How to Use Custom Organization Trees

Custom Organization Trees allow you to limit Survey Analytics visibility for each user to specific groups like department, location and other demographics.

In this article:

Overview

With surveys launched with the Quantum Workplace platform, survey results can be viewed on an overall organization-level and on a manager's downline-level. 

When you conduct a survey using the Surveys & Pulses tool in Quantum Workplace, you can view survey results for both the organization overall and for every manager's downline in your organization.

Clicking the Select a Team button in Analytics opens up an expandable menu that shows all of the managers (anyone with downline reports) in your organization. You can click on any manager's name to view the average survey results for the employees in that manager's downline:
Manager org tree-3

We refer to this expandable menu as the manager org tree and it is automatically built into your Analytics for every survey you launch.

However, you may also want to see results for your organization structured in some other way. If your organization would benefit from viewing survey results broken out by department, division, location, or any other demographic, you can quickly create your own custom organization tree.

Once your custom org tree has been created, you will have the option to give your people leaders visibility into the survey results for any level on the org tree.

For example, if your org tree is structured by department, you can specify which people leaders should have manager-level access to each department in your organization.

Custom org trees will be automatically available within survey analytics for every future survey launched.

 

How to Create a Custom Org Tree

To access the Org Tree home page, in the left-hand navigation menu, click and expand Administration. From the drop-down options, click Org Trees. From the Org Trees home page, you'll see existing custom org trees, their status and the date the org tree was last changed.

Click Create Org Tree to begin. Title your org tree in the Org Tree Name text field- this will be the name displayed on the Org Trees page. 

The next section includes three columns:

  • Attributes: Your organization's attributes 
  • Org Tree Structure: A customizable field where the Org Tree structure is determined via the hierarchy of Attributes
  • Preview: As you click and drag Attributes into the Org Tree Structure column, a real-time interactable preview will reflect what your org tree will look like. 

To build your org tree, click and drag the appropriate Attributes into the Org Tree Structure column. The hierarchy of attributes can be rearranged by clicking and dragging an attribute to where it should lie in the hierarchy. Custom org trees allow a maximum of five attributes and can be structured in any way that makes sense for your organization. 

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When you're satisfied with your org tree in the Preview column, click Publish. Otherwise, if you want to save your progress and resume again in the future, click Save Draft.

Archiving & Re-Publishing Org Trees

If a custom org tree is no longer necessary, you can also click Archive to remove it from this page.

Archived org trees can still be accessed by clicking the View Archived Org Trees toggle. To re-publish an archived org tree, click and open the org tree. When viewing the archived org tree, click Publish Org Tree.

Applying a Custom Org Tree to Previous Surveys

For surveys launched prior to a custom org tree's creation, you can retroactively apply a custom org tree to these surveys and their analytics. 

To do this, begin by navigating to Survey & Pulses under the Analytics drop-down in the left-hand navigation menu. Click the appropriate survey and then click Access Settings in the top-right. 

Under the Assignments tab, find the custom org tree card you want to apply to the survey and click Generate Tree. 

generate COT tree

How to Assign Manager Access to a Custom Org Tree

Once your custom org tree has been added to all the surveys that you have specified, you will be able to give any individual within your company, manager-level access for any level within your custom org tree. 

To assign manager access to your custom org tree, first open Survey Analytics for the survey you would like to give your managers visibility into. Then, click Access Settings in the top right corner of the screen. 

 

This will take you to a new screen where you can assign individuals within your organization to the level of the org tree that they should have visibility into: 

This screen shows every level of your org tree; you will click the drop-down arrows to expand your org tree completely. Each level of the organization tree will display the number of employees within that team who were invited to take the survey. This is the Participants count; it does not reflect the number of employees who submitted a survey, but rather the number of employees on that team who were invited to participate. 

Click the edit icon at the end of the row of a given level of the org tree to give a manager visibility to the survey results for that level:

In the window that appears, type in the name of any users who should receive manager-level access to that level of their organization and click on their name to add them. 

Then, click Save to save your changes. (Note: access does not go out automatically once you click Save. Managers will not be notified that they have been added.)

You will add each people leader who needs visibility to your org tree in this fashion. When you are ready to either schedule a date for access to be sent out or give access immediately, you will navigate back to your survey analytics.

Anyone assigned to their respective levels of the custom org tree AND all managers who are represented on the manager org tree will receive an email from Quantum Workplace with a link to their team's survey results on the date/time you have specified. 

Importing & Exporting Custom Org Trees

Exporting an Org Tree

To export a Custom Org Tree, navigate to your survey's results page by clicking Analytics in the left-hand navigation menu followed by Survey & Pulses. Find the survey you're looking to export and click Analytics in the same row. 

From the survey's analytics page, click Access Settings in the top-right. 

COT export&import 1-1

On the Assignments page, click the Custom Org Tree to export. 

COT export&import 2-2

From the Custom Org Tree page, click Export to begin downloading an Excel spreadsheet of the org tree's data. 

COT export&import 3-1

Importing an Org Tree

From the exported Excel spreadsheet, you can edit roles within the excel file before uploading the file to update your org tree's data. 

See the previous section for information on how to export an Excel spreadsheet. 

On the Custom Org Tree's page, click Import.

COT export&import 4

Upload the updated Excel file and click Import to update your Custom Org Tree. 

COT export&import 5

The Excel file includes a column with Import Instructions for more information.