Customer/Entity Overview & Key Features

Customer/Entity Overview

An Entity represents a group of users with access to a specific set of assessments, assessment groups, and modules. This structure allows flexibility in organizing users by their organization type, departments, projects, or teams. For example, an Entity could represent a sales department, a specific company, or a project team. Entity user accounts have access to a range of management capabilities to streamline administration and operations. Below is a detailed breakdown of its features and functionalities.

Key Features and Functionalities

1. User Management

Entity accounts are equipped to create, organize, and maintain user structures:

• User Groups:
  Entity users can create user groups to efficiently organize individuals and assign:
  • Assessments or Assessment Groups to one or more user groups.
• User Roles and Permissions:
  Entity users can define custom user roles and assign associated permissions to tailor platform access and capabilities specific to their needs (e.g., admin, editor, viewer roles).
• User Lists:
  Create lists of users and organize them for bulk operations such as assigning assessments or campaigns.
• User Nodes and Hierarchical Links:
  Build a hierarchical user structure by creating nodes that represent organizational levels, teams, or working relationships. Users within the nodes can be linked with parent-child relationships to shape a hierarchy (e.g., manager ↔ team members).

2. User Creation and Assignment

Entity users can:

• Create Users and assign them to:
  • One of the predefined user profiles.
  • Relevant user groups for seamless assessment and campaign management.
• Assign Hierarchical Links:
  Link users within the hierarchical structure, aligning them within the organizational or operational framework.

3. Collections Management

• Entities can add new collection items to existing collections the owner user has access to. This allows extending data items (e.g., adding new employees to an employee database or new assets to an asset database).

4. Project Settings Management

• Review and configure Project Settings for the assigned assessments, including:
  • Setting up default email campaign invitation templates, ensuring smooth and customized communication for assessment invitations.

5. Campaign Management

Entity accounts can launch and manage campaigns to assigned users:

• Send Campaign Invitations:
  Send campaigns linked to assessments or assessment groups to:
  • A single user.
  • Multiple users or user groups.
• Associate Campaigns with Collections:
  When applicable, campaigns can be tied to specific collection items for tracking data at the item level.
• Collaborator Invitations:
  Invite collaborators to participate in campaigns, fostering teamwork and collaboration.
• Start and Complete Campaign Invitations:
  Initiate campaigns and manage tasks to ensure campaign invitations are completed.

6. Workspace Assessments

• Entity users can start and complete any workspace assessments, maintaining the flexibility to handle data collection directly in the workspace.

7. Approval Request Management

• Entity users can open and complete pending approval requests, ensuring smooth workflows and preventing delays in decision-making.

8. Learning Center Courses

• Entity accounts allow users to:
  • Start and complete courses available in the Learning Center.
  • Better organize and track training resources and ensure course compliance.

9. Response and Data Pool Management

• Response Module:
  • View and moderate collected assessment responses.
• Data Pools Management:
  • Review and analyze virtual assessments linked to Data Pools, providing deeper insights into response data across datasets.

10. Account and Profile Settings

• Entity accounts offer full control over account and profile settings:
  • Update Account Settings:
    Manage branding, email integrations, and system defaults as allowed by their permissions.
  • User Profile Management:
    Entity users can review and update their profile details, including activating/deactivating the offline mode for assessments and workflows.

Context

The Entity module provides a comprehensive framework for organizing and managing users, assessments, and workflows within a structured group. It equips users with powerful tools to handle everything from campaigns and collections to responses and approvals. With robust organizational tools like hierarchies, roles, and permissions, entities are vital for streamlining operations across departments or teams.

Modules accessible to Customer/Entity user accounts

Customer/Entity user accounts typically have access to the modules listed below:

• Responses
• Approvals
• Projects
• Campaigns
• Invitations
• Workspace
• Learning Center
• Data Pools
• Users
• Filestore
• Collections (available on the enterprise plan only)
• Account Settings