Unit Tools (EX)
Suite
Employee Experience
Product
Qualtrics
What's on this page
Qtip: This page describes functionality available to Engagement and Pulse projects, but not Lifecycle or Ad Hoc Employee Research projects. For more details on each, see Types of Employee Experience Projects.
About Unit Tools
Unit Tools allow you to adjust your units on a unit level. These can be found in the upper right-hand corner of a selected unit when in the Org Hierarchies section of the Participants tab.
Attention: Unit tools are helpful for adjusting how existing participants are arranged in a hierarchy. If you are creating an org hierarchy from scratch, we recommend you create a participant file with all of your org hierarchy information and then upload that file to Qualtrics. See Preparing Your Participant File for Import for more information.
List of Unit Tools
Delete Unit: Removes the unit from your hierarchy. If there are participants in that unit, then they will be moved to the unit above. This option will only appear on the lowest levels of the hierarchy.
Example: Alan’s unit is at the top of the hierarchy. You cannot delete that unit because it would break the hierarchy. However, Alan has a manager who reports to him named Betty, and she has a manager who reports to her named Julian. There is no unit under Julian, so you could delete his unit. Deleting Julian’s unit would move him and his direct reports to Betty’s unit.
Move Unit: Moves the selected unit to a different position in the hierarchy. This is the same as using drag and drop in the navigation sidebar. The selected unit will appear in green. Click on another unit name and click Move to move the selected unit under your chosen unit. Note that for Level-Based hierarchies, you will be unable to move Level 1 units.
Qtip: Hierarchy updates will reflect the latest adjustment to the hierarchy, whether that hierarchy was edited manually with this editor or using an imported file. Therefore, if you were to later import your participant list again to update metadata or for some other reason, and manual moves were not reflected in the participant list, this could potentially revert the hierarchy to what it was before you made any manual changes. Any files you want to import must contain all of the metadata fields used to generate the original hierarchy (e.g., EmployeeID, ManagerID, Unit Name, etc.) in order to trigger a hierarchy update. You can find instructions on how to do that in the Adding Participants support page.
Add Unit Below: Creates an additional unit below your selected unit.
- For Parent-Child hierarchies, specify whether the new unit has a manger, and specify who that manager is. You can search any existing person by name or username. The window will display a preview of the unit name and the manager’s ID. To complete, select Add.
Qtip: For Parent-Child Hierarchies, if you select a person who is already a manager of an existing unit, a unit where this person is the secondary manager will be created. You will not be able to make them a primary manager of the new unit until they’re removed from the original unit.
- For Level-Based hierarchies, give the unit a name in the Level field and select Save.
Qtip: For Level-Based hierarchies, you will be unable to add units beyond your current levels (e.g., if your hierarchy has two levels, you won’t be able to add a unit under your Level 2 unit).
Add Existing Person: Adds a user that is already in the project into the selected unit. Search for a user in the project, and choose whether they should be a Direct Report or Delegate in the selected unit.
Then, choose if this person should remain in other hierarchy units:
Then, choose if this person should remain in other hierarchy units:
- Remove this person from all other units: The user is removed from all other units and the new unit will be their only location in the hierarchy. Qtip: If you’ve added a delegate and removed them from other units, then they will only be removed from other units they are a delegate in (they will remain in any other units as a manager or direct report).
- Keep this person in all units: The user remains in any units they’re already in. Qtip: If a direct report appears in multiple units in the hierarchy, then their response will be included in the dashboard when filtering down to any of those units. Note that their response will not be duplicated in the dataset.
Add People From Different Org Hierarchy: If you have another hierarchy added to your project, you can add individual participants or all participants in a unit to your selected unit. Use the dropdown at the top to choose a hierarchy, and then select the units or participants you would like to add. Note that you can select multiple units and/or individuals at a time.
Add People By Metadata: Adds users already in the project into the selected unit based off of metadata. Select the person field and value for your metadata condition. Add additional conditions by selecting the plus and minus signs. When all desired conditions have been added, select Add.
Qtip: Before selecting add, you can view and verify all individuals that your conditions are filtering for by selecting View [#] People.
Edit Unit Metadata: Allows you to change and add unit metadata for the selected unit. Metadata fields added here will be associated with the direct reports in that unit and stored in the response data for the direct reports, so these fields can be used in the dashboard. These fields can also be used in Advanced Searches in the Participants section.
Attention: This option only allows you to change metadata that was not used to configure your hierarchy. You will be unable to edit any metadata fields that were used in the generation of your hierarchy.
