is created.

 Note

To send the email notification, make sure that you also set up Document Creation Notification in E-Mail
Notification Templates Settings.

• Create En Route Copy: If you select this option, the copy of the launched forms will be sent to your En Route
form folder.
7. Choose Launch.

Results

Forms are launched. You can check progress from the reports tab.

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Related Information

Creating Job Requests

8.1 Editing Custom Sections and Custom Fields When

Launching Forms

When you launch forms, you can edit the introductory text of custom sections and update custom fields in Launch
Forms.

Prerequisites

• You've added a custom section in your form template and selected the Edit Intro text description in Mass create
option for the section.
• You've defined a custom field and selected the Editable during mass creation of forms option for the field.

For more information, refer to Configuring Form Sections and Configuring Custom Fields.

Procedure

1. In Admin Center, go to Launch Forms.

2. In a step called Edit Introduction Texts, edit introductory text and custom fields.

Related Information

Configuring Form Sections [page 44]

Configuring Custom Fields [page 83]

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8.2 Monitoring the Form Launch Job

After you launch forms using Launch Forms, you can monitor the job status and view a job summary within 30
days.

Prerequisites

You've enabled the permissions of Read Execution Manager Events and Read Execution Manager Payload under
Admin Center Permissions.

Procedure

1. In Admin Center, go to Execution Manager Dashboard.

2. Select a timeframe, Mass_Create_Form as a process definition identifier, and process states.

All form launch jobs within the timeframe are shown in a vertical bar chart.
3. In the job status table, choose  (Summary So Far) to view a job summary.

The job summary includes the following:

• Number of forms that were successfully launched
• Number of forms that were skipped
• Number of forms that ended with errors
• Total time taken

8.3 Managing Scheduled Launches

After scheduling a form launch, you can modify or cancel the launch.

Prerequisites

You have scheduled a form launch that runs later. See Launching Forms.

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Procedure

1. In Admin Center, go to Manage Scheduled Reviews.

2. View all the scheduled form launches. On the Action column, take the following actions as required.

• Modify a launch: Choose Take Action Edit , and make changes on the Launch Forms window.
• Cancel a launch: Choose Take Action Delete , and confirm in the dialog.

Related Information

Launching Forms [page 246]

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9 Managing Forms

After launching forms, you can manage those forms in Admin Center while employees and managers are doing
performance reviews. Learn about the tasks involved in managing forms.

Changing Form Dates [page 252]

You can change the start, end, and due dates of a form.

Routing an Individual Form [page 252]

As an administrator, you can route an in-progress form one step forward, one step back, to a specific step,
or to a new step as necessary.

Routing Multiple Forms by Specifying the Template [page 254]

You can find all forms that were created based on the same template and mass route the forms at one go.

Routing Multiple Forms by Uploading Form ID [page 255]

You can route multiple forms by uploading form IDs stored in a CSV file to Admin Center.

Modifying Route Maps [page 256]

Modify route maps to add, delete, or edit route steps for one or multiple forms that have been already
launched.

Mass Updating Forms [page 257]

If new goals are added to a goal plan after forms were launched, you can mass update the forms for newly
created goals to display on individual forms and goal reports.

Configuring Custom Print [page 258]

Customize the layout of a Performance Management form that's used for printing..

Removing Form Visibility [page 258]

You can make forms invisible to employees without deleting them.

Restoring Form Visibility [page 260]

If you've made forms invisible to some users, you can grant them access to the forms again.

Deleting Forms [page 260]

Delete forms to remove them from the system. You can delete multiple forms at once.

Restoring Deleted Forms [page 262]

You can restore a deleted form to the route map step when it was deleted.

Importing Overall Scores [page 263]

You can manually update overall scores for multiple forms by importing a CSV file.

Known Behaviors When Using Google Chrome [page 264]

Learn about the known behaviors when you work with Performance Management forms in the Google
Chrome browser.

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9.1 Changing Form Dates

You can change the start, end, and due dates of a form.

Prerequisites

Grant the permission of Change Document Date under Manage Documents.

Procedure

1. In Admin Center Change Form Date , search for the forms of which you want to modify the dates. You can
do a search in either of the following ways.

• Employee Document Folder: Search for forms in a specific user's inbox, En Route folder, or Completed
folder.
• Advanced Search: Search for forms based on user attributes or form attributes.
2. On the search result page, select the forms and choose Change Date.
3. In the Change Document Date dialog box, enter the new date in the dd/mm/yyyy format, or enter the number
of days by which you want the existing date to be extended.
4. Save your changes.

9.2 Routing an Individual Form

As an administrator, you can route an in-progress form one step forward, one step back, to a specific step, or to a
new step as necessary.

Prerequisites

Grant the permissions of Route Document under Manage Documents, including Include Completed Documents and
Allow Adding of a Step.

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Context

Each form includes a workflow sequence that determines all the people who review the form and the order in which
they review the form. By routing an on-going form, you can manually change the order without modifying the route
map.

Procedure

1. In Admin Center, go to Route Form.

2. Search for the form by Form ID, Form Template, Employee's Folder, or Subject User.
3. From the search results table, select the form you want to route and choose Next.
4. Select an option to route the form.

• Move the form one step forward

• Move the form one step back
• Move the form to a specific step
• Move the form to a new step

 Note

If you select Move the form one step forward, you need to choose a validation option: Skip form validation or
Validate form. If you choose the latter, the system validates required fields of the form at the current step
according to the following rules:
• If the step is a single step, the system validates the fields required for the step owner.
• If the step is an iterative step, the system validates the fields required for the substep owner. For
example, if the substep owner is EP, all matrix managers' required fields are validated.
• If the step is a collaboration step and has no exit user, the system validates the fields required for all
collaboration step owners.
• If the step is a collaboration step and has one exit user, the system validates the fields required for the
exit user.
• If the step is a collaboration step and has multiple exit users, the system validates the fields required
for all exit users.

5. Select Next.
The form is routed to the step that you selected.

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9.3 Routing Multiple Forms by Specifying the Template

You can find all forms that were created based on the same template and mass route the forms at one go.

Prerequisites

Grant the permissions of Route Document under Manage Documents, including Include Completed Documents and
Allow Adding of a Step.

Procedure

1. In Admin Center, go to Route Form.

2. From Search By dropdown list, choose Form Template.
3. Select a form template and choose Done.
4. Optional: Select forms based on groups in either way:

• Select a form group and select forms based on route maps.

• Select a form that was created or updated individually.

For more information on form group, see Form Groups.

5. Choose Search to display the forms on the Route Document page.
6. Select all the forms you want to route and choose Next.

 Tip

You can select all the listed forms from across the pages by selecting Select all <n> documents in search
results, or select all the forms on the current page by selecting the Form ID checkbox.

7. On the Select an Action page, select a route option:

• Move the form one step forward

• Move the form one step back
• Move the form to completion
8. Select a Reason for changes and choose Next.

Results

The forms are routed to a specific step.

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9.3.1 Form Groups

A form group consists of the forms that were mass launched from one form template in a batch.

If you manually modify forms after they were mass launched, they are removed from their group. For example,

• You configured the Automatic insertion of new manager as next document recipient if not already setting for
document transfer.
• You routed the form back from the signature or completion stage.
• You used User (U) steps in the route map.

For the ungrouped forms, you can route them individually. On average one administrator can route 100 forms an
hour manually. Or you can open a support ticket to request these forms to be regrouped for mass routing. See the
KBA 2086638 .

Note the forms cannot be regrouped in the following cases:

• You configured the Automatic insertion of new manager as next document recipient if not already setting for
document transfer.
• You routed the form back from the signature or completion stage, and this behavior inserted an additional U
step.

9.4 Routing Multiple Forms by Uploading Form ID

You can route multiple forms by uploading form IDs stored in a CSV file to Admin Center.

Context

By uploading the CSV file, you can route multiple forms based on form ID, irrespective of whether the forms are
part of different groups or use different form templates.

Procedure

1. In Admin Center, go to Route Form.

2. On the Search for Forms tab, search by Form ID, and choose Upload CSV File.
3. Choose Choose File, and select the CSV file that contains the form IDs of the forms to be routed, and choose
Upload.

 Note

If you are using this tool for the first time, choose Download Template to download the CSV file template.
The CSV file consists of a single coulmn with a Form ID header.

The corresponding forms are displayed.

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4. Select the forms you want to route and choose Next.

 Tip

You can select all the listed forms from across the pages by selecting Select all <n> documents in search
results, or select all the forms on the current page by selecting the Form ID checkbox.

5. On the Select an Action page, select a route option:

• Move the form one step forward

• Move the form one step back
• Move the form to completion
6. Select a Reason for changes and choose Next.

Results

The forms are routed to a specific step.

9.5 Modifying Route Maps

Modify route maps to add, delete, or edit route steps for one or multiple forms that have been already launched.

Prerequisites

You have the role-based permission Manage Documents Modify Form Route Map .

