Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/CoachingReports/AdvancedCoachingReports.htm ## Advanced Coaching Reports Advanced Coaching Reports are a type of survey that allow managers to communicate with employees regarding their performance, for example, what they need to improve, what they are doing well, and how to interact with accounts. Advanced Coaching Reports allow survey designers to easily create new coaching report templates and change coaching report questions without involving admins. These customizable reports allow you to: * Track Key Performance Indicators (KPIs) - Monitor and evaluate employee performance against specific metrics * Identify Strengths and Weaknesses - Pinpoint areas where employees excel and areas that require improvement * Provide Actionable Feedback - Offer clear and actionable recommendations to help employees enhance their skills and knowledge * Adapt to Evolving Business Needs - Quickly create and modify coaching report templates to align with changing business priorities and regional requirements **Who can use this feature?** * Employees - Browser, iPad * [Using Advanced Coaching Reports](#Employees) * Managers - Browser, iPad * [Using Advanced Coaching Reports](#Manager) + [Recalling a Coaching Report](#Recallin) + [Copying a Coaching Report](#Copying) * Survey Designers - Browser * [Using Advanced Coaching Reports](#Survey) * Users do not require an additional license [![Closed](../../../Skins/Default/Stylesheets/Images/transparent.gif)Users and Roles](#) There are three types of users for Advanced Coaching Reports: * Survey Designers - Create and publish advanced coaching report surveys * Managers - Initiate and complete advanced coaching reports, send advanced coaching reports to employees for review * Employees - Complete advanced coaching reports after reviewing and commenting ### Configuring Advanced Coaching Reports for [![Closed](../../../Skins/Default/Stylesheets/Images/transparent.gif)Survey Designers](#) To configure this feature: 1. Navigate to **Admin > Users & Groups > Permission Sets**. 2. Select the appropriate permission set. 3. Select **Objects**. 4. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | application\_role\_\_v | R | application\_role\_\_v | All Fields | Read | | product\_\_v | R | product\_\_v | All Fields | Read | | question\_\_v | CRED | All | All Fields | Edit | | question\_response\_\_v | CRED | crm\_coaching\_\_v | All Fields | Edit | | survey\_\_v | CRED | coaching\_report\_\_v | All except mobile\_id\_\_v Granting permission to mobile\_id\_\_v may result in sync errors. | Edit | | survey\_question\_\_v | CRED | All | All Fields | Edit | | survey\_target\_\_v | CRED | coaching\_report\_\_v | All Fields | Edit | | user\_\_sys | R | n/a | share\_team\_\_v | Read | 5. Grant view permission to the **answer\_choice\_\_v** object control on the question\_\_v object. 6. Grant execute permission to the following actions on the survey\_\_v object: * publish\_\_v * unlock\_\_v * calculate\_sharing\_\_v 7. Grant view permission to the following object controls on the survey\_\_v object: * questions\_section\_\_v * advanced\_share\_team\_section\_\_v 8. Grant execute permission to the **copy\_\_v** action on the survey\_target\_\_v object if designers can create new coaching reports from existing ones. 9. Grant view permission to the **survey\_target\_questions\_section\_\_v** object control on the survey\_\_target\_\_v object. 10. Navigate to **Admin > Configuration > Objects**. 11. Select **survey\_\_v**. 12. Select **Layouts**. 13. Ensure the **advanced\_share\_team\_section\_\_v** app section is added to the appropriate Coaching Report layout. 14. Navigate to **Admin > Configuration > Tabs**. 15. Add a tab for the **survey\_\_v** object. 16. Add a tab for the **coaching\_report\_\_v** object. 17. Navigate to **Admin > Users & Groups> Permission Sets**. 18. Select the appropriate permission set. 19. Select **Tabs**. 20. Grant view permission to **survey\_\_v** and **coaching\_report\_\_v** tabs 21. Select **Pages**. 22. Grant view permission to the **Add Coaching Report** and **Coaching Reports** pages. [![Closed](../../../Skins/Default/Stylesheets/Images/transparent.gif)Managers](#) To configure this feature: 1. Navigate to **Admin > Users & Groups > Permission Sets**. 2. Select the appropriate permission set. 3. Select **Objects**. 4. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | question\_response\_\_v | CRED | crm\_coaching\_\_v | All Fields | Edit | | survey\_\_v | R (Add Create if manager can create new coaching reports from existing ones.) | coaching\_report\_\_v | All except mobile\_id\_\_v Granting permission to mobile\_id\_\_v may result in sync errors. | Read | | survey\_question\_\_v | R | All | All Fields | Read | | survey\_target\_\_v | CRED | coaching\_report\_\_v | All Fields | Edit | 5. Enable the following VMOCs for the appropriate mobile devices: * question\_response\_\_v * survey\_\_v * survey\_target\_\_v * survey\_question\_\_v 6. Ensure the following WHERE clause is added to the survey\_target\_\_v VMOC: WHERE ownerid\_\_v = @@USER\_ID@@ OR coach\_\_v = @@USER\_ID@@ AND survey\_target\_status\_\_v != 'development\_\_v' AND start\_date\_\_v <= TODAY 7. Enable Enhanced Sync for the following VMOCs: * survey\_\_v - Ensures that if any Coaching Report survey visibility settings change, or the record changes between the Published and Development states, the records are added or removed from the device appropriately * survey\_target\_\_v - Required if using the Recall feature. This ensures that when ownership changes to the survey\_target\_\_v, the record is removed from the device. 8. Enable the **Enhanced Coaching Mode** Veeva Setting for the appropriate users with a value of 1. 9. Create a copy of the **ENHNCD\_COACHING\_COLS** Veeva Message and edit it to list the Coaching Report columns to display in the tab. For example, employee\_\_v,coach\_\_v,review\_date\_\_v. 10. Grant view permission to the **advanced\_coaching\_reports\_tab\_\_v** tab. 11. Grant view permission to the **survey\_target\_questions\_section\_\_v** object control on the survey\_\_target\_\_v object. 12. Grant execute permission to the following actions on the survey\_target\_\_v object: * Send to Employee * Save * Complete * Recall (optional) 13. Grant execute permission to the **Copy** action on the survey\_target\_\_v object if managers can create new coaching reports from existing ones. 14. Grant view permission to the **advanced\_coaching\_reports\_page\_\_v** and **add\_coaching\_report\_page\_\_v** pages. [![Closed](../../../Skins/Default/Stylesheets/Images/transparent.gif)Employees](#) To configure this feature: 1. Navigate to **Admin > Users & Groups > Permission Sets**. 2. Select the appropriate permission set. 3. Select **Objects**. 4. Grant the following permissions: | Object | Object Permission | Object Types | Fields | Field Permission | | --- | --- | --- | --- | --- | | question\_response\_\_v | R | crm\_coaching\_\_v | All Fields | Read | | survey\_question\_\_v | R | All appropriate object types | All Fields | Read | | survey\_target\_\_v | RE | coaching\_report\_\_v | All Fields | Read | | * completed\_datetime\_\_v * ownerid\_\_v * report\_status\_\_v | Edit | | survey\_\_v | R | coaching\_report\_\_v | All except mobile\_id\_\_v Granting permission to mobile\_id\_\_v may result in sync errors. | Read | 5. Grant view permission to the **survey\_target\_questions\_section\_\_v** object control on the survey\_\_target\_\_v object. 6. Grant execute permission to the **Complete** action on the survey\_target\_\_v object. 7. Grant view permission to the **advanced\_coaching\_reports\_tab\_\_v** tab. 8. Grant view permission to the **advanced\_coaching\_reports\_page\_\_v** page. 9. Grant view permission to the **survey\_target\_\_v** page. 10. Enable the following VMOCs for the appropriate mobile devices: * question\_response\_\_v * survey\_\_v * survey\_target\_\_v 11. Ensure the following WHERE clause is added to the survey\_target\_\_v VMOC: WHERE ownerid\_\_v = @@USER\_ID@@ OR coach\_\_v = @@USER\_ID@@ AND survey\_target\_status\_\_v != 'development\_\_v' AND start\_date\_\_v <= TODAY 12. Enable Enhanced Sync for the following VMOCs: 13. survey\_\_v - Ensures that if any Coaching Report survey visibility settings change, or the record changes between the Published and Development states, the records are added or removed from the device appropriately 14. survey\_target\_\_v - Required if using the Recall feature. This ensures that when ownership changes to the survey\_target\_\_v, the record is removed from the device. ### Using Advanced Coaching Reports as [![Closed](../../../Skins/Default/Stylesheets/Images/transparent.gif)Survey Designers](#) Survey Designers can create a coaching report using the Surveys tab or by data loading using [Vault Loader](../Surveys/Creating/DataLoadingSurveys.htm). Segments and results calculations are not supported for Coaching Report surveys. To create a coaching report using the Surveys tab: 1. Select the **Surveys** tab. 2. Select **Create**. 3. Select **Coaching Report** for Survey Type. 4. Select **Continue**. 5. Enter a name in the Survey Name field. 6. Select a value for the Start Date and End Date fields. 7. Select a value for the Language field. 8. Select values for Advanced Sharing fields to specify the criteria for assigning managers access to the coaching report: When more than one criteria is specified, the manager must meet all the criteria in order to view the coaching report. * territories\_\_v - Users aligned to any of the selected territories or child territories of the selected territories. This condition is required. * product\_\_v - Users assigned to the selected product via My Setup * detail\_group\_\_v - Users assigned to the selected detail group via My Setup * application\_profile\_\_v - Users with a selected Profile Name * share\_team\_\_v - Users who have selected a Sharing Team 9. Select **Save**. 