Survey Analytics: Global Access Settings

Global Access Settings in Quantum Workplace help manage user visibility and permissions across surveys. This feature ensures consistent role assignments and data visibility for both current and future surveys.

Last Updated: February 5, 2025

In this article: 

• Overview
• Requirements
• Access Global Access Settings
• Global Assignments
  • Create an Org Tree

  • Add & Manage Users' Global Assignments

• Global Roles
  • Create a Global Role
  • Role Permissions
  • Filtering & Slicing
  • Benchmarks
  • Assignments

  • Default Permissions for Basic & Advanced Roles

• Add Global Role to a Survey

  • Enable Role & Configure Access Dates

 

Overview

Global Access Settings in Quantum Workplace help manage user visibility and permissions across surveys. This feature ensures consistent role assignments and data visibility for both current and future surveys.

Requirements

• Available to full admin and survey-admin users

Access Global Access Settings

To access Global Access Settings:

1. Click and expand Administration; click Surveys
2. Click and navigate to the Global Access Settings tab

Global Assignments

Use Global Assignments to manage a user's visibility into survey results according to a specified org tree. Global Assignments allow you to manage user visibility across all surveys- both current and future. 

Create an Org Tree

Create org trees to define the hierarchical structure by which uses can view and filter survey data. Users are assigned to specific nodes of the org tree to manage visibility in survey results.

To create an org tree:

1. From the Global Access Settings tab, click Create Org Tree
2. Enter an easily identifiable name in the Org Tree Name field, e.g. Location-Department 
3. Click-and-drag demographics from the Demographics column to the Org Tree Structure column in the specific hierarchical order
   • Org trees allow a maximum of five demographics and can be rearranged as necessary
4. In the Preview column, view and interact with the real-time org tree preview
5. Click Publish to finalize your org tree or Save Draft to resume at a later date
6. Click Publish Org Tree in the confirmation modal
   • Once published, an org tree cannot be edited; a tree would need to be archived and a new org tree created

Add & Manage Users' Global Assignments

To add & manage users' Global Assignments:

1. From the Global Access Settings tab, click on an org tree
2. Click on the node's corresponding edit icon
   • Expand and collapse the different nodes as necessary
3. Enter and select the user in the Search for Users search bar
4. Use the Role drop-down to select the user's Role
5. Use the Action Plan drop-down to select the user's permissions for the node's action plan, learn more
6. Click Save

Global Roles

Use Global Roles to configure a role's permissions and assignment. Global Roles allow you to manage the role's permissions for all surveys- both current and future.

Create a Global Role

To create a Global Role:

1. From the Global Access Settings tab, click Create New Role
2. Enter the role name in the modal; click Create Role

Role Permissions

To configure the role's permissions:

1. Use the drop-down to specify if the role should have Basic, Advanced, or custom permissions (Figure A), learn more
2. Use the drop-down to specify if the role should have visibility into the entire upline, the organization overall, or no upline visibility (Figure B)
3. Specify the role's permissions (Figure C)
4. Specify the role's permissions and follow-up permissions (Figure D)
5. Click Save
6. Click and expand Filtering and Slicing to continue

Filtering & Slicing

To configure the demographics the role can filter and/or slice by:

1. Click and toggle the demographic's corresponding Filter and/or Slice option
   • Optionally, click Filter (Figure A) to select/unselect all demographics
   • Optionally, click Slice (Figure B) to select/unselect all demographics
2. Click Save
3. Click and expand Benchmarks to continue

Benchmarks

To specify if the role can access benchmarks when viewing survey results:

1. Click and toggle Grant Access
2. Click Save
3. Scroll to the top of the page; click Assignments in the left-hand Role Setup card

Assignments

Specify the org tree that the users in the new role will operate from.

To configure a Role's Assignment:

1. Use the drop-down to specify which org tree the Role will operate according to (Figure A)
   • The org tree selection is automatically saved
2. Use the different views and actions to navigate the org tree (Figure B)
   
   • Optionally, click the node's corresponding edit icon (Figure C) to give a user visibility into the node, learn more

Default Permissions for Basic & Advanced Roles

Basic Role Access default permissions:

• Can filter, slice, and compare
• Can view the Overview, Questions, Categories, and Response Rate report
  • Via the Response Rate report, can view submitted surveys and participant demographics for non-confidential surveys
• Can view Action Planning and nudge Action Plan Owners/Contributors

Advanced Role Access default permissions:

• Can filter, slice, and compare
• Can view the Overview, Questions, Categories, Response Rate, and Comments report
  • Via the Response Rate report, can view submitted surveys and participant demographics for non-confidential surveys
  • Via the Comments report, can view and respond to comments, use Ask AI, and manage themes and sentiments
• Can view Action Planning and nudge Action Plan Owners/Contributors

Add Global Role to a Survey

Global Roles can be added to a survey's analytics alongside survey-specific roles.

To add an existing Global Role to a survey's analytics:

1. Click and expand Analytics in the left-hand navigation menu; click Surveys
2. Click on the appropriate survey
3. Click and expand Admin Controls in the top-right; click Access Settings
4. Click and navigate to the Access Roles tab
5. In the Global Roles area, click Add to Survey for the corresponding Global Role; click Add to Survey in the confirmation modal
6. Once added, click on the Global Role to enable the role configure access dates

Enable Role & Configure Access Dates

Onced added to a survey, a Global Role still needs to enabled and have access dates scheduled. 

To enable and schedule access dates:

1. From the Access Roles tab, click on the added Global Role
2. Click and toggle the Enabled/Disabled toggle (Figure A)
3. Click and toggle Assign Access for Live Response Rate Access and/or Reporting Access (Figure B and C)
4. Specify the date and time when access should be granted
5. Optionally, toggle if the user(s) should receive a notification when users have access
6. Click Save