Procedure

1. Go to Admin Center Modify Form Route Map .

2. Search for forms by Form ID, Form Template, Employee's Folder, or Subject User, and choose Search.
3. If you select a form template and specify a form group in step 2, you are navigated to the Select An Action page
with the following options:

Action What You Can Do

Modify common options You can modify step name, step introduction, dates, and
other text-based attributes.

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 Action What You Can Do

Change step types and permissions You can change the step type and associated permissions
for a specific step. Note that these changes will only apply to
forms that have not been routed to the selected step.

Add a step You can add a modification or a signature step.

Remove a step You can remove a modification or a signature step. Note that
the step will only be removed from forms that have not
reached the selected step.

4. On the Modify Form Route Map page, and add, delete, or edit the route steps within the form.
5. Choose Next, the route maps are modified accordingly, and you are navigated to the Summary page.

 Note

If you select more than 20 forms for route map modification, that will trigger a job in Provisioning and the
system will send you an email about the detailed results.

Results

You have successfully modified the route maps.

9.6 Mass Updating Forms

If new goals are added to a goal plan after forms were launched, you can mass update the forms for newly created
goals to display on individual forms and goal reports.

Procedure

1. In Admin Center, go to Form Template Settings.

2. Open a form template and select Open & Save Document.
3. In the popup window, enter the start and end dates of the forms that you want to update, and choose Open &
Save Document.

Results

Now all the forms within the specified date range are updated to reflect new content, including new goals.

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9.7 Configuring Custom Print

Customize the layout of a Performance Management form that's used for printing..

Prerequisites

The BIRT file of the custom print layout is generated.

Context

If you want to customize the form print layout, note that the BIRT tool doesn't respect field and section permissions
configured in the form template.

Procedure

1. In Admin Center, go to Form Template Settings.

2. Choose the form template for which you want to customize the print layout.
3. Find the option Enable Custom Layont Printing and choose the Manage Custom Layout button.
4. Locate the BIRT file and choose Upload Custom Layout.

Results

The forms based on the selected template use the custom layout when they are printed.

9.8 Removing Form Visibility

You can make forms invisible to employees without deleting them.

Prerequisites

Grant the permission Manage Document Visibility under Manage Documents.

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Context

You can hide forms from employees who no longer need access to them during a review or by the end of the review
cycle. The form will be removed from both the employee's form list and the Team Overview page. This task might be
required when employee relationships change during a review event.

 Note

• You cannot remove form visibility for users who are outside the route map.
• This feature only works for forms in the En Route, default Completed, and custom Completed folder.

Procedure

1. In Admin Center, go to Manage Document Visibility.

2. Locate forms and users in one of the following ways:

• by User
1. Enter the User with Visibility (from whom you want to remove the visibility) and the Subject of
Document (the person who is reviewed) in the required fields, and choose List Documents.
2. From the form list, select the forms you want to be invisible to the user.
• by Document Id: Enter the Document Id and the User with Visibility in the required fields.
• by CSV Upload: Mass remove form visibility by uploading a CSV file that contains form ID and either user ID
or user role.
1. Choose Download CSV Template and select by Roles or by User ID to download the template CSV file.
2. Fill in the CSV file as required and upload the file to this page.
3. From the form list, select the forms you want to be invisible to the user.

 Note

The maximum number of records in the CSV file is 50,000.

3. Choose Remove Visibility.

Results

You have successfully hidden forms from the selected users.

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9.9 Restoring Form Visibility

If you've made forms invisible to some users, you can grant them access to the forms again.

Prerequisites

Grant the permission Manage Document Visibility under Manage Documents.

Context

This feature only works for forms in the En Route, default Completed, and custom Completed folder. If you restore
the visibility of forms that was in the custom Completed folder, the forms will be restored into the default
Completed folder (Un-Filed).

Procedure

1. In Admin Center, go to Manage Document Visibility.

2. Enter the Document Id and choose List Removed Users.
3. From the User table, select the users for whom you want to restore visibility to the form.
4. Choose Restore Visibility.

Results

You have successfully restored the access to the form for the selected users.

9.10 Deleting Forms

Delete forms to remove them from the system. You can delete multiple forms at once.

Prerequisites

Grant the permission of Delete Documents under Manage Documents.

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Context

After you delete forms, the attachments included in the forms are not deleted from the system. They remain in the
deleted section of the Manage Documents admin tool. If you want the attachments to be hard deleted from the
system, delete the attachments from the forms directly.

Procedure

1. In Admin Center, go to Delete Form.

2. On the Delete Document page, search for the forms you want to delete in either of the following ways:

Search Option Description

Employee Document Folder Search for the forms in a specific user's Inbox, En Route
folder, or Completed folder.

 Note
With this option, the form title is displayed in the default
language of the form template name rather than in the
language of your instance. If your language is different
from the default language, we recommend that you use
advanced search.

Advanced Search Search for forms by specifying user attributes, form attrib­
utes, or by uploading a CSV file of form ID.

3. Select the forms and choose Delete.

 Tip

You can select all the listed forms from across the pages by selecting Select all <n> documents in search
results, or select all the forms on the current page by selecting the Form ID checkbox.

4. Choose Yes to confirm that you want to delete the selected forms.

Results

The forms are removed from the system.

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9.11 Restoring Deleted Forms

You can restore a deleted form to the route map step when it was deleted.

Prerequisites

Grant the permission of Restore Deleted Documents under Manage Documents.

Procedure

1. In Admin Center, go to Restore Deleted Forms.

2. On the Restore Deleted Document page, search for the forms you want to restore in either of the following ways:

Search Option Description

Employee Document Folder Search for the forms in a specific user's Inbox, En Route
folder, or Completed folder.

 Note
With this option, the form title is displayed in the default
language of the form template name rather than in the
language of your instance. If your language is different
from the default language, we recommend that you use
advanced search.

Advanced Search Search for forms by specifying user attributes or form attrib­
utes.

3. Select the forms and choose Restore.

 Tip

You can select all the listed forms from across the pages by selecting Select all <n> documents in search
results, or select all the forms on the current page by selecting the Form ID checkbox.

4. Choose Yes to confirm that you want to restore the selected forms.

Results

The forms are restored into the system.

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9.12 Importing Overall Scores

You can manually update overall scores for multiple forms by importing a CSV file.

Prerequisites

Grant the permission of Import Overall Scores Only for Target Population or Include All Employees under Manage
Documents.

 Note

Import Overall Scores Only for Target Population allows users that have been granted this permission to update
manual overall scores for a target population. Include All Employees allows users that have been granted this
permission to update manual overall scores for all employees.

Context

You can update performance rating, potential rating, overall competency rating, and overall goal rating. If you
update performance rating, and there's more than one section that contains performance rating, the section with
highest priority is updated.

Please note this feature has the following prerequisites and limitations:

• The sections for which you want to update the score must have manual rating enabled.
• You can only update rating scale values (scores).
• The imported score must have a match in the section's rating scale.
• The OCOC score is recalculated when the overall competency rating or overall goal rating is updated.
• This feature only works for in-progress forms.
• The CSV file is still processed even if an error occurs.
• For optimum performance, the file size should not exceed 5 MB.
• There is no audit entry made in the forms for scores that have been updated by the import.

Procedure

1. Prepare a CSV file for the import as follows:

The header row must contain DOCUMENT_ID and at least one of the ratings (COMPETENCY, OBJECTIVE,
PERFORMANCE, or POTENTIAL) you want to update.

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 DOCUMENT_ID PERFORMANCE POTENTIAL COMPETENCY OBJECTIVE USER_ID

 Note

• For the document ID, see Form Information.

• Besides numeric values, the following descriptive values are also accepted:
• UNRATED: Change the overall score to the value of default-rating, which is often defined as
"Unrated" rating.
• NA: Change the overall score to the value of unrated-rating, which is often defined as "Not
applicable" or "Too new to rate".
• The number of entries in the header row must match the number of entries in other rows.
• Invalid header row entries are ignored.

2. In Admin Center, go to Import Overall Scores.

3. Choose Browse to locate the CSV file, and choose Import Overall Scores.

Results

Related Information

Form Information [page 202]

9.13 Known Behaviors When Using Google Chrome

Learn about the known behaviors when you work with Performance Management forms in the Google Chrome
browser.

• When you save your changes after adding or editing goals in a form, the page refreshes and you are taken to
the top of the form page. To go to a section of your choice, use the top navigation bar of form sections.

 Note

This is also a known behavior in other browers like Microsoft Edge and Firefox.

• When you add or delete competencies or behaviors in a form, the page refreshes and you are taken to the top
of the form page. To go to a section of your choice, use the top navigation bar of form sections.
• If you choose the Save as PDF and then the Show PDF button, you cannot download and save the form as PDF.
You can solve this in one of the following ways:

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 • Switch to another web browser or PDF viewer.
• In your instance using Google Chrome browser, choose the Save as PDF button on the form and then the
Show PDF button. Next, in the preview stage, choose Print instead of Download icon, and then select
Change. In the popup window, choose Save as PDF. This saves the form as PDF.

