Employee relationships
Employee relationships are a systematic way of tying units together. Use the Units dropdown on the User details page to tie a user to a unit in Employee programs. The following are some common examples of employee relationships:
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Employee The employee role is given to all participants and is the visible role when a participant switches into the employee program suite. It follows the following format "Employee program name - Employee".
Manager The employee relationship is not accessible from the employee program relationships download, and the manager relationship is accessible/editable from the employee program relationship download.
Direct manager — Ciara is Dana’s manager, and Dana is Sonal’s manager. Sonal’s unit is tied to Dana’s unit and Dana’s unit to Ciara’s unit.
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Co-matrix — Danica is not Dana's direct report but dotted-lined reports to Dana.
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Proxy manager — If someone leaves the organization or is taking a leave of absence, a temporary manager steps in.
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Business partner — Randy is Sonal’s HR Business Partner.
Employee relationships and roles
In Employee programs, a user's actions and data access are determined by their roles, permissions, and capabilities.
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Permissions — The Manage Relationships permission/data view determines that what is in a user's account.
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Capabilities — Grants access to actions and areas of Medallia Experience Cloud.
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Roles — Sets of permissions defining user access and capabilities.
In the following example, Bank File Roles are the roles that the bank sends to Experience Cloud in the ARM file and Medallia End User Role is what end users see in Employee programs. The following table shows the Bank File Roles.
| Employee | Manager | Co-matrix Manager |
|---|---|---|
| Sonal | Dana | |
| Dana | Ciara | |
| Danica | Yinon | Dan |
Based on this file, Dana should have three relationships as Sonal’s direct manager, Ciara’s direct report, and Danica’s co-matrix manager. To achieve this in Employee programs, Direct manager and Co-matrix manager need to be created.
Dana has one Medallia End User Role (Manager) with three data permissions based on the file provided:
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Access to Sonal’s goals.
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Access to Danica’s goals.
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Ability to submit her own goals to Ciara for approval.
In this scenario, relationships are acting like a data view based on a set of rules defined for the program.
Creating relationships
Relationships are defined according to the following attributes:
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Name of the relationship — Required. Unique relationship name (per Program) that identifies the relationship. Examples include Direct Reports and Co-Matrix Reports. This name appears in reporting as a filter and should be user friendly.
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Unit data field relationship field name — Optional. Helps define and/or restrict the data for the relationship.Note: This field does not support multiple values. To add multiple Units to this field, comma-separated values in a string format would need to be processed.
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Role — Required. Bank File Roles that are sent to Experience Cloud. It defines which role should get access to the Unit data field data.
Use cases
Employee program
An HR Admin needs access to all employees in the Employee program. Medallia received the following file:
| Employee | Manager | Co-matrix Manager | Role |
|---|---|---|---|
| Sonal | Dana | ||
| Dana | Ciara | ||
| Danica | Yinon | Dana | |
| Ryan Rytter | Mary | HR Admin |
The following is the relationship upload to the Employee program:
| Name of the relationship* | UDF relationship field name | Role* |
|---|---|---|
| HR Admin | HR Admin |
In this case, Ryan gets access to all units that were enrolled in the Employee program. Ryan's data access needs to be all employees at the Company default data view level. The selection of role specifies which Role has meaning within the context of this program.
The data access of these role-based relationships is controlled using standard data views.
Enterprise employee program
A co-matrix manager needs access to all co-matrix reportees in the Enterprise employee program. Experience Cloud received the following file.
| Employee | Manager | Co-matrix manager | Role | Co-matrix manager UDF (u_comatrix_manager) |
|---|---|---|---|---|
| Sonal | Dana | |||
| Dana | Ciara | |||
| Danica | Yinon | Dana | ||
| Ryan Rytter | Mary | HR Admin | Dana Luther |
The following is the relationship upload to the Enterprise employee program.
| Name of the relationship* | UDF relationship field | Role* |
|---|---|---|
| Co-matrix | Co-matrix manager (u_comatrix_manager) | Co-matrix manager |
In this example, Dana gets access to both Sonal’s and Danica’s data in the Medallia End User Role (Manager) role.
Unit group-based relationships
Experience Cloud received the following file:
| Employee | Manager | Co-matrix manager | Role | Market UDF (u_market_lead) |
|---|---|---|---|---|
| Sonal | Dana | HR Admin | ||
| Dana | Ciara | John Smith | ||
| Danica | Yinon | Dana | John Smith | |
| John Smith | Jane Smith | Market Lead |
The following is the relationship upload to the Enterprise Employee program:
| Name of the relationship* | UDF relationship field name | Role* |
|---|---|---|
| Market lead | Market UDF (u_market_lead) | Market Lead |
In this example, John Smith gets access to both Dana and Danica’s data in the Medallia End User Role (Manager).