Export Metadata: Exports the hierarchy unit names and metadata to a CSV file.
Qtip: This option will only be available for Parent-Child hierarchies.
Delete Anonymous Responses: Deletes all anonymous responses from either the selected unit or the selected unit and all of its descendants. Anonymous responses are assigned to a unit by either using an Org Hierarchy question in your survey or a unit is specified when you import anonymous responses (for more information, view the Org Hierarchies Export & Import Options support page).
Qtip: This option only appears if the anonymous link is enabled for the project.
View Data Access: Will provide a quick overview of all individuals that are able to view data for the selected unit.
FAQs
I've already uploaded my participant file and collected data, but I need to make a change to my hierarchy. How do I do this?
I've already uploaded my participant file and collected data, but I need to make a change to my hierarchy. How do I do this?
All hierarchy units are able to be dragged and dropped. This is one option for editing the hierarchy of your in-progress survey. However, we recommend making changes to your participant file and updating your participant list with that file, rather than manually moving units. Make sure that your participant file has all the columns of metadata used for your hierarchy - this doesn't just mean levels, unique identifiers, and manager IDs, but also fields like Org Unit ID and Org Unit Description, if you initially used them to generate your hierarchy.
I want to set up my Parent-Child hierarchy to use unit names rather than assigning manager names to hierarchy units. How do I do this?
I want to set up my Parent-Child hierarchy to use unit names rather than assigning manager names to hierarchy units. How do I do this?
When setting up your participant upload file, you should include a few additional Metadata fields. To upload a Parent-Child hierarchy, you should include the participant’s first name, last name, and email address, as well as columns listing the employee’s ID and the employee ID of his or her manager. For an example file, visit the Preparing for Your Employee Engagement Survey support page. To add in additional unit names, you will need to add an Org Unit Description column. This should list the unit name you would like to display in your hierarchy. However, to historically map the data over time and account for unit name changes, you will also need an Org Unit ID. See Preparing a Participant File for Import for more details.
I uploaded my participant list and generated a Parent-Child hierarchy. I received an error message that reads “Circular Dependencies.” Why did I receive this message and how do I fix this?
I uploaded my participant list and generated a Parent-Child hierarchy. I received an error message that reads “Circular Dependencies.” Why did I receive this message and how do I fix this?
The error message “Circular Dependencies” indicates that you have participants reporting to someone who is listed beneath them in the hierarchy. To fix this, take a look at the Metadata values for your participants. In most cases, this error is caused by having the incorrect manager ID for a participant on the list of those with an error. Confirm that the employee IDs and manager IDs are correct for all participants in the list of those with the errors. Once you have identified the incorrect ID(s), enter the correct ID in your participant file and update your participant list with the updated file. To update the participant list, select the Add Participants button and select Import Participants. Once you have loaded your file, you can update the participants' responses with the new metadata using the option Update All Responses with Current Metadata under the Tools menu. In most cases, this will resolve the issue automatically with your hierarchy. Occasionally, however, you must generate a new hierarchy based on the updated values to resolve the error.
I uploaded my participant list and generated a Parent-Child hierarchy. Why do I see some units labeled “Unknown Manager” and how do I fix this?
I uploaded my participant list and generated a Parent-Child hierarchy. Why do I see some units labeled “Unknown Manager” and how do I fix this?
The “Unknown Manager” unit indicates that you had some manager IDs that our tool was not able to associate with an employee. When generating the hierarchy, Qualtrics checks the manager ID listed for each participant and places the participant in the hierarchy unit that matches the manager ID listed. If the manager ID associated with an employee does not match a listed employee ID, the tool is unable to associate that unit with a participant and labels the unit as an unknown manager. To fix this, you should look at the employees listed under each unknown manager. Check your participants file to ensure that the correct manager ID is listed. Once you have corrected these errors in your file, re-import your participants file to the participants list. To re-import the participants file, navigate to the Participants tab and select the Add Participants button and select Import Participants. Your hierarchy will update with the new Metadata, associating the participants listed under “Unknown Manager” with their correct manager.
Can I automate changes to my Engagement org hierarchy?
Can I automate changes to my Engagement org hierarchy?
You cannot automate changes to an individual Engagement project’s participant hierarchy. However, you can automate updates to your employee directory, which allows you to have the most up-to-date info ready for future Engagement projects.
To learn more about automating employee directory changes, see Load Users into EX Directory.
To learn more about automating employee directory changes, see Load Users into EX Directory.
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