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10 Integrating with Other Applications

To provide a seamless talent management experience, Performance Management can be integrated with other SAP
applications, including those from SAP SuccessFactors. Learn about available integration features and how to
achieve integration.

Performance Management Blocks [page 266]

You can configure blocks in SAP SuccessFactors People Profile to display ratings from Performance
Management forms.

Performance Reviews for Employees on Multiple Employments [page 272]

Performance Management allows employees on global assignments or concurrent employment to do
separate performance reviews.

Achievements and Feedback from Continuous Performance Management [page 274]

Performance Management forms can display achievements and feedback linked to employees' goals in
Continuous Performance Management as supplemental information during the performance review cycle.

Configuring Compensation Section on Forms [page 276]

Configure the Compensation section in a form template so that Performance Management forms can
display compensation-related information and a link to the Compensation form.

Data Integration with Human Resource Information System [page 277]

Data integration between Performance Management and your Human Resource Information System
(HRIS) or payroll system allows updating your employee data from a single source. With this simple data
transfer process, the updates you enter into your HRIS will be passed to Performance Management without
duplicated efforts.

Qualtrics Feedback for Performance Reviews [page 280]

By integrating your SAP SuccessFactors system with Qualtrics, you can request feedback from employees
and managers during the different steps that happen at the end of a performance review.

Performance Review Tasks on the Latest Home Page [page 281]

Managers and employees can view the Review Employee Performance task and Review Your Performance
task in the For You Today section on the latest home page.

Reporting for Performance Reviews [page 281]

You can use reporting tools in SAP SuccessFactors People Analytics, such as table reports and story
reports, to report Performance Management data.

10.1 Performance Management Blocks

You can configure blocks in SAP SuccessFactors People Profile to display ratings from Performance Management
forms.

Here's a list of supported blocks related to Performance Management.

• Trend blocks:

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 • Overall performance rating block
• Overall potential rating block
• Overall goal rating block
• Overall competency rating block
These blocks display respective ratings from all forms as multiple records for employees. For more information,
refer to Configuring a Trend Information Block in People Profile.
• Scorecard blocks:
• Performance History block
• Competencies block
• Behaviors block
• Goal Ratings block
These blocks are affected by processes and display respective ratings according to configuration in a process.
For more information, refer to Configuring a Scorecard Block in People Profile.
• History block in the History section: It shows employees' completed forms in the past 12 months. The data isn't
configurable.

 Note

• Rating scale labels are displayed in their default language in the blocks.
• The Performance History block uses predefined fields to display data. You can't add fields to or hide fields
from the block.
• Forms in the Performance History block are sorted alphabetically by form title in a descending order.
• The Competencies block displays an average of the ratings from Performance Management forms, 360
Reviews forms, and competency ratings from SAP SuccessFactors Learning.
• To display Learning URL in the Competencies block, make sure both the SAP SuccessFactors Learning
integration and Transcript features are enabled. For more information, refer to Setting up and Enabling the
Transcript Feature.
• If a competency has more than one rating from different forms, the average rating is displayed in the
Competencies block. The same rule applies to behaviors in the Behaviors block.
• For Scorecard blocks, if the rating scale in a process is different from that in a form, ratings displayed in the
blocks will be normalized to the rating scale in the process. For example, the form has a 5-point rating scale,
and the rating scale selected in the process is a 3-point rating scale. Therefore, ratings will be normalized to
the 3-point scale. Item weight won't be taken into account during the normalization. For more information
about normalization, refer to Calculation Process.

Related Information

Calculation Process [page 229]

Configuring a Trend Information Block in People Profile
Configuring a Scorecard Block in People Profile [page 269]
Setting Up and Enabling the Transcript Feature

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10.1.1 Source of Rating in Performance History Block

The Performance History block displays the performance, potential, goal, and competency rating, which are from
different summary sections on Performance Management forms.

 Note

Make sure you have at least one goal section and one competency section on a form. Otherwise, there will be
no ratings in the Performance History block.

The following table shows the sources for the four ratings in different form configurations.

Performance rating Potential rating will Competency rating will

If the form has... will be... be... Goal rating will be... be...

Summary section Overall form rating in / / /

this section

Goal competency sum­ OCOC rating in this sec­ / Overall goal rating in Overall competency rat­
mary section tion, if enabled this section ing in this section

Performance potential Overall performance Overall potential rating / /

summary section rating in this section in this section

Summary section Overall form rating in / Overall goal rating in the Overall competency rat­
the summary section goal competency sum­ ing in the goal compe­
Goal competency sum­ mary section tency summary section
mary section

Summary section Overall performance Overall potential rating / /

rating in the perform­ in the performance po­
Performance potential ance potential sum­ tential summary sec­
summary section mary section tion

Goal competency sum­ Overall performance Overall potential rating Overall goal rating in the Overall competency rat­
rating in the perform­ in the performance po­ goal competency sum­ ing in the goal compe­
mary section
ance potential sum­ tential summary sec­ mary section tency summary section
Performance potential mary section tion
summary section

Summary section Overall performance Overall potential rating Overall goal rating in the Overall competency rat­
rating in the perform­ in the performance po­ goal competency sum­ ing in the goal compe­
Goal competency sum­ ance potential sum­ tential summary sec­ mary section tency summary section
mary section mary section tion

Performance potential
summary section

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10.1.2 Configuring a Scorecard Block in People Profile

Configure a Scorecard block to display the performance history, competency ratings, behavior ratings, or goal
ratings of employees in People Profile.

Prerequisites

• You've added XML code for a background element to Succession Data Model. For more information, refer to
Performance Management, 360 Reviews, and the Succession Data Model.
• You've created a process in Admin Center Processes and Forms to define which ratings are displayed in
the block.

 Recommendation

For the options of form drilling visibility, we recommend that you select Managers can drill to see all forms in
their team at any point in the process. So, managers can open all forms in the block no matter whether the
forms have been in their form inbox. Otherwise, they can only open the forms that have once been in their
form inbox.

Procedure

1. In Admin Center, go to Configure People Profile.

2. Drag and drop a Scorecard block to your desired section.
3. Choose the block to open the edit panel and complete the following fields.

Field Description

Block Title (Required) The title of the block as it appears on the profile

Block Description The description of the block, displayed as contextual help

text on the profile

Show the description below the block title By default, users access a block description through the 
Help in the block.

If you select this option, the block description is shown be­

low the title for this block.

Show Ratings as (Required for the Performance History block) The display
option of ratings in the block. The following options are avail­
able:
• Rating (Unrounded)
• Normalized Rating (Unrounded)
• Normalized Rating (Rounded)
• Normalized Rating (Rounded) - Labels only

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 Field Description

Number of entries to display (Required for the Competencies block) The number of com­
petencies and their respective ratings to be displayed in the
block

Sort by (Required for the Competencies block) The display option of

competencies. The following options are available:
• Most frequently assessed
• Competency name

4. On the Configure People Profile page, choose General Settings on the top.
5. On the right panel, complete the following fields under Talent Data Settings.

Field Description

Include talent data within this date range Defines a date range. Only ratings within the range are dis­
played.

Include talent data from this process Specifies the forms, succession data, or goal plans from
which ratings are retrieved. If you select All data sources, all
ratings are retrieved. If you select a process, you can check
which rating sources are used in Processes and Forms.

Include in-progress forms Defines whether ratings from in-progress forms are dis­
played.

 Note

Any change in these fields affects the rating source for the Performance History, Competencies, Behaviors,
and Goal Ratings blocks. Goal ratings come from associated forms. If there's no associated form, the goal
rating is displayed as 0.

6. Choose Save.

Results

The respective data of employees within the configured date range and process is displayed in the block of the
profile.

Related Information

Performance Management, 360 Reviews, and the Succession Data Model

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10.1.3 Adding People Profile Block Links to Forms

You can add People Profile block links to forms so that users can view profile information when working on the
form.

Context

You can add the following block links to the form:

• User Information
• Background
• MDF Information
• Badges
• Tags
• Development Goals
• Curricula Status
• Learning History
• Calibration History
• Position
• Successors
• Performance-Potential Historical Matrix
• How vs What Historical Matrix

For more information on the blocks, refer to Blocks in People Profile.

Procedure

1. In Admin Center, go to Configure People Profile and find the Block Id and Block Type of a block on the right
panel.
2. Go to Manage Templates, open a form template, and choose a section.
3. Enter [[BLOCKLINK|blockid|blockType|displayname]] in Description.

 Recommendation

For example, in the Introduction section, put [[BLOCKLINK|block30362|USERINFO_BLOCK|User

Information]] in the Description field to link to the User Information block.

4. Save the template.

Results

After forms are launched, users can choose the link in the forms to view profile information.

