Sending assessments and assessment templates to Spokes in bulk

This article demonstrates how to efficiently send an assessment or an assessment template from the Hub to multiple Spokes simultaneously, ensuring consistent and streamlined delivery to all intended recipients

Table of contents:

Preparing the assessment template

• Use Groups to pre-assign respondents at the spoke

Sending an assessment to multiple spokes

• Choosing the assessment template and due date
• Selecting the Spokes
• Managing the respondents
• Notification and Activity log

Sending an assessment template to multiple spokes

• Choosing the assessment template
• Selecting the Spokes
• Notifications and Activity Log

Preparing the assessment template

Create an assessment template at the hub (see this article for reference for creating a template) or add one of the many assessment templates available in our Content Library to your tenant.  

Use Groups to pre-assign respondents at the spoke

You can optimize the use of 6clicks Groups with assessment templates at both the hub and spoke levels and with assessment templates pushed or assessments sent from the hub as well as templates and assessments created within a spoke.  

A user group created at the hub can be added as a respondent to one or more questions in an assessment template at that level. When the assessment template is either pushed to the spoke(s) or an assessment from that template is sent to the spoke(s), the user group will be listed as a respondent.  

If the target spoke already has the user group created and populated, the assessment template pushed to the spoke will simply list the user group as a respondent in that template. If an assessment is sent to the spoke and the group has already been created and populated, the assessment questions will be assigned to the members of the spoke group.

If the group does not already exist, it will be created in the spoke.

 

Sending an assessment to multiple spokes

Choosing the assessment template and due date

Log in to your 6clicks Hub account and navigate to: 

1. Audits & Assessments 
2. Click Send assessment 
3. Template, select the assessment template which will serve to create the assessment you will send to your spoke(s)
4. Pick a Due Date 
5. Click Next

Selecting the Spokes

Here, you can see all the spokes to which you have access and where you can select the spokes to which you wish to send the assessment. Only the spokes you have been added to as an advisor will appear to you here.

1. Select the spokes to which you intend to send the assessment
2. Utilize filters such as Tags, Spoke group, or Last assessment date range
3. Indicates whether the assessment has been sent to any of these spokes before
4. Once you have selected the spokes, click Next

Managing the respondents 

The last stage is selecting or unselecting the Respondents and making any adjustments to the users who will be receiving assessment invites.  

1.  Spoke Name indicates which spokes are selected to receive the assessment template
2. Respondents will provide the total number of users who will receive the assessment by default. 
3. Provides a list of recipients for the highlighted spoke on the right panel
4. Choose to include or exclude specific users by checking or unchecking the boxes next to the respondent's name
5. If the desired recipient is not listed, or you want to add additional respondents, simply use the Add respondent feature to include them on the fly
6. Once you have made the necessary adjustments, click on Send assessment

When you are prompted to edit the Respondents, if one or more questions in your assessment template is assigned to a Hub group, you will see the following message: The template has user groups assigned to questions, and the assessment will be sent to their spoke users.

From this select respondents dialogue, you can see the members of the group used in the template (in this example, the Governance Committee group) that are members of that same group at the spoke who will be automatically assigned to the assessment and will have Allow Submit permissions by default. The members of the group listed within the template will already be preselected and cannot be removed at this level (group membership is administered in the tenant or spoke itself).  

If you wish to add additional respondents from the spoke to this assessment, you can do so by simply selecting them via this dialogue box.  You can also dynamically add a respondent to the assessment and they will be added as a respondent in the spoke. The individually assigned respondents will be assigned to all questions in the assessment and be given Allow Submit permissions by default. 

If you wish to adjust the permissions or the respondents at the target spoke, you will need to log in to that spoke and adjust the assessment accordingly.

Notifications and Activity log

After clicking Send assessment, you will get a pop-up confirming that your assessment is being sent and that you will get notified upon completion. Also, on the bottom right, you will see the name of the assessment that has been sent and the number of clients who will receive it. 

Once the assessment sending process is complete, you will be notified through the Notifications feature. To see more details click on Notifications bell and the relevant notification, which in this case, is the first one.

Click on the assessment template you used to send the assessment to your clients, and select the Activity log menu item.

The Activity log summarizes all assessment template details, including, under the Sent assessments section, clients who received the assessment, the assessment name and version, the date and sender, and the assessment status.

The assessment status not only shows whether an assessment is Published, Completed, or In Progress but also indicates when an assessment is being sent or has failed to send.

To view the specific status of the assessments, navigate to Sent Assessments and choose the status or statuses you wish to filter by from the dropdown options.  You can also choose to Log in and view assessment to connect directly to the assessment in that spoke.

 

Sending an assessment template to multiple spokes

If you wish to send an assessment template from your hub to one or more spokes so that it can be used to create future assessments in that client, you can send an assessment template to one or more spokes via the Template assessments interface in your hub.

Navigate to Audits & assessments

identify the assessment template you wish to share and click the vertical elipses that appears to the right when you are pointing to that template. Select Push to spoke.

The next dialogue box will show you the list of spokes to which you have access and to which you can send this assessment template. From this screen, you can utilize filters such as Tag, Spoke group, or Last assessment date range and select the spokes to which you intend to send the assessment and click Send.

The assessment template will be sent to the spoke(s) you selected above.  An Assessment can be created at a future date from this assessment template.

Notifications and Activity log

After clicking Push, you will get a pop-up confirming that your assessment template has been pushed and that you will get notified upon completion.

Click on the assessment template you used to send the assessment to your spokes and select the Activity log menu item.

The Activity log summarizes all assessment template details, including, under the Templates pushed section, spokes who received the assessment template, the assessment template version, the date and sender, and the assessment status.

To view the specific status of the assessment templates, navigate to Templates pushed and click on the Template Status filter to make your selection.  You can also choose to Log in and view the assessment template to connect directly to that template in that spoke.

 

Learn how to push other 6clicks or custom content to your spokes here.