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Map Org Hierarchy Units (EE)

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Qtip: This page describes functionality available to Engagement projects, but not Lifecycle or Ad Hoc Employee Research projects. For more details on each, see Types of Employee Experience Projects.

About Mapping Org Hierarchy Units

After you’ve built your hierarchy, you may want to make sure it aligns with one you’ve built from a previous year. The ability to Map Org Hierarchy Units is useful because it allows you to dynamically display historical data in your dashboards. For example, maybe you want to create comparisons between two different engagement surveys, or you have a widget with an older survey as the source. You don’t want these widgets to stop displaying data when your dashboard is manually filtered by the hierarchy, or when accessed by someone whose permissions only lets them see their own hierarchy unit’s data. Therefore, you must map the old hierarchy to the new one so the widgets know how to adjust to the filtering.

Even if members of your company have left or been replaced, you can still map your current hierarchy to an older one. Two mapped hierarchy units do not need to have the exact same people inside them – you just need to map over which employees are in the same position.

Qtip: Your hierarchies have to be built before you can map them! You cannot build an Ad Hoc hierarchy using the hierarchy mapper.

How to Map to Historical Units

  1. Navigate to the Participants tab.
    In the org hierarchies section, the hierarchy tools button has been expanded to indicate the map org hierarchy units option
  2. Navigate to the Org Hierarchies section.
  3. Go to Hierarchy Tools.
  4. Choose Map Org Hierarchy Units.
  5. Under Historical Project, select the Employee Engagement project your old hierarchy is saved in.
    in the map org hierarchy units window, the historical project and historical hierarchy fields are indicated on the left
  6. Under Historical Hierarchy, choose the older hierarchy you are mapping your newer hierarchy to.
  7. Qualtrics will ask if you want to automatically map similarities in the hierarchies. This will save you a lot of time mapping over managers and direct reports whose positions haven’t changed, so click Generate.
    Pop up window reading: Would you like to auto generate mapping between these two hierarchies?

    Qtip: You are allowed to map hierarchies of different types (such as Parent-Child to Level-Based), but in these cases, the Generate Mapping feature will not work and you will have to do the mapping manually.
  8. An exclamation point will appear next to the people who haven’t been mapped yet.
    Image showing a 2017 hierarchy member named John Patel being linked to a 2018 hierarchy member of the same name

    Qtip: The Map Org Hierarchy Units popup gives you a key to all of the icons on the page. Not Mapped means the mapping was removed at some point in time and No Mapping means it has never been mapped.
    A key of mapping, with blue representing mapped individuals, white indicating not mapped, lines indicating connections, and an exclamation point for no available mapping
  9. To start mapping one year to another, click the name of an unmapped person.
  10. On the other side, find the person in the same position of the hierarchy and click the circle next to their name.
    Qtip: You can map multiple units onto each other! In the example shown here, John Patel absorbed both his team and Lauren Replace’s team from the previous year.
    Image showing two 2017 hierarchy members being linked to the same 2018 hierarchy member
  11. Hover on or near participants’ names to figure out if they are mapped or not. If they are, grey lines will connect them to where they are mapped.
    Hovering over a hierarchy member in the mapper to reveal a gray line connecting them to someone in the other hierarchy
  12. If you want to explore more options, click Options. See our Options section below for more details.
  13. When you are finished mapping people in your hierarchy, click Save.
    Qtip: Make sure all of your hierarchy units are mapped across both projects.
Qtip: Once two hierarchies are mapped, you can reload this mapping for later and make changes. All you have to do is repeat steps 1-5, and choose the same historical project.
Qtip: If you make changes to a historical data source, make sure to update all responses with new metadata. This will update the dashboards connected to the data source.

Options

When mapping your hierarchies, you have several other Options to explore, including the ability to download your mappings and upload them again.

The Options menu in the Hierarchy Mapper opened to reveal Mapping Options, Upload Options, and Download Mapping

Qtip: None of these options are available until you specify which historical hierarchy you want to map your current hierarchy to.