10. Select the **Calculate Sharing** action to preview and assign the users matching the criteria defined in the Advanced Sharing section to the survey. Once the coaching report is created, survey designers can add [survey questions](../Surveys/Creating/CreatingaSurvey.htm#Survey_Questions) then publish the report. If you make the Survey Target object private, set up a [security tree](https://platform.veevavault.help/en/lr/828859/). Otherwise, managers lose access to records they send to employees. Publishing a coaching report makes it available for managers. To publish a coaching report, survey designers select the Publish action on a coaching report record. Coaching report publishing is completed through [Vault Jobs](https://platform.veevavault.help/en/lr/24762/). The coaching report is locked and editing is restricted to the survey and survey questions. When publishing is complete, the survey designer who published the coaching report receives an email notification. Content designers can create a Coaching Report survey target by copying an existing coaching report survey target. When a Coaching Report is copied, the ownerid\_\_v becomes the ID of the current user and the survey\_status\_\_v changes to development\_\_v. [![Closed](../../../Skins/Default/Stylesheets/Images/transparent.gif)Managers](#) Once coaching reports are published and synced to the mobile device, they are available to managers to execute. To execute a coaching report: 1. Select the **Coaching Reports** tab. ![](../../Resources/Images/CoachingReports/Coaching Reports Tab (Manager).png) 2. Select **New Coaching Report**. 3. Select the employee name to send the report to. 4. Complete the coaching report questions. 5. Select **Save**. 6. Select **Send** to send the report to the employee for review. Once sent, the Coaching Report cannot be edited by the manager. #### Recalling a Coaching Report Managers can recall a coaching report if the Recall action is available and the report\_status\_\_v field has a value of under\_employee\_review\_\_v. Recalling a coaching report reassigns it from the employee and moves it to the recalled status. The manager cannot make changes to the coaching report. #### Copying a Coaching Report Browser only. Managers can carry feedback forward from a previous coaching report to a new coaching report by copying a Coaching Report survey target. When a Coaching Report survey target is copied, the question response records are also copied. This allows managers to easily reference the feedback and review they submitted for an employee the last time. Managers can create a coaching report by copying an existing coaching report if the following conditions are met: * The copy\_\_v action is added to the coaching\_report\_\_v object type on the survey\_\_v object * The manager has execute permission to the copy\_\_v action * The survey\_status\_\_v of the underlying coaching report template is Published * Today’s date is before the end\_date\_\_v * The coaching report survey\_target\_\_v is in the completed\_\_v or recalled\_\_v report\_status\_\_v When a coaching report is copied, the OwnerId becomes the ID of the current user (the manager), and all of the data from the original report is copied except for the following fields: * sent\_to\_employee\_datetime\_\_v * recalled\_datetime\_\_v * completed\_datetime\_\_v * review\_date\_\_v * report\_status\_\_v In addition to the survey\_target\_\_v, the associated question\_response\_\_v records are also copied. [![Closed](../../../Skins/Default/Stylesheets/Images/transparent.gif)Employees](#) Employees are alerted when a Coaching Report survey target is assigned to them for completion via an icon on the Coaching Report tab (iPad). Online, an icon displays next to each coaching report that needs action. ![](../../Resources/Images/CoachingReports/Coaching Reports Tab (Rep) - No New Button.png) Employees are not able to edit the coaching report fields or question responses. Employees can add comments if [Employee Commenting on Advanced Coaching Reports](EmployeeCommenting.htm) is configured. Employees acknowledge the receipt and understanding of the report by selecting Complete. ![](../../Resources/Images/CoachingReports/Employee Reviewing Coaching Survey.png) When a coaching report is completed, the status of the coaching report changes to Completed. ### Related Topics [Surveys Overview](../Surveys/SurveysOverview.htm) [Coaching Reports Overview](CoachingReportsOverview.htm) [Classic Coaching Reports](Coaching_Reports.htm)