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Related Information

Blocks in People Profile

10.2 Performance Reviews for Employees on Multiple

Employments

Performance Management allows employees on global assignments or concurrent employment to do separate

performance reviews.

If you've enabled global assignments or concurrent employment in Employee Central, the following features are
supported in Performance Management.

• You can create separate forms for multiple employments of one person.
• Employees on multiple employments have multiple managers, matrix managers, and more. The relationship
roles of one employment are involved to review the performance of that employment.
• Employees and managers can access, edit, and route the forms of inactive employment, as explained in the
following table.

 Note

As an administrator, you can't proxy as a user for their multiple employments and then access the forms
from the to-do tasks on home page. Therefore, you can't see the forms upon choosing them in to-do.

Role Action Details

Employee who returned from multiple Accessing To-Do on the home page • When the employee logs in to their
employments active employment, they see all
forms in To-Do.
• When they choose a form for their
inactive employment, the form
opens and they can rate, com­
ment, and route the form forward.
• When they choose a form for their
inactive employment, their logon is
automatically switched to that of
the inactive user.

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 Role Action Details

Accessing forms in form folders • When the employee logs in to their

active employment, they don't see
the forms of inactive employment.
• If they switch to their inactive em­
ployment, they will see the forms
of inactive employment.
• From the form Inbox, they can rate,
comment, and route the form for­
ward.

Launching and Routing forms • The employee can launch a form

for which the first step is their for­
mer inactive employment.
• They can route the forms of inac­
tive employment through all the
steps to completion.

Manager of an employee who returned Accessing To-Do on the home page • The manager will see all forms of
from multiple employments the employee's inactive employ­
ment in To-Do.
• When the manager chooses a form
for the employee's inactive em­
ployment, the form opens and they
can rate, comment, and route the
form forward.

Accessing forms in form folders • The manager will see the forms of
the employee's inactive employ­
ment in the form Inbox. From the
Inbox, the manager can rate, com­
ment, and route the form forward.
• The manager will see the forms of
the employee's inactive employ­
ment in Team Overview and Stack
Ranker. If the form is in their form
Inbox, or they have the Out of Turn
Access permission, they can rate,
comment, and route the form for­
ward.

Manager who returned from multiple Accessing To-Do on the home page The manager can access employees'
employments forms from their inactive employment
in To-Do.

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 Role Action Details

Routing forms For active users who used to report to

the manager's inactive employment,
• If forms are to be sent to the man­
ager, they will be routed to the
form Inbox of the manager's inac­
tive employment.
• Forms in an iterative step will be
routed to the form Inbox of the
manager's inactive employment.
• Forms in a collaboration step will
be routed to the form Inbox of the
manager's inactive employment.
The manager will be the exit user.

• For the information about to-do tasks for employees with multiple employments, see To-Do Alerts and
Notifications.

Limitations

• The competency information of inactive employment is not available in the Competency block in People Profile.

Related Information

Global Assignments Overview

Concurrent Employment
To-Do Alerts and Notifications

10.3 Achievements and Feedback from Continuous

Performance Management

Performance Management forms can display achievements and feedback linked to employees' goals in Continuous
Performance Management as supplemental information during the performance review cycle.

If configured, they're shown on the Achievements tab in goal sections, as shown in the following screenshot.

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For the achievements to appear on the form, make sure that the achievements are dated between the start and end
date of the form. For example, an achievement dated August 15 won't appear on a form with a start date of
November 20 and an end date of December 10.

If achievements or feedback is deleted from Continuous Performance Management, the data is removed from
forms as well, even though the forms might be completed. So, we recommend don't delete the data that is reused
on forms.

10.3.1 Enabling Achievements and Feedback on Forms

Configure your form template so that users can view employee's achievements and feedback directly on forms.

Prerequisites

• Your product edition is Enterprise or SPRAC.

• You've granted users with the View permission of Achievement under User Permissions Continuous
Performance Management in Manage Permission Roles.

Procedure

1. In Admin Center, go to Form Template Settings and open a form template.

2. Select the following options.

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 • Enable Achievements tab in Performance Goal Section
• Display Achievement Feedback for Performance Goal Achievements
• Enable Achievements tab in Performance Development Goal Section
• Display Achievement Feedback for Development Goal Achievements
3. Choose Update Form Template.

The Achievements tab is now available to all users with the role-based permission specified in Prerequisites.
This applies to the forms that have been already launched as well.
4. Optional: Define the <tab-permission> element in the form template to control user access to the tab.

Related Information

Form Permissions in XML Template [page 157]

10.4 Configuring Compensation Section on Forms

Configure the Compensation section in a form template so that Performance Management forms can display
compensation-related information and a link to the Compensation form.

Prerequisites

• You've enabled SAP SuccessFactors Compensation and configured a Compensation form template.
• You have access to Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product
Support.

Procedure

1. In Provisioning, go to Form Template Administration and copy the ID of the Compensation form template.
2. On the All Form Templates page, open the Performance Management form template that you want to configure.
3. Under Add New Section, select Compensation, add a name for the section, and choose Add.
4. Under Edit Sections, add the following elements in the newly added Compensation section.

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 Element Description

<compensation-template-id> Compensation form template ID

<compensation-field> Field on Compensation forms that will be displayed on Per­

formance Management forms

 Sample Code

<compensation-template-id><![CDATA[708]]></compensation-template-id>
<compensation-field id="pmRating" show-if-value-empty="true"></compensation-
field>

5. Choose Save Form.

Results

After you launch a Performance Management form, the form will have a Compensation section. Also, a
Compensation form will be created.

10.5 Data Integration with Human Resource Information

System

Data integration between Performance Management and your Human Resource Information System (HRIS) or
payroll system allows updating your employee data from a single source. With this simple data transfer process,
the updates you enter into your HRIS will be passed to Performance Management without duplicated efforts.

Introduction

This integration requires the export of the defined data fields into a flat file, which is uploaded through Admin
Center. The update process can be automated using a Secure File Transport Protocol (SFTP) process and executed
according to your schedule to maintain synchronized data.

Business Rules for Data Transfer

To import data from an HRIS (or other data source) into Performance Management, certain business rules MUST
be followed.

• The file must be in Comma-Separated Values (.csv) format. The file can be a plain text file (.txt) too but the
values must be separated by commas. For values with commas, we suggest enclosing them in quotes so they
load properly.

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• Take care when using data fields with leading zeroes. Spreadsheet applications such as Microsoft Excel strip
leading zeroes from data fields, which could corrupt the data. If there are leading zeroes in the data file, verify
the leading zeroes are present in the file before uploading.
• The file must contain two rows of predefined column IDs and labels. A template for these column IDs and labels
can be exported from the system using the Export Template option.
• All fields are case-sensitive and reflect what is loaded in the data load.
• JOBCODE is case-sensitive and must match exactly the job codes designated for roles. To see a list of families
and roles, go to Admin Center Manage Job Profile Content .
• JOBCODE is used to determine competency mapping, which allows competencies to be populated on forms
and worksheets based on the value in the JOBCODE field. If the company is using job profiles, the value entered
in this column determines what set of competencies will be displayed on the form for that employee. This value
may be the actual job code from the HRIS or a derived code: Many customers choose to combine job codes
into broad employee groups to simplify administration of competency sets that are common across many roles
in the same group. This decision should be made by the implementation team based on the process.

Example

JOB CODE EMPLOYEE GROUP

EXEC Officers and Executives

SMGR Seniors managers or employees who manage multiple func­

tions

MGR Single function managers

SUP First Line Supervisors

PROF Professionals or managerial level knowledge workers who

don't supervise others

IC Individual Contributors

• STATUS must be the first field and USERID must be the second field and the upper-case header must be
repeated for the second row. The remaining fields need not be in the order presented here. If a field won't be
populated, don't include it in the import file. If that field in the file is blank, it wipes out what is already in the
database.
• USERID is the system unique value for each user and must be unique. This value is visible in a variety of places
to all end users. Accordingly, USERID shouldn't contain data that is considered confidential, such as a social
security number. This value must be passed with each employee data record during each upload.

 Note

Exert extra care when assigning a value to USERID, because the decision has a permanent effect: after the
value is saved, it cannot be changed.

• USERNAME is a unique name for each user and is used as the logon ID value. This value is visible in a variety of
places to all end users. Accordingly, USERNAME shouldn't contain data that is considered confidential, such as
social security number. Unlike USERID, this value can be updated if needed. Most customers choose to use the
same USERNAME that they use for their local network or email application.
• The definition of which fields are required is the minimum requirement and must be populated. The additional
recommended fields are used in the system for reporting and are important for grouping data. Additional fields

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 can be marked as required during initial implementation based on business need. The order of fields displayed
on the Personal Information screen can be modified if necessary.
• During the initial setup, you can use an option to control whether employees should be allowed to edit or not to
edit the data loaded into the employee record (on the Personal Information screen).

 Note

We strongly recommend these edit rights be turned off to maintain sync of data with the HRIS. Take care to
understand impact of ability of the user to update certain variables directly. Values updated from the user
interface will be overwritten by the next data load from the HRIS.

