How to Update the Relationship between reviewer and reviewed in an Ongoing Review.

Changes in the organization chart are not reflected directly in the review. In other words, if an employee changes leaders during an ongoing review, the relationship between them and the new (and old) leader will not change unless you change it 😉

Why isn't the change made automatically?

Often, it makes more sense to let the person who managed the employee for most of the cycle do the review as the leader.

This type of scenario is very common. Despite the change of leader, it is normal for the old leader to have more history of the employee's performance in the reviewed cycle than the new leader, especially when the change is recent :)

When this is the case, please do NOT update the hierarchy! If this is not the case, continue with the article 😄

How to make this change in the platform:

01. When do I need to update this relationship?

At times you may have encountered this situation: The reviewis in progress, and an employee says that, within the hierarchy, the person who should review them as a leader or as a direct report is wrong. What should be done? Follow the steps below!

02. Update the relationship in "Organization":

The first step is to access "Organization", and search for which employee needs to have the hierarchy changed. After finding the employee, you should click on the current leader, look for the name of the new leader, and save.

Once this is done, the leadership is updated in the Organization profile. However, it is not enough that the Organization profile changes are reflected in the Review.

This is because the change of leadership in the Review is made asynchronously to the Organization profile. For this reason, we need to change the leadership in the Review as well.

03. Update the relationship in the Review:

Select the Review product in the side tab, and then click the gear icon to the right of the name of the Assessment in question. You are now on the Assessment settings page.

⚠️ Before changing relationships, we recommend that you export the Assessment responses by clicking "Export review answers" under "Schedule". This is a safety measure as every time a change is made to the relationships you run the risk of losing some answers.

Once this backup is done, go to the participants tab, where the relationship change is made. On this screen you will see all the review forms, both the reviewees and the reviewers.

Go to the reviewee or reviewer filter and search for the employee that you have changed the hierarchy of. You can see that the direct report is still being reviewed by his old leader. Similarly, you can see that the new leader is not reviewing the employee.

To do this, you must first delete the old leader from the review by clicking on the three dots and then on "delete".

Now you must select the new leader as the reviewer by selecting the new leader in the "reviewer" field, the direct report in the "reviewee" field, and click "add".

04. How to identify outdated relationships?

Outdated relationships in the platform are indicated with the relationship type in red. This means that the relationship within the review is different from the hierarchy relationship in the platform.

That said, there is the possibility to update the relationship, according to the hierarchy, by clicking the 🔄 button. This implies that this review could have a form with different questions.

You can also do this mass update by clicking on "more actions", and then update hierarchy.

To illustrate how the change of leader works in an assessment, let's imagine the following situation: We created an assessment in which John had Mary as a leader. In this review, two types of evaluation were defined: Leader->direct report and direct report->leader.

Therefore, we would have:

I.Mary evaluating John (type: Leader->direct report)

II. John evaluating Mary (type: direct report->leader)

But shortly after that, Mary was transferred to Bethlehem, and so John started to report to Tony.

- How do I make sure this change is reflected in my ongoing review?

Make sure the company hierarchy is updated (in the example, that John is Tony's direct-report). This article explains how to do that;
Go to the Review module, then click on the open evaluation;
On the left sidebar, click on Participants;
Using the filter boxes (below), find evaluations between Mary (leader) and John (Direct report);
To the right of Mary and John's ratings, click the three dots (below);
Click on Delete.

Remember: By deleting these reviews, you will lose all the answers that have already been submitted. It is a good idea to save previously submitted answers before proceeding with this step - if they exist, of course.

7. In the boxes below, add the evaluations between Tony and John (e.g., one with John as the evaluator and Tony as the evaluee, and one the other way around);

Impacts that this change may cause:

The reviewer that had the relationship type updated will see the form corresponding to the new relationship. If the form has already been started, questions may no longer appear (those that were configured for the old relationship) and the new ones will appear.

Done! The evaluation hierarchy is maintained!

It's important to remember that the forced relationships will also be updated for the relationship defined in the organization hierarchy. If this review has forced relationships, don't use this option.

Do you have any questions? Call us at the chat and we'll explain everything to you 😄