Supervisors, Collaborators, Groups – FolioCollaborative

myFolio Roles

Let's start with some definitions of myFolio roles:

Assigning Supervisors

To reach the Supervisor Assignment page, click Manage then Supervisor Assignment.

The Supervisor Assignment page allows you to:

add new supervisors and assign their direct reports
add/remove employees as direct reports to existing supervisors
remove or reassign supervisors

Note: Users may only have one direct supervisor assignment in Folio. Supervisors are responsible for overseeing the completion of their direct reports’ milestones among other tasks in Folio.

Adding a New Supervisor

In Folio, click Manage, then Supervisor Assignment
Click the New Supervisor button.
Type the new Supervisor’s name or use the search feature to find and select the new Supervisor’s name from the drop-down list.
Click one or more employees from the faculty and staff window on the right to assign direct reports to this Supervisor.
A checkmark will appear to indicate the employee is a direct report.
To remove an employee as a direct report, click their name.
Click the drop-down arrow to filter for unassigned employees or search by name to find them.
Click Save Supervisor to create the new Supervisor.

Changing an existing Supervisor

Use these steps when you want to change the supervisor, but keep all or most of the existing direct reports.
In Folio, click Manage, then Supervisor Assignment
Click the name of the existing Supervisor.
Delete the name of the existing Supervisor and type the name of the new Supervisor. You can also click the “View All Employees” and select a name from the list.
Click “Save Supervisor” to save your changes.

Adding/Removing an Employee as a Direct Report

Use these steps when you want to change the direct reports, of an existing Supervisor
In Folio, click Manage, then Supervisor Assignment
Click the name of the existing Supervisor.
Click an employee from the faculty and staff window on the right to assign direct reports to this Supervisor
A checkmark will appear to indicate the employee is a direct report.
To remove an employee as a direct report, click their name.
Click the drop-down arrow to filter for unassigned employees or search by name to find them.
Click Save Supervisor to save your changes.

Assigning Collaborators

Collaborations in Folio are designed to increase collaboration while still limiting visibility. Collaborators may be granted the authority to publish any of the Note Types. They can also view an employee's Profile and Goals. However, they cannot see any Notes between the employee and their supervisors. They also cannot see the employee’s Surveys, Resources, Projects, or Teaching Assignments.

Folio allows you to assign your direct reports or those you have been assigned as a Group Viewer the authority to collaborate with other colleagues. This authority will give your employees access to Publish any of the Note Types that you have selected. They will be able to view and comment on only those Notes that they have published. To assign Collaboration, follow the steps below:

To access the Collaborations page, click on “Manage”, then on “Collaborations.”

Groups and Group Viewers

Group Builder

Group Builder allows you to add new groups and manage the faculty and staff members assigned to new or existing groups. Groups allow people with the role of Group Viewer to view the profile, notes, and survey data for employees who are not their direct reports. Group membership is indicated on the user’s Profile page and supervisor Roll Call pages.

Note: Users may belong to multiple groups and compare their survey data with any group data for which they are a Group Member.

Create a New Group

In Folio, click Manage, then Group Builder.
On the Group Builder page, click the + New Group button.
Type a name for the new Group.
Click the drop-down arrow to select the larger group to which your new group belongs, if necessary. (This allows you to create a hierarchical Group structure, similar to Supervisor Assignment.)
Click an employee from the Faculty/Staff window on the right to add them to your new group (A checkmark will appear. Click the employee again to deselect).
Click the drop-down to filter by groups or search by name to find them.
To save the new Group, click Save Group.

Add/remove Members to/from an existing Group

Click the name of the Group to be edited.
Click an employee from the Faculty/Staff window on the right to add them to the existing group.
A checkmark will appear to indicate the employee is a group member.
To remove an employee from the Group, click the employee again to uncheck the Group Member.)
You can click the drop-down to filter by groups or search by name to find employees.
To save the changes to the Group, click Save Group.

Assigning Group Viewers

Group Viewers

Assigning Group Viewers allows you to grant profile, notes, and Survey visibility to Folio users who fall outside of a Direct Report’s supervisory chain. For example:

A Middle School technology coordinator is also a history teacher and a swim coach.

The Middle School Head will have visibility as part of the Supervisor Assignment.

The Head of the Athletics Dept. and the Director of Technology are granted visibility to this user’s profile and feedback through being assigned as Group Viewers. Visibility of profile, notes, etc. is indicated Visibility Widget on Dashboard and in the School Directory.

Groups can have more than one Group Viewer.

Note: Create Groups and add users to groups using the Group Builder before you assign Group Viewers.

Assign/Remove a Group Viewer:

In Folio, click Manage, then Group Viewers.
From the Group Viewer page, click the group on the left-hand side to assign/remove a Group Viewer.
Once the pop-up is displayed, click a Viewer from the window on the right to assign to your group (A checkmark will appear. Click the Viewer again to deselect).
You may assign one or more Viewers to a Group
Click "Save Viewers" when complete

Which role should I choose?