• The individual fields in the employee record can also be hidden during the initial setup so that they won't
display in the Personal Information screen. This allows for the storage of data associated with each individual,
passed from the HRIS to be used by one or more processes, but this data isn't displayed on the Personal
Information screen (accessed by the employee).
• If the DEPARTMENT, DIVISION, or LOCATION field isn't used, don't include them in the import file. Otherwise,
the system will automatically assign "N/A" values to these fields. Report security is tied to these values and
entering a common value, such as NA, will allow for the broadest reporting access to the data. Leaving it blank
will limit reporting access.
• Data placed in the DEPARTMENT, DIVISION, and LOCATION fields may be a code or a text name. The value
entered will appear in dropdown menus.
• Data labels are limited to 100 characters.
• Most string values are limited to 255 characters. Exceptions are USERID (100), USERNAME (100), FIRSTNAME
(128), LASTNAME (128), MI (128), GENDER (2), EMAIL (100), DEPARTMENT (128), DIVISION (128), LOCATION
(128), MANAGER (100), HR (100), JOBCODE (128), and TIMEZONE (32).
• Date format must be mm/dd/yyyy.
• HIREDATE is used in Performance Management to display the defined date and can be the date used to initiate
an automatic form creation for this user. The value in the HIREDATE field doesn't have to be the actual hire date
and may be a derived date from the HRIS system (examples: hire date + 90 days, last review date - 60 days).
The system can be set to automatically generate a new form for this employee based on the month/day
combination of this field value (example: if Jim's hire date is 01/04/2016, the system can be set to
automatically create a new form for Jim each January 4).
• Custom fields can be defined to import additional information, such as the FLSA code. However, this data
doesn't show up anywhere in the system, other than the People Profile or custom fields in a form. They can also
be used in the Organization Chart.
• Performance Management uses the MANAGER field to create the organizational hierarchy within the system.
Each employee must have a valid manager. When data is loaded, Performance Management validates that each
employee has a valid manager listed in their data record. This validation check is executed against the
employees held in the existing database. Therefore, the MANAGER field in each employee record must hold a
valid USERID of someone in the existing database. If a user who doesn't have a valid manager attempts to
login, the attempt will fail and the user will receive an error message.
• The individual at the top of the organizational hierarchy, such as the CEO, must have NO_MANAGER (in all
caps) listed in the MANAGER data field, so that the system knows how to treat this individual in the routing
chain. This value must be exactly NO_MANAGER. Other values, such NO_MGR, will fail.
• Since the data load validation process validates the MANAGER and HR data against the existing database, we
strongly recommend the new employees be added to the beginning of the data load file. This allows the new
employee to be loaded first in case the new employee is a manager or HR rep referenced later in the data file
and improves processing speed, especially for large files.

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• COUNTRY can be used to determine which of several possible Privacy Consent Statements will be presented to
a new user. If the Privacy Consent feature is enabled, when users log into the system the next time, they'll go
directly to the data consent page, the content of which can differ depending on their COUNTRY. Users can then
choose to accept or decline the terms presented.
• MATRIX_MANAGER, CUSTOM_MANAGER, and SECOND_MANAGER fields are not required in the data file
unless those relationships are required for permissions or form routing. MATRIX_MANAGER and
CUSTOM_MANAGER can include multiple managers. The syntax is to separate the manager IDs with pipe (|)
characters.

 Example

"gsmith624|sholmes423|smaddox666"

• DEFAULT_LOCALE is not required in data file. If present, the values in the field determine the languages the
system use for individual users (one language per user). If the field is left blank for a user, the user's existing
value won't be changed. Example: Bo had previously selected "it_IT" (Italian) and the data file now includes the
DEFAULT_LOCALE field with a blank value for Bo; his value for default locale remains "it_IT", which is his
previous selection rather than the company-wide default language.
• PROXY is not required in data file. If present, the value in the field defines which person can act as proxy on
behalf of the user. If left blank, no proxy holder will be assigned and existing proxy holders will be removed. The
field can include multiple proxy holders. The syntax would be to separate the proxy holder IDs with pipe (|)
characters.

 Example

"admin|sholmes423|smaddox666"

• TIMEZONE is required in the system for internal time/date stamps in the time of the user. If a TIMEZONE value
isn't loaded, the field is automatically populated with a default of Eastern Standard Time. Records may be set
to one value (example: time zone of corporation) rather than different zones for each employee.

10.6 Qualtrics Feedback for Performance Reviews

By integrating your SAP SuccessFactors system with Qualtrics, you can request feedback from employees and
managers during the different steps that happen at the end of a performance review.

You can integrate survey opportunities in single role, iterative, and collaboration steps. For example, with a
performance review template that contains three steps (employee assessment, manager assessment, and
employee signature), you can have a survey after both the employee and manager assessment steps. You can
create survey opportunities at one or multiple steps.

Qualtrics surveys allow you to gain feedback from your employees such as:

• How would you rate the performance review process?

• Are you satisfied with the review results you got?
• Would you like to add review steps to the performance review process?

To add Qualtrics feedback opportunities, enable and integrate Qualtrics with your SAP SuccessFactors system.
Refer to Integrating SAP SuccessFactors with Qualtrics for details.

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Related Information

Integrating SAP SuccessFactors with Qualtrics

10.7 Performance Review Tasks on the Latest Home Page

Managers and employees can view the Review Employee Performance task and Review Your Performance task in
the For You Today section on the latest home page.

They can go directly to the performance review forms from the home page to complete the tasks. If managers have
more than one task, cards are grouped into Direct Reports, Matrix Reports, and Other on the stack view.

To enable users to view the performance review tasks on the latest home page, make sure you've enabled to-do
tasks.

 Note

If the form template name is changed after forms are launched, the name won't be changed on to-do tasks. It
remains as the name upon the launch of the forms.

Related Information

Enabling To-Do Tasks on the Latest Home Page

10.8 Reporting for Performance Reviews

You can use reporting tools in SAP SuccessFactors People Analytics, such as table reports and story reports, to
report Performance Management data.

For information on table reports, refer to the Table Reports guide. For information on story reports, refer to the
Stories in People Analytics guide.

Notes About Table Reports

• If customers have removed a configured language for a competency and add it back, the following columns of
the competency are empty in table reports:
• Competency Category Name
• Competency Source

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 • Core Competency
• Competency Name (Locale Specific)
• Behavior Name (Locale Specific)
• Table reports don't report the localized fields defined in message keys in the template XML, for example,
section names and adjusted ratings. Therefore, the fields are reported only in the language in which forms are
saved rather than in logged-in users' languages.

Related Information

Table Reports
Stories in People Analytics

10.8.1 Types of Rating Description Columns in Table Reports

You can report three different types of rating description in table reports.

• Rating description columns (default locale): Show the rating descriptions that were configured using the
Rating Scales tool, in the rating scale default locale.
Also, all the matrix grid scale columns show the latest description for in-progress forms, which were configured
using Admin Center Matrix Grid Scale , in the company default locale.
• Rating description columns (locale specific): There are 20 columns for localized descriptions. These column
names are appended with the text (Locale Specific) and appear next to the column with default locale.

 Note

Out of these 20 columns, 13 columns are scale-based columns, which were configured using Rating Scales.
Seven are template-based, also known as Adjusted columns, which were configured in the template using
Rating Scale Adjusted Calculation.

• Unadjusted rating description columns (locale specific): There are four columns for localized scale-based
descriptions. These columns are prefixed with the text Unadjusted and are shown just after the (Locale
Specific) column.

Rating Description Columns

The following table lists the three different types of rating description columns:

Rating Description Columns (Default Rating Description Columns (Locale Unadjusted Rating Description Columns
Locale) Specific) (Locale Specific)

Overall Competency Rating Description Overall Competency Rating Description

(Locale Specific)

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Rating Description Columns (Default Rating Description Columns (Locale Unadjusted Rating Description Columns
Locale) Specific) (Locale Specific)

Calculated Overall Competency Rating Calculated Overall Competency Rating

Description Description (Locale Specific)

Adjusted Overall Competency Rating Adjusted Overall Competency Rating

Description Description (Locale Specific)

Competency Other Rating Description Competency Other Rating Description

(Locale Specific)

Competency Self Rating Description Competency Self Rating Description

(Locale Specific)

Competency Official Rating Description Competency Official Rating Description Unadjusted Competency Official Rating
(Locale Specific) Description (Locale Specific)

Behavior Other Rating Description Behavior Other Rating Description

(Locale Specific)

Behavior Self Rating Description Behavior Self Rating Description (Locale

Specific)

Behavior Official Rating Description Behavior Official Rating Description

(Locale Specific)

Overall Goal Rating Description Overall Goal Rating Description (Locale

Specific)

Calculated Overall Goal Rating Calculated Overall Goal Rating

Description Description (Locale Specific)

Adjusted Overall Goal Rating Description Adjusted Overall Goal Rating Description
(Locale Specific)

Goal Self Rating Description Goal Self Rating Description (Locale

Specific)

Goal Official Rating Description Goal Official Rating Description (Locale Unadjusted Goal Official Rating
Specific) Description (Locale Specific)

Goal Other Rating Description Goal Other Rating Description (Locale

Specific)

Overall Performance Rating Description Overall Performance Rating Description Unadjusted Overall Performance Rating
(Locale Specific) Description (Locale Specific)

Calculated Overall Performance Rating Calculated Overall Performance Rating

Description Description (Locale Specific)

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Rating Description Columns (Default Rating Description Columns (Locale Unadjusted Rating Description Columns
Locale) Specific) (Locale Specific)

Unadjusted Calculated Overall Unadjusted Calculated Overall

Performance Rating Description Performance Rating Description (Locale
Specific)

Overall Potential Rating Description Overall Potential Rating Description

(Locale Specific)

Section Rating Label Section Rating Label (Locale Specific) Unadjusted Section Rating Label (Locale
Specific)

10.8.1.1 Limitations of Rating Description Columns

Learn about known limitations of the rating description columns in table reports.

