An evaluation process is a reusable set of rules for site visit evaluations. Each team member role gets one rule, and that rule controls whether people in the role can evaluate any colleague, only colleagues in certain roles, every colleague except certain roles, or nobody. The process also sets the evaluation form team members complete and can include a confirmation email. This article explains how to create and edit a process, design its forms, and retire or delete one safely.
Prerequisites
- You need access to Accreditation Setup to manage evaluation processes, forms, and custom fields.
- At least one evaluation form must exist before you create a process, because every process needs a default form.
- Your account needs team member roles, because the rules table includes one row for each role.
You do not choose an evaluation process when you set up a Visit Type. Instead, you assign the evaluation process on each individual site visit.
What This Controls
- Which team member roles can evaluate which other roles on a visit, or evaluate nobody.
- Which form each role uses to submit an evaluation, including whether one role uses a different form from the process default.
- An optional confirmation email sent when an evaluator submits.
- The forms and custom fields available for evaluations across your account.
Where to Find It
Go to Setup › Evaluations › Processes to view every evaluation process in your account. From there, you can create a process or open an existing one to edit it.
Create or Edit an Evaluation Process
- Go to Setup › Evaluations › Processes.
- Create a new process, or open an existing one to edit it.
- Choose the process's default evaluation form.
- For each team member role, choose whether members in that role can evaluate any colleague, only colleagues in certain roles, every colleague except those in certain roles, or nobody.
- Optionally, give one role its own evaluation form instead of the process default.
- Optionally, switch on a confirmation email and write it.
- Save the process.
The rules table includes one row for each team member role in your account, and the rows follow the same order as your role list. You cannot reorder the rules from this page. When a member has more than one role on a visit, Rhythm uses the first matching rule in that row order to decide whom they can evaluate.
| Rule for a role | What it does |
|---|---|
| Any team member | Members in this role can evaluate any colleague on the visit |
| Only specific roles | Members in this role can evaluate only colleagues who hold the roles you name; you must name at least one role |
| All roles except specified | Members in this role can evaluate every colleague except colleagues who hold the roles you name; you must name at least one role |
| Disabled | Members in this role cannot evaluate anyone through that role |
Members are never offered themselves as someone to evaluate, regardless of which rule applies.
Give One Role Its Own Form
By default, every role uses the process's default form. If you choose a different form for a role, evaluators who hold that role use the role-specific form. The form does not change based on the role of the colleague being evaluated. If you clear the form chosen for the role, that role uses the process default again.
Write and Preview a Confirmation Email
Switch on the confirmation email, then write it using the merge fields available in the editor. Rhythm sends this email only when an evaluator submits their own evaluation through the normal submission flow. Corrections and evaluations entered by staff on someone's behalf do not send the email.
Before you switch on the email, use Preview to build a version from an existing evaluation and send it to any address you choose. This shows you exactly what an evaluator would receive. Preview needs an existing evaluation to build the email, so it is unavailable until you select one; you cannot preview the email against a blank or hypothetical evaluation.
Design Evaluation Forms and Custom Fields
Evaluation forms are Rhythm web forms, and you build them the same way you build any other form in your account. See Web Forms for the general form designer. Accreditation adds three evaluation-specific components you can place on a form: a score component, a review component, and a colleague-name component. A form without the score component does not collect a score or a recommendation. Rhythm automatically adds some default evaluation questions to the form, and you cannot edit or remove them through this form configuration.
You can also add your own fields to evaluations. See Custom Fields for how custom fields work generally.
Warning
You can define a file field on an evaluation form, but Rhythm does not process uploads to that field. Do not rely on a file field to collect an attachment from an evaluation.
Warning
These evaluation forms and custom fields are specific to evaluations. Rhythm does not currently offer a way to add forms directly to accreditation applications or to site visits themselves.
Edit, Retire, or Delete a Process
When you edit a saved process, your changes immediately affect every visit that already uses it. Rhythm does not keep versions of the process or warn you that visits are using it. If you delete a role itself, that role's rule row is removed from the rules table the next time the process is saved.
Mark a process inactive when you want to stop staff from choosing it for new visits without affecting visits that already use it. You can delete a process only when no evaluation, evaluation type, or visit still names it. If the delete is refused, find and remove those references first.
Warning
Deleting an evaluation form is refused while an evaluation process still uses it. If you want to delete a form, first point every process that uses it at a different form.
Permissions
You need access to Accreditation Setup to manage evaluation processes, evaluation forms, and evaluation custom fields.
Validation and Errors
| Situation | What happens |
|---|---|
| No default form is chosen for a new process | The process cannot be saved |
| An "only specific roles" or "all except" rule names no role | The save is refused |
| A process's default or role form is not an evaluation form | The save is refused |
| An evaluation, evaluation type, or visit still names a process you're deleting | The delete is refused |
| An evaluation process still uses a form you're deleting | The delete is refused |