2068705 - Participants - How to enable and add External Participants on 360 review forms - 360 Multi-Rater

• If your environment is configured with SSO and you have ULTRA, this is a mandatory configuration. This would mostly affect customers that have SSO in the past and recently upgraded the ULTRA.
• Companies configured with Single Sign-On (SSO) shall be able to include external participants in 360 Multi-Rater reviews the same way as companies without SSO configured.
• The external participant user experience shall be the same regardless of if they are participating in an evaluation for a company with SSO configured or not.
• External participants will bypass SSO credentials for customers that have SSO environments.

Changing Instructional Text

External Participants: If you're using external participants, you can now change the instruction text to wording that might make more sense to your company. For example, you can now change text to say: Select raters from outside the company. To replace the default text, go to Admin Center > Text Replacement and find this text: $(PERFORMANCE_360_PARTICIPANT_ADD_EXTERNAL_TITLE)(Outside the company). In the corresponding text field, type in your preferred wording. (MTR-1147). Note: This is only applicable to 360 v11 version.

Constraints/Limitations

1. There are no user roles for "external participants". External participants cannot get specific permissions in the form template or route map.
2. External participants are not supported in either the default raters or raters elements of the form template.
3. External participants will only be able to access the evaluation form from the deep link URL.
4. There is no explicit support for min/max number of external raters that can be included in a 360 Multi-Rater.
5. There will be no Quick find or user search for external users.
6. The pages accessed by the external participant from the email notification are not configurable (Cannot change text or wording on the pages).
7. The new external participant enhancement will only be available in ULTRA and not in v10. V10 will still have the existing external participant features.
   

1.1 User adds new external participant

A user sets the list of participants to be included on a 360 Multi-Rater. The form is configured to allow for external participants to be included. The user enters in a first name, last name, and email address of an external participant. The user adds that external participant and they are included as a participant in the 360 Multi-Rater process. The external participant is not treated any differently as a participant.

1.2 User adds existing external participant

A user sets the list of participants to be included on a 360 Multi-Rater. The form is configured to allow for external participants to be included. The user enters in a first name, last name, and email address of an external participant. The email address the user enters has already been used as an external participant in another 360 Multi-Rater process. This does not matter to the user and they get no notice of the fact. The external participant is added to the list of participants in the 360 Multi-Rater process. The external participant is not treated any differently as a participant.

1.3 User adds internal participant as external participant

A user sets the list of participants to be included on a 360 Multi-Rater. The form is configured to allow for external participants to be included. The user enters in a first name, last name, and email address of a participant. The email address the user enters belongs to a user who is an "internal" participant. The email address belongs to a user of the application. The system adds the participant but pulls the user information from the system instead of using the user entered data.

1.4 External participant declines to participate from email

An external participant receives an email notification telling them, they have been requested to provide feedback on a user. The external participant decides to not take part in the evaluation. They click on a URL link in the email and a webpage opens up. The user confirms that they do not wish to participate and the webpage validates their request. The user is then able to close the webpage.

1.5 External participant through SSO instance

An external participant receives an email notification telling them, they have been requested to provide feedback on a user. The user is in a company that is setup to use Single Sign-On (SSO) to access SuccessFactors. The external participant is able to click on a link from within the email notification and is taken directly to the evaluation form where they can provide their feedback.

1.6 External participant in multiple evaluations

An external participant receives multiple email notifications telling them, they have been requested to provide feedback on many different users. The external participant clicks on the URL to access the evaluation form for each user from each separate email notification. The external participant has no way to move between the different evaluation forms except for the "Send and Open Next" option from the submit form confirmation page.

Excluding External Participants in Reports

You now have the option to exclude External Participants from showing up in user reports like the Employee List View report.

1. Go to Admin > Dashboards/Reports > Filtering Options
2. Select the Enable ability to filter by External Users checkbox and clear the Include External Users in Report Results checkbox.
3. Be sure to save your changes.