• If the rating descriptions are not available in the logged in user's locale, they are shown in the default locale in
scale-based columns.

 Note

If the default company locale changes, the matrix grid scale localized columns might be affected.

• If you configure filters for the localized columns and use unadjusted rating descriptions, the columns might
show duplicate and unsorted descriptions.

 Recommendation

We recommend that you use localized columns for report generation. When applying a filter to a rating
description, you should use the default rating description column.

• The Sort columns and Group by (in report generation) actions might not show the correct sorting order when
locale-specific columns and unadjusted rating descriptions are used.

 Recommendation

We recommend that you use the default rating description columns for the Sort columns and Group by
actions on rating description columns.

• If the rating description of the rating scale or matrix grid rating scale is changed, after the form is completed or
launched, the latest description will be used for localization. However, this might lead to data discrepancy
between the rating description on the form and the localized descriptions in table reports.
• For rating descriptions, configuration is always picked from the latest form template. If there's any change in
the adjusted rating configuration or scale name, or if any section is added or deleted after the form is launched,
there might be discrepancy in the localized descriptions.
• If you want to view localized values for the existing rating descriptions in table reports, you need to reconfigure
the localized columns.

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• Localization is provided based on the scale ID. If the scale ID is not saved in the report table, localized values are
not shown. In this case, only the adjusted columns show localized descriptions because these columns were
configured in the form template.
• If adjusted columns time out when users configure filters and dashboards or generating online reports, we
suggest using these columns only for generating offline reports.
• For unadjusted columns, if the rating description is same in both the scale-based and template-based
configurations, localizations from the scale ID are used for those descriptions.
• When the logged-in user's locale is not the company's default locale, the standard tiles from SuccessStore do
not support localized columns. To display the data of localized columns, choose Build Tile from Admin Center
Manage Dashboards Manage Standard Dashboards and YouCalc Files .

10.8.2 Route Entry Table in Story Reports

The route entry table contains details on the route steps of forms in story reports.

The following table explains some route entry columns and values.

Column Value Description

Step Start Date Behavior infoOnly If you didn't enforce start date to be ef­
fective, the value shows infoOnly.

enforced If you enforced start date to be effective,

the value shows enforced.

Step Due Date Action doNothing If you didn't select the setting to auto­
matically send forms on due date, the
value shows doNothing.

sendValid If you selected the setting to automati­

cally send the forms that pass validation
on due date, the value shows sendValid.

forceSend If you selected the setting to automati­

cally send forms on due date regardless
of validation, the value shows forceSend.

Step Is Predefined true If the step was created in a route map,

the value shows true.

false If the step was created by user action, for

example, users added a signer or asked
for feedback, the value shows false.

Step Base User user ID If the step role is User (U), UM, UH, UMM,
or UHM, the value shows the user ID of
the User.

 Note

All values in the route entry table don't support localization.

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Related Information

Creating a Route Map [page 25]

10.8.3 Migrating Completed Form Data to Table Reports

Migrate completed form data to table reports so that the Matrix Grid Scale rating label is consistent in the form and
table reports.

Prerequisites

You have access to Provisioning.

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Context

When the form data is synced to reporting, by default, both in-progress and completed forms are included. You can
choose to sync only the completed forms so that even if the Matrix Grid Scale rating label is updated after the form
is completed, there's no discrepancy between the form and table reports.

Procedure

1. In Provisioning, go to Company Settings Ad Hoc Report Builder Performance Management Sync and
choose Sync.
2. In the Create New Job dialog box, under Job Parameters, select Migrate Completed Forms: If enabled, in-
progress forms will not be migrated; only completed forms will be migrated.
3. Choose Create & Run Job.

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11 Mobile Performance Reviews

Selected features of Performance Management are available for users in the SAP SuccessFactors Mobile
application.

 Recommendation

We recommend that before you adopt this feature, learn about current feature support, and test it in your
Preview environment.

You can perform the following tasks on your mobile device:

• View and provide ratings and comments for performance goals, development goals, and competencies in the
form.
• View summary section's calculated or adjusted calculated form rating and provide manual overall rating.
• View signature section, signers, and date of signature.
• Route, sign, and complete forms.

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Related Information

Mobile Performance Management Feature Support [page 288]

11.1 Enabling Mobile Performance Management

Enable the mobile performance review feature so that users can review performance on their mobile devices.

Prerequisites

The following settings are enabled in Provisioning:

• Performance Management
• Mobile PM Reviews

 Remember

As a customer, you don't have access to Provisioning. To complete tasks in Provisioning, contact your
implementation partner or Account Executive. For any non-implementation tasks, contact Product Support.

Procedure

1. In Admin Center, go to Enable Mobile Features.

The Mobile Settings page opens.

2. Choose Modules, and under Talent, select Performance Review.

Results

The mobile performance review feature is enabled on your mobile devices.

11.2 Mobile Performance Management Feature Support

Learn about all the Performance Management features that are supported on mobile devices.

Performance review features are supported, partially supported, or not supported in the mobile applications.

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• Supported: This feature is well supported for mobile performance reviews.
• Partially supported: This feature is available for mobile performance reviews, but there's a gap between mobile
and web applications.
• Not supported: This feature is not available for mobile performance reviews.

Supported Operating Systems

SAP SuccessFactors Mobile APP Mobile Status

iOS (iPhone and iPad) Supported

Android Supported

Form Sections

Form Section Mobile Status Notes

Custom Supported

Performance Goal Partially supported See Performance Goal Section in this

topic for details.

Competency Partially supported See Competency Section in this topic for

details.

Development Goal Partially supported See Development Goal Section in this

topic for details.

Summary Partially supported See Summary Section in this topic for

details.

Signature Partially supported See Signature Section in this topic for de­
tails.

Goal Competency Summary Partially supported See Goal Competency Summary Section
in this topic for details.

Performance Potential Summary Not supported

Introduction Not supported

Review Dates Not supported

Employee Information Not supported

Job Description Not supported

Compensation Not supported

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Route Map Steps

Route Map Step Mobile Status

Single Role Step Supported

Iterative Step Supported

Collaboration Step Supported

Signature Step Supported

Completion Supported

Routing Actions

Route Map Action Mobile Status

Send to Next Step Supported

Complete Form Supported

Sign Form Supported

Routing Comments Supported

(For signature steps) Reject Form Supported

Enforce Start Date Not supported

Send to Previous Step Not supported

Get Feedback Not supported

Add Modifier Not supported

Add Signer Not supported

User Roles

Role Mobile Status

All roles Supported

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Rating Options

Rating Option Mobile Status

All rating options (0, 1, 2, & 3) Supported

Rating Scale Options

Rating Scale Mobile Status

All rating scale score types Supported

Circle icon scale Supported

Dropdown with numeric rating values Supported

Dropdown without numeric rating values Supported

Star icon scale Not supported

Required Field Configuration Options

Required Field Configuration Option Mobile Status Notes

Required field configurations Partially supported Required field validation on submission is

supported but it's not possible to show
the user if the following fields are re­
quired:

• Signature Section Comment

• Summary Section Overall Manual
Rating

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Character Limit Options

Character Limit Option Mobile Status Notes

Min/max character limit options Partially supported Character limit validation on submission
is supported. It's not possible to indicate
whether users are within or beyond the
character limit in real time.