Mapping Options

When you click Mapping Options, you are given two options for how your historical data will be presented in the dashboards:

the mapping options window

  • Org hierarchy in the historical project: This option will make it so data shown in historical comparisons follows its hierarchy placement in the historical project. Another way of thinking about this is, “How does everything that rolled up to me this year compare to everything that rolled up to me last year?”
  • Org hierarchy in the current project: This option will make it so that data shown in historical comparisons follow its hierarchy placement in the current project. Another way of thinking about this is, “Of those units who rolled up to me last year and who still roll up to me, how do the scores compare?”
Example: Let’s say that in your historical project, you have three units: A, B, and C. In the historical hierarchy, B and C both report to A. In your current hierarchy, B still reports to A, but C now reports to a new unit, D. If Org Hierarchy in the historical project is selected, C’s data will be included in the comparisons for unit A and excluded from the comparison for unit D. If Org Hierarchy in the current project is used, C’s data will be included from the comparison for unit D and excluded from the comparison for unit A.

Generally, selecting Org Hierarchy in the historical project will keep your historical scores the same as they were in the historical project because units will roll up to the same place they were in the historical org hierarchy. Any units that have moved to a new location in the hierarchy will not have their historical results roll up to their current hierarchy location.

Selecting Org Hierarchy in the current project will ensure the historical results of units that have moved in the hierarchy roll up to their new location in the hierarchy. This will change your historical scores for parts of the hierarchy where units moved because those units’ historical results will no longer roll up to where they were previously located.

Upload Mapping

You have the opportunity to map your org hierarchy units in a CSV file and then upload this file into Qualtrics.

Qtip: Your mapping upload file should only contain units that you can map across projects. Any unmapped units should be excluded from the file.
Attention: If you want to update your mapping with another upload, you must include all existing hierarchy mapping in your upload. If you are missing information that is currently mapped in your upload, then those hierarchy mappings will be deleted upon uploading your file. To obtain your current mapping, download your mapping.
  1. Navigate to the Participants tab.
    In the org hierarchies section, the hierarchy tools button has been expanded to indicate the map org hierarchy units option
  2. Navigate to the Org Hierarchies section.
  3. Go to Hierarchy Tools.
  4. Choose Map Org Hierarchy Units.
  5. Click Options.
    selecting options in the hierarchy mapper and selecting mapping options
  6. Select Mapping Options.
  7. Click the Example File to download it, or create a new CSV.
    the upload hierarchy window, indicating the Example File link, the Choose File button, and the Upload button

    Qtip: The IDs in this file are just examples and should not be used to create a mapping.
  8. The CSV must have columns named OrgUnitID if you are using Qualtrics internal IDs, or the name of your chosen Org Unit ID metadata if you have uploaded your own unit IDs as metadata and would like to use those.
    Qtip: To get the internal Qualtrics IDs for units, navigate to the Download Mapping section below.
  9. Map the units in the lefthand columns to the units on the right.
  10. Once you are done editing your CSV, click Choose File and select it.
  11. Click Upload.
    Qtip: If you’re running into issues uploading your CSV file, read the CSV/TSV Upload Issues page for common CSV troubleshooting tips.
  12. Feel free to make final edits on the hierarchy editor, then click Save when you’re finished.

Download Mapping

When you select Download Mapping, you can download a CSV of your mapped units. Direct reports and managers are not included in this file.

the download org hierarchy unit mappings window

There are two options for each of your hierarchies:

  • Qualtrics Org Unit ID: Represent each unit with the internal IDs that Qualtrics assigns to units. This is an internally generated ID, different from any org unit metadata you might create and assign yourself. This format is helpful if you’d like to upload a mapping back into Qualtrics using Upload Mapping (see section above) under Options.
  • Hierarchy Metadata: Download metadata that was important to building the hierarchy. For example, Parent-Child hierarchies let you download the Manager IDs and Skeleton hierarchies let you download the Parent Org Unit IDs. Level-Based hierarchies do not offer any additional metadata columns in this export.

Every CSV comes with a column for Left Unit Name, containing the historical hierarchy’s units’ names, and a Right Unit Name, containing the current hierarchy’s units’ names. This makes the CSV a good reference if you need to use the Qualtrics internal IDs elsewhere, such as when you Upload Mapping (see section above).

FAQs