Managing communication rounds

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Communication rounds are available under Workbench> Pay Transparency > Communication Rounds. Access to Workbench depends on your role within the platform. This feature is available for users with the Compensation Admin professional role.

There are five statuses for communication rounds:

• Draft: A communication round in this status has not yet been published. In this state, a user with the Comp Admin professional role can fully edit the communication round (in Workbench > Pay Transparency > Communication Rounds), change any configuration input, and publish it to make it Open. Neither HRBPs nor Communication Managers can see the communication round as it is not visible in their list of communication rounds.

• Open: After being published, a communication round enters the Open status. This stage is primarily for users with the HRBP professional role to check and review communication manager mappings with workers and the documents attached to them. A Compensation Admin can still edit the communication round (in Workbench > Pay Transparency > Communication Rounds), modify any configuration input, and change the round's status to Draft, In progress, Closed, or Archived. HRBPs have read-only access to the communication round and can read documents. The communication round remains not visible to Communication Managers in their list of communication rounds.

• In progress: In this status, the communication round becomes available to Communication Managers in addition to HRBPs. This status involves a three-step workflow, which defaults to step 1 (HRBP review). HRBPs can now move records/documents to the next workflow step. A Compensation Admin retains full editing capabilities (in Workbench > Pay Transparency > Communication Rounds), can modify configuration inputs, and can change the communication round's status to Draft, Open, Closed, or Archived. HRBPs have access to the communication round and can read documents. All documents are visible at workflow step 1 (HRBP review). HRBPs can also change the workflow step of the documents. For Communication Managers, the communication round is visible in their list of communication rounds, and the list of visible records will depend on the individual workflow step and status.

• Closed: When a communication round enters the Closed status, it becomes read-only for both HRBPs and Communication Managers. A Compensation Admin can edit the communication round (in Workbench > Pay Transparency > Communication Rounds), modify any configuration input, and change the round's status to Draft, Open, In progress, or Archived. HRBPs have read-only access to the communication round and can read documents. Communication Managers also have read-only access to the communication round, but their ability to view documents is limited — they can only preview or download documents that are at workflow step 3 (Document review).

• Archived: A communication round in the Archived status is not visible by default in the list of communication rounds. Users must enable a toggle to display archived rounds in the list. A Compensation Admin retains full editing capabilities (in Workbench > Pay Transparency > Communication Rounds) and can change the communication round's status to Draft, Open, In progress, or Closed. HRBPs have read-only access to the communication round and can read documents. Similarly, Communication Managers have read-only access and can only preview or download documents that are at workflow step 3 (Document review).

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To manage an existing communication round, you must be an owner of this round. Otherwise, you will be able to see the round in the list, but you will not be able to manage it. If you need to edit a round but you are not an owner, contact the owner of the communication round.

Editing a communication round

The system enables users with the Compensation Admin professional role to make changes to the communication rounds.

To edit a communication round, proceed as follows:

1. In the list of communication rounds, locate the round that you want to edit.

2. Click the three-dot icon located at the far right of the row corresponding to the round in the list. Select Edit from the action menu. Alternatively, click the name of the round in the row. The round is opened at step 1 of the form: Round details, as shown below:

   

   Edit communication round page

3. Change the basic parameters of the round, such as its name, code, status, description, start and end dates related to round visibility, and owners. You can also include summary documents for communication managers.

4. Click Next. You are redirected to step 2 of the form: Hierarchy.

5. Define the hierarchy using the drop-down list to drive round access. Choose the Line Manager, Matrix Manager, Communication Manager, or Compensation Manager. You may additionally select a secondary hierarchy from the second drop-down list. Also, a hierarchy preview is available.

6. Click Next to proceed to step 3 of the form: Workflow.

7. Check the Enable workflow steps box to enable the communication round workflow. When the workflow is not enabled, the communication round then behaves as follows:

   • The HRBP review and the Hierarchy validation workflow steps are both automatically disabled.

   • Newly imported documents within the communication round are automatically released to the workers' Documents page in their Passport.

   • The Workflow step column is not visible in Planner > Documents.

   • The Workflow step filter is not visible in Planner > Documents.

   • The Change workflow step button is not available in Planner > Documents.

   If you enable the workflow, the HRBP review, Hierarchy validation, and Document review steps are automatically added to your communication round. You have the possibility to disable the HRBP review and/or Hierarchy validation steps. In this case, the communication round behaves as follows:

   If both workflow steps are disabled (i.e., you keep only the Document review step):

   • Newly imported documents within the communication round are placed at the Document review step and their release status is set to Not released.

   • In case of a document override (re-import of documents, for instance because of errors in the documents), the new documents are placed at the Document review step and their release status is set to Not released.

   • If previous versions of the documents were released to workers' documents, the override will remove the documents from their Documents page.

   • The Workflow step filter is visible in Planner > Documents, and has only two options to select: Document review and None.

   • The Change workflow step button is not available in Planner > Documents.

   If one of workflow steps (HRBP review or Hierarchy validation) is enabled:

   • New imported documents within the communication round are placed at the first enabled workflow step and their release status is set to Not released.

   • In case of a document override, the new documents are placed at the first enabled workflow step and their release status is set to Not released.

   • If previous versions of the documents were released to workers' documents, the override will remove the documents from their Documents page.

   • In the Workflow step filter in Planner > Documents, it is only possible to select the previously enabled workflow step or None.

   • The Change workflow step button is available in Planner > Documents but only allows to change the workflow to one of the enabled steps.

8. Click Next and then Publish in the communication round configuration wizard to publish the round.

9. At a later time, you can also go to step 4 of the form, Import PDF documents, to share documents with selected populations. To save your changes made in this step, click Update in the communication round configuration wizard.

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For the full description of all the steps of the communication round form, refer to Creating a communication round.