Performance Goal Section

Performance Goal Section Mobile Status Notes

View goals Supported

Add goals Supported

Edit goals Supported

Delete goals Supported

Item Rating Supported

Item Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Introduction Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Item Weight Supported

Section Weight Supported

Custom Field Not supported

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Competency Section

Competency Section Mobile Status Notes

View competencies Supported

Add competencies Supported

Delete competencies Supported

Item Rating Supported

Item Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Introduction Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Item Weight Supported

Section Weight Supported

Custom Field Not supported

Development Goal Section

Development Goal Section Mobile Status Notes

View goals Supported

Add goals Supported

Edit goals Supported

Delete goals Supported

Item Rating Supported

Item Weight Supported

Section Weight Supported

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Development Goal Section Mobile Status Notes

Item Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Introduction Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Custom Field Not supported

Summary Section

Summary Section Mobile Status Notes

Calculated Rating Supported

Adjusted Calculated Rating Supported

Overall Manual Rating Partially supported Required field validation on submission is

supported but it's not possible to show
the user if the field is required.

Section Introduction Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Table Not supported

Signature Section

Signature Section Mobile Status Notes

Signer Name Supported

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Signature Section Mobile Status Notes

Signature Status Supported

Signature Date Supported

Section Comment Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Required field validation on submission is

supported but it's not possible to show
the user if the field is required.

Goal Competency Summary Section

Goal Competency Summary Section Mobile Status

View the OCOC rating Supported

View the calculated overall goal rating Supported

View the calculated overall competency rating Supported

Edit the overall goal rating Supported

Edit the overall competency rating Supported

View the section comment Supported

Edit the section comment Supported

Custom Section

Custom Section Mobile Status Notes

Section Introduction Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Section Comment Supported

Custom Element: Label Supported

Custom Element: Text Supported

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Custom Section Mobile Status Notes

Custom Element: Text Area Partially supported Plain (unformatted) text only. See the
Rich Text Editor section in this topic for
expected behaviors.

Custom Element: Date Supported

Custom Element: List Supported

Custom Element: Integer Supported

Custom Element: Double Supported

Custom Element: Checkbox Supported

Other Features

Feature Mobile Status Notes

Continuous Performance Management: Supported

View achievements linked to goals

Continuous Performance Management: Supported

View feedback on achievements linked to
goals

Attachments (Supporting Pod) Not supported

Notes (Supporting Pod) Not supported

Ask for Feedback: View responses Not supported

Team Overview Not supported

Ask for Feedback: Send requests Not supported

Stack Ranker Not supported

Cache data availability Not supported Cache data availability means that users
can view cache data while offline.

EZ Rater Not supported

Tab permissions Not supported

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Rich Text Editor (Not Supported)

Rich Text Editor (RTE) or text formatted with an RTE is not supported in mobile performance reviews.

If you're using RTE for comment fields, be aware of the following impacts:

• If text is formatted using RTE on the web, the text is displayed without any formatting when viewed in the
mobile application.
• If text is formatted using RTE on the web, and then edited in the mobile application, the formatting is lost in
both the web and mobile applications and HTML tags are visible.

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12 Usage of HTML or Custom Code Within
SAP SuccessFactors Application

Adding custom code, java script, CSS & HTML within the SAP SuccessFactors application is not supported by our
system.

Consider the following before you add any custom code, java script, CSS & HTML in the SAP SuccessFactors
application:

• We do not test the impacts of any custom code. It's unrealistic to account for the unlimited possibilities that
using HTML or any other code might present to the end user's browser.
• The code could be exported anywhere within a non-HTML-rendering environment. However, HTML would never
work in table reports, Detailed Document Search, or a Competency Library export, because there's no HTML
parsing involved.
• You should know that HTML is not supported anywhere in the product, but you can test any customization to
determine if the customization function sufficiently for your purposes.
• Some areas of the product actively sanitize or strip out certain code, including java script, which may
effectively cause it to break, give errors, or not function at all. This is for security reasons to prevent malicious
code, or code that can negatively impact performance, from accidentally or purposely being inserted into the
SAP SuccessFactors application.
• Special formatting from programs such as Microsoft Word actually use custom HTML coding when cut and
pasted into our application, so pasting content into your forms, competencies, goal plans, can cause
unexpected operation and issues.

 Caution

You can add custom code and HTML into the system at your own risk. However, you're fully responsible for
testing and validating that no unexpected results are impacted by code. Also, SAP SuccessFactors makes no
representation to support this code, or commitments to change our product in any way to support the
expected functionality you require.

However, you may find that custom code and HTML function for a time and due to our regular product releases
or updates, they may break or stop working as expected without warning. SAP SuccessFactors may release
new updates to the product that negatively impact your custom code, as again we are not responsible for
performing any tests on your code. We also make no commitments to update the product to support the
previously working HTML as we don't consider these impacts as a product bug.

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12.1 Supported HTML for Performance Management Forms

You can use the following supported HTML formatting to edit Performance Management forms: p, a, strong,
em, u, ol, ul, li, font, img, blockquote.

Examples of proper HTML formatting:

<p>This is an example of <strong>bold text</strong></p>

<p>This is an example of <i>italicized text</i></p>
<p>This is an example of <u>underlined text</u></p>
<p><ol><li>This is an example of a numbered list</li></ol></p>
<p><ul><li>This is an example of a bulleted list</li></ul></p>
<blockquote cite="http://www.<app-server-domain>.com">
<p>This is an example of indented text</p>
</blockquote>
<p>This is an example of a <a href="http://www.<app-server-
domain>.com">hyperlink</a></p>
<p>This is an example of a <a href="http://www.<app-server-domain>.com"
target="_blank">hyperlink</a> that opens in a new window</p>
<p>This is an example of <font color="#0000ff">colored text</font></p>
<p>This is an example of <font size="4">larger text</font></p>
<p>This is an example of an embedded image<img alt=""
src="http://www.<app-server-domain>.com/etc/designs/images/logo.png"
style="width: 216px; height: 42px;" /></p>

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13 Data Protection and Privacy

13.1 Centralized Data Protection and Privacy

Data protection and privacy features work best when implemented suite-wide, and not product-by-product. For this
reason, they’re documented centrally.

The Implementing and Managing Data Protection and Privacy guide provides instructions for setting up and using
data protection and privacy features throughout the SAP SuccessFactors HXM Suite . Please refer to the central
guide for details.

 Note

SAP SuccessFactors values data protection as essential and is fully committed to help customers complying
with applicable regulations – including the requirements imposed by the General Data Protection Regulation
(GDPR).

By delivering features and functionalities that are designed to strengthen data protection and security
customers get valuable support in their compliance efforts. However it remains customer’s responsibility to
evaluate legal requirements and implement, configure and use the features provided by SAP SuccessFactors in
compliance with all applicable regulations.

Related Information

Implementing and Managing Data Protection and Privacy

13.2 Data Retention Management

Identify which data purge function in the Data Retention Management tool meets your data protection and privacy
requirements.

The Data Retention Management tool supports two different data purge functions: the newer data retention time
management (DRTM) function and legacy non-DRTM function.

 Remember

We encourage all customers to stop using the legacy purge function and start using data retention time
management (DRTM) instead. To get started using this and other data protection and privacy features, refer to
the Data Protection and Privacy guide.

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If you already use the legacy data purge function as part of your current business process and you are sure that it
meets your company's data protection and privacy requirements, you can continue to use it, as long as you aware
of its limitations.

 Note

If you are using the legacy data purge function, you can only purge a calibration session when there is at least
one facilitator assigned to the session.

 Restriction

Be aware that the legacy data purge function may not meet your data protection and privacy requirements. It
doesn't cover the entire HXM Suite and it doesn't permit you to configure retention times for different countries
or legal entities.

In the longer term, we recommend that you also consider adopting the newer solution. In the meantime, to use
legacy data purge, please refer to the guide here.

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14 Check Tool in Performance Management

14.1 Using the Check Tool

Use the check tool to find potential problems and errors in your configuration before you contact Product Support
about an issue.

Prerequisites

• You've enabled the Metadata Framework.

• You have the following Administrator Permissions Check Tool permissions:
• Access Check Tool authorizes users to access the tool.
• Allow Configuration Export authorizes users to attach configuration information to a ticket.
• Allow Check Tool Quick Fix authorizes users to run quick fixes for the checks that have this feature. A quick
fix can be used to immediately correct any issues found by that check.
For more information about role-based permissions, refer to List of Role-Based Permissions.

 Tip

Refer to Guided Answers for the Check Tool for a guided navigation through the available check tool checks
and more information on each check.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens.

2. In Application, select the application you want to check.

 Tip

All Applications runs checks in all your applications.

For example, to run checks for Time Off, select Time Off.

You see the checks for the application you selected. The description for each check describes the situation you
hope to find in running the check. For example, in running the check Accrual lookup by seniority is consistent,
you hope to find that the lookup is indeed consistent.
3. Optional: To understand what a check does, select the Check ID. The system then displays some information
on the check.

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4. Select the checks you want to run.

 Note

If the check you selected requires one ore more prechecks (checks that need to be run successfully first),
the prechecks are run first even if you haven't selected them.

5. Choose Run Checks to check your applications for the checks you selected.

Next Steps

Evaluate the results and resolve the issues. If you encounter an error you can’t resolve, contact Product Support by
creating a ticket.

