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Using flow _ Excel online for Employee Appraisal

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Posted on by 45

Friends,

We would like to move from a paper-based appraisal process to an electronic format.

 

Our workflow is very simple - employee fills up the appraisal sheet/form --> manager reviews it and adds his/her comments --> HR will consolidate all the comments.

 

We don't want our employees to access other employees excel sheets.

 

We looked at creating folders for each department and separate sheet with unique access to the employee and their manager.

 

We see this as a cumbersome procedure, is there a efficient way to do  this? 

  • kate84 Profile Picture
    kate84 2 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Can anyone share some guidance on how you structured the list that the employee should complete? Do you have a column populated with the performance question, and then another column labeled "Response" with blanks where the employee fills in these items?

     

    Or, is each row in the list the employee's information, and each question is a column?

     

    Thank you! @vijayn @JohnAageAnderse 

  • JohnAageAnderse Profile Picture
    JohnAageAnderse 1,986 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Hello @Dee24665 

    Yes, SharePoint Online asks the employee to login with his/her Office 365 account.

    Kind regards, John

  • Dee24665 Profile Picture
    Dee24665 2 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Hi @JohnAageAnderse, I am interested in the the topic been discussed here. I was wondering, in the case where I would use SharePoint and Power Automate becuase I want to give employees the option of saving their entries.

    1. Does SharePoint Online offer a login functionality - so that entries will be identified as coming from the reviewee?

    2. If not, is there any workaround of making sure that entries will be identified?

     

    Looking forward to your reponse.

    Best regards,

    Deborah

  • vijayn Profile Picture
    vijayn 45 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Hi John, I think one last step would be take the appraisal away from the managers so that they don't tweak it further.

     

    I have two questions in this.

     

    1. How do i ensure other managers don't see others responses. I have ticked the advanced setting (Create items and edit items that were created by ), so this will ensure the manager does not see other responses?

     

    2.  Should I create another list for hr to consolidate or would hr with contribute access will suffice?

  • JohnAageAnderse Profile Picture
    JohnAageAnderse 1,986 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Hello @vijayn 

     

    You are on the right track! Keep on learning 🙂

    Kind regards, John

  • vijayn Profile Picture
    vijayn 45 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Thanks that worked with contribute permission. You have been very helpful much appreciated.

     

    this is the flow i am working on at the moment. Please let me know if i have used the right trigger. flow1.PNG

     

    Manager trigger 

     

     

    mgr.PNG

     

     

     

  • JohnAageAnderse Profile Picture
    JohnAageAnderse 1,986 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Hello @vijayn 

     

    For an employee to be able to register a new appraisal in the list "Self appraisal", you must ensure that he/she has Contribute permissions in the list, so Yes, you have to change the permission settings in the list.

    Kind regards, John

  • vijayn Profile Picture
    vijayn 45 on at
    Re: Using flow _ Excel online for Employee Appraisal

    hi John,

     

    Looks like i am getting persmission setting wrong. When I send the new item link to user, they say they are not able to access the site.

     

    current settingcurrent setting

    Do i have to change the the list/Self Appraisal setting to something else? so that employee can fill their appraisal and at the same not see other response.

     

  • JohnAageAnderse Profile Picture
    JohnAageAnderse 1,986 on at
    Re: Using flow _ Excel online for Employee Appraisal

    Hello @vijayn 

     

    About the 2nd list 🙂

    Yes, the flow trigger is when an item is created, as you want to process the item only when it has been copied from the 1st list.

     

    The 2nd list must have permissions setup so that HR people have contribute permissions; Anyone else have no permissions.

    The flow will grant the employee Read permission to his/her appraisal in the 2nd list, and grant the manager Contribute (or Edit) permissions to the employees appraisal. (search for action "Grant ...")

     

    With the above the employee can only see his/her own appraisals (if you need that). The manager can only see and work with his/her employees appraisals. And HR can work with every appraisal.

     

    Kind regards, John

  • vijayn Profile Picture
    vijayn 45 on at
    Re: Using flow _ Excel online for Employee Appraisal

    The 2nd flow will trigger "When an item is created" in the 2nd list, identifies who is the manager of the employee, and informs the manager about the new appraisal to review 🙂

    Kind regards, John


    Just clarifying, for the 2nd flow i will use the "when an item is created" trigger in the flow is it?

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