Employee Evaluation: Skybow modern forms and power automate: Reality Check

Raoul_Dobal_PMG

• Created December 29, 2023 07:32

We want to digitize our employee assessment. In essence from a technical pespective it could come down to a form where you have dropdowns and comment fields and a  multistage approval process. The easy way would be to do this with word files but, meh, data stored in word is not really usable and dynamically creating Word files out of SharePoint lists seems unnecessary.

The only tricky bit is the security. Ideally the lists(s) are stored on the HR Site, This site has of course a very limited group of people who can access it. It is not meant as a self-service access site. Now I am mulling over the idea of through a flow

• grant a specific, non HR-Team, employee access to "their" entry in the SharePoint List, sending out a link and letting them do their commenting and rating
• After submitting, a flow revokes access and then grants it to their manager for instance.
• After that feedback is gathered, the flow revokes this specific access again and the process is done.

Since I might use dependent lists for assigned projects and job descriptions, I might have to expand the permission game to those dependend list entries.

Any thoughs, pitfalls, experiences?

 

 

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  Kilgore ServiceAccount

  • December 29, 2023 17:58

  Great question! I am currently thinking and working through a very similar scenario, which is all HR based.

  I look forward to any ideas / information that gets shared!

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  Christof

  • January 09, 2024 16:35

  Sounds like the right approach for your case storing the data in the lists and not inside documents and as well the flow description sounds legit to me...
  I would as well try to set the permission and send out the emails at the right time in the flow. Best is to define your own status values and perform actions on the form buttons or triggered on status change by Triggered Actions. I.e. for setting the permission: Set single item permissions using skybow Triggered Actions

  For sure you have to make sure the required information (i.e. list entries) are accessible for the executing user during the whole process. If there is a temporary access needed you could consider setting the permission on these related list entries by the same approach as above.

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  Raoul_Dobal_PMG

  • January 16, 2024 10:39

  We have implemented it now with flows and had no problem with it. We will have a look, however with the triggered actions but I wanted to keep in this iteration the workflow management separate from the skybow solution. The status we controlled also through the flows. Lets see how our users like it - thats the final test.

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