Benefits of the Check Tool [page 303]

The SAP SuccessFactors check tool helps you identify and resolve issues when your system doesn’t work
as you expect.

Check Results [page 304]

After you run checks in the check tool, it returns the results of the check so that you can resolve issues that
it found.

Creating Product Support Tickets from the Check Tool [page 304]
When the check tool reports a serious issue, you might need to contact Product Support. You can create a
support ticket from within the check tool.

Using the Quick Fix Feature [page 305]

The Check Tool includes a Quick Fix feature that you can use to immediately correct issues found during a
check run.

Exporting a List of All Checks [page 306]

Get an overview of all checks available in the system by exporting a CSV file.

14.1.1 Benefits of the Check Tool

The SAP SuccessFactors check tool helps you identify and resolve issues when your system doesn’t work as you
expect.

If your SAP SuccessFactors applications are behaving in unexpected ways, it is likely that it has a configuration or
data conflict: you have some data that is inconsistent or a configuration error. The check tool quickly identifies
these types of problems so that you can avoid support tickets. You might still need to create a support ticket if the
problem is severe, but even in severe cases, the check tool can save you time because it can export the results of
the check and your configuration for Product Support. The support engineer, therefore, can identify the issue more
quickly.

When you run the check tool, you see:

• A list of issues in your configuration or data and the severity of each issue.
• A solution or recommendation to address the issue.

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14.1.2 Check Results

After you run checks in the check tool, it returns the results of the check so that you can resolve issues that it
found.

To see the results of the checks, look in the Result column. If you run the checks multiple times to see how you are
resolving issues, look in the Previous Result column to compare the current results to previous results.

Possible Results of Check Tool

Result Action

No issues found If the tool cannot find issues, you see a green check mark in the Result column.

Issues found If the tool finds issues, it reports the number of issues and a yellow warning icon or a red alarm
icon.

• The yellow icon indicates a low severity issue. The system proposes a solution.
• The red icon indicates a high severity issue. You must take action, which could include creat­
ing a support ticket.

 Note

• The maximum text size of a cell is limited, which can result in the text being truncated in the Result or
Details column. Select the Export Results button to download the check results and view the complete text.
• The downloaded check result table can display a maximum number of 10,000 rows.

Related Information

Creating Product Support Tickets from the Check Tool [page 304]

14.1.3 Creating Product Support Tickets from the Check Tool

When the check tool reports a serious issue, you might need to contact Product Support. You can create a support
ticket from within the check tool.

Prerequisites

Run the check tool. You can find the check tool by going to Admin Center Check Tool . You create the ticket
from the results page of the tool.

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Procedure

1. On the results page, look in the Result column for the errors you want to report on.

You usually contact Product Support for high severity issues not low severity issues.
2. Click the error in the result to open the Detailed Result.

 Note

If you cannot click the error, expand the list of checks from the Description column, and then click the error
from the Result column.

3. In Detailed Result Need Assistance? , copy the component ID.

For example, LOD-SF-EC is the component ID for Employee Central.

4. Create a customer incident in the relevant category.
5. When you create the ticket, paste the component ID into the ticket.

14.1.4 Using the Quick Fix Feature

The Check Tool includes a Quick Fix feature that you can use to immediately correct issues found during a check
run.

Procedure

1. Run checks as described in Using the Check Tool for one or more components. The tool generates check
results, some of which might be warnings or errors.
2. Select the result of one of the checks where issues were identified. If the check includes a quick fix, you see the
four-step process at the top of the resulting window. You are in step 1, called Found Issues.
3. Choose Step 2 to proceed to Select Correction.
4. The resulting window shows one or more corrections for the issue. Select the one you want and choose Step 3
to proceed to Final Approval.
5. In the Final Approval step, you can opt to change your mind and not carry out the fix. If you want to proceed,
choose Step 4.
6. The system confirms that the fix is now running. Choose Close to complete the procedure. The system verifies
that the fix has run correctly after a short time by running the check again.

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14.1.5 Exporting a List of All Checks

Get an overview of all checks available in the system by exporting a CSV file.

Procedure

1. Go to Admin Center Check Tool .

The Check Tool page opens.

2. In the top-right corner, choose the About the Check Tool button.

The About the Check Tool popup opens.

3. Choose Export all checks at the bottom of the popup.

A CSV file with all checks available in the system is downloaded, including check descriptions and application
area.

 Note

The list includes also checks that you can’t access from the user interface if you don’t have the
corresponding applications set up, or if you lack the required permissions.

14.2 Important Notes About Get Form Template Rating

Permissions Check

The Get form template rating permissions check allows you to identify which rating option and field permissions are
configured in a section within a form template. You then understand how the configured field permissions work
differently from the expected behaviors of a specific rating option.

There are four rating options supported in Performance Management, which affect whether a role can view or edit a
certain rating field in the form. Based on the rating option and field permissions you've configured for a template
section, the following table shows the possible check results about check item, check message, and validation
point. The Check Item column shows the fields for a rating option. The Check Message column gives you an
explanation as well as suggested field permissions for a rating option, while the Validation Point column contains
the permissions that you've configured.

 Remember

This check returns the field permissions that have been explicitly defined in field, role, and type within a
template.

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Rating Option Check Item Check Message Validation Point Additional Note

0 item-rating All the users with per­ These are the permis­
mission shares one rat­ sions the following roles
ing box for each item. have for item-rating:
This is known as the rat­ XXX
ing of record, also refer­
red as the item-
rating. Only the rating
of record field (item-
rating) is displayed
and is editable by any
user with write permis­
sions for the field. The
first user can set a rat­
ing of record until the
next user changes it.
The last user in the
route map with write
access has final say
over the rating of re­
cord.

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Rating Option Check Item Check Message Validation Point Additional Note

1 item-rating and Everyone is able to edit A write permission set • Currently, the vali­
item-cmt-rating the rating of record field in item-cmt-rating dation point will
(item-rating) until and item-rating. The show up, only when
the fields are permis­ ideal configuration for a role has been
sioned. For users updat­ the employee role is to granted a write
ing the rating of record grant read or none per­ permission in both
field, the last user in the mission to the rating of item-cmt-
route map with permis­ record field (item- rating and item-
sion to this field will pro­ rating) which will pre­ rating. You can
vide the final rating of vent the employee from also find the ideal
record for the item. In providing the rating of configuration in the
addition to the rating of record (item-rating) Validation Point.
record field, the em­ as well. • The availability of
ployee is also able to comment rating
edit the unofficial user field is not only de­
rating field (item-cmt- cided by rating op­
rating). tion and its field
permissions, but
also by comment
settings. For exam­
ple, if the user has
a permission to
give comment rat­
ing, but the com­
ment field is not
configured, then he
or she still cannot
access the com­
ment rating field.

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Rating Option Check Item Check Message Validation Point Additional Note

2 item-rating and Everyone is able to edit A write permission set • Currently, the vali­
item-cmt-rating both the rating of re­ in item-cmt-rating dation point will
cord field (item- and item-rating for show up, only when
rating) and the unoffi- the following roles: XXX a role has been
cial user rating field granted a write
(item-cmt-rating) permission in
until the fields are per­ item-cmt-

missioned. With Rating rating and item-

Option 2, configuration rating.
of the roles that deter­ • The availability of
mine the rating of re­ comment rating
cord is accomplished by field is not only de­
putting permissions on cided by rating op­
the rating of record tion and its field
field. permissions, but
also by comment
settings. For exam­
ple, if the user has
a permission to
give comment rat­
ing, but the com­
ment field is not
configured, then he
or she still cannot
access the com­
ment rating field.

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Rating Option Check Item Check Message Validation Point Additional Note

3 item-rating and One rating field appears N/A

subject-item- for the subject of the
rating form that only the sub­
ject can access. This is
referred to as the
subject-item-
rating. Another rating
appears for the man­
ager, and this rating
field can only be ac­
cessed by the manager.
This is also known as
the rating of record or
item-rating, which is
only displayed and can
be written into by the
EM role. The subject-
item-rating field is
displayed and is edita­
ble only by the subject
of the form.

Related Information

Rating Options [page 50]

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Important Disclaimers and Legal Information

Hyperlinks
Some links are classified by an icon and/or a mouseover text. These links provide additional information.
About the icons:

• Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your agreements
with SAP) to this:

• The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.

• SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.

• Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering a SAP-hosted Web site. By using such links, you
agree that (unless expressly stated otherwise in your agreements with SAP) you may not infer any product claims against SAP based on this information.

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Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any
advertisements or other content hosted on these platforms (for example, suggested videos or by navigating to other videos hosted on the same site), are not within the
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Beta and Other Experimental Features

Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by SAP at
any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use the
experimental features in a live operating environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your feedback
(e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.

Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax and
phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of example
code unless damages have been caused by SAP's gross negligence or willful misconduct.

Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities, genders,
and abilities.

Implementing and Managing Performance Management

Important Disclaimers and Legal Information PUBLIC 311
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