Survey Creation

1. From the Survey dashboard, click Create new survey.

2. Choose one of the available options:

   • New survey

   • Duplicate an existing survey

   • New version from existing survey.

     Note

     When creating a new version of a respondent survey, all previous respondents are included by default. Uncheck Include current respondents to assign new respondents to the new survey version.

     When creating a new version of an organization survey, all previous organizations are included by default. Uncheck Include current locations to assign new locations to the new survey version.

3. Complete the form noting the following:

   1. When duplicating an existing survey, choose the survey from the drop down.

   2. Individual creating the survey and any additional owners

   3. Choose the Survey type

      • Respondent survey

      • Organization survey

      Note

      Respondent surveys assess information about individuals. Organization surveys assess information about facilities. Once the survey is created, the survey type cannot be changed. When duplicating a survey, the survey type is populated and cannot be edited.

   4. Choose Question behavior

      • Skip logic

      • Conditional branching

      Note

      Use skip logic if respondents must answer questions in order. Specific responses can cause respondents to skip questions. Choose conditional branching to allow respondents to answer questions in any order. Once question behavior is selected and the survey is created, question behavior cannot be changed.

   5. Survey name

   6. Survey version name which typically includes a specific time frame. The version name must be unique.

   7. Description of the survey

   8. Enable survey access code

4. Click Create.

   The survey is added to your survey dashboard, and you'll be redirected to the survey Details tab.

Complete the necessary fields. If you created a new survey version from an existing survey, some of your details and settings import.

1. Fill in the general properties.

   1. Due date - Mandatory field indicating the proposed deadline for survey submissions. Responses are still accepted after this date.

   2. End date - Optional field indicating the survey closes. Responses are no longer accepted. The survey moves to in-review automatically on this date.

2. Set the survey link type.

   Note

   Survey links cannot be edited or customized.

   1. Disabled - Survey is sent to a defined list of respondents or locations.

      Note

      Survey link type must be set to disabled for organization based surveys.

   2. Anonymous - Survey owners publish a link in an accessible location. A respondent tab is not associated with the survey.

   3. Self-register - Survey owners publish a link in an accessible location. Respondents use the link to register for the survey. A respondent tab is associated with the survey.

3. Set deployment properties. Select this option to allow respondents to pre-populate responses from a prior survey version.

4. Set verify responses. Select this option to require respondents to verify pre-populated responses from a prior survey version.

   Note

   The Verify Responses check box is only enabled when the Deployment Properties have been set to allow respondents to pre-populate responses from a prior survey version.

5. Set notification settings. Select this option to send a confirmation email to respondents upon survey completion. Users can also be configured to receive notifications regarding submitted and edited surveys.

   1. To notify users when there are new survey submissions, enter the user name(s) in the provided field.

   2. To notify specific users when edited surveys are submitted, enter their names in the provided field. These users will receive an email containing audit history-but only for edits made by others, not for edits to their own submissions.

   Note

   Notification settings are not required when filling out details but must be configured before deploying the survey.

6. Set survey behavior. Select this option if respondents will be allowed to edit submitted responses.

7. Select an email template.

   Note

   To deploy a survey to identified respondents, you must select an email template. Surveys come with a default email template, but Global Admins can create and save their own email templates. Navigate to: Manage Templates > Notification Templates, click Add New Email Template, select Survey from the Associate to Item Template and the un-labeled drop downs, then complete the form.

8. Enter survey instructions and messages in the provided fields. Create the text and formatting using the tools within Survey Management.

   Warning!

   Instructions and messages created, copied, and pasted from an outside application could lose formatting within Survey Management.

   1. Instructions message - general instructions for respondents.

   2. Conclusion message - message displayed when respondent submits the survey.

9. Click Save details.

Survey owners have multiple question types to choose from when creating surveys.

Text

Choose text questions when respondents need to respond with individualized answers. Survey owners can choose between a single line or multiple line answer fields.

• Single line text

• Multiple line text

Multiple choice

When creating surveys, several multiple choice formats are available.

• Dropdown - Choose dropdown when respondents need to select one answer from a list. If the question has 5 or more short answers, a dropdown is a good answer option. Answer templates are available but custom answers can be created by adding an answer in each field. Follow up conditions and skip logic can be applied to dropdown responses.

• Autocomplete Create autocomplete questions to help respondents quickly fill in answers. Respondents start typing an answer into a field and matching options appear on the screen. The matching answer options are added when creating the question. Examples of autocomplete responses requesting a state or facility. When creating autocomplete answers, survey owners add the complete list of answer options in the provided field. There must be a hard return between each possible answer choice.

  Note

  When creating the answer choices, survey owners can select Allow custom answer. Giving this option to respondents can help alleviate frustration if an entered response does not match an answer in the list.

• Radio button - Choose radio buttons when respondents must pick one choice from a short list of answers. Typically, a question with radio buttons has less than 5 short answers. Survey owners can choose from predefined answer templates or create custom responses. Follow up conditions and skip logic can be applied to radio button responses.

• Checkbox - Create checkbox questions to give respondents with the ability to select more than one answer from the list. Survey owners can choose from predefined answer templates or create custom answer choices on individual rows.

• Multi-factor - Create multi-factor questions when respondents need to provide ratings or comparisons. Examples of multi-factor questions might include ratings for attributes such as cleanliness, comfort, or communication. Survey owners can add multiple factors using the Add button. Once the factors have been added, one answer template is selected and applied to all factors.

1. In the Questions tab, click Create new question.

2. In the Create question modal:

   1. In Step 1, complete the form, then click Next.

   2. In Step 2, select from the answer format options then click Next.

      Note

      Survey questions are required by default. Uncheck Respondent must answer question if a respondent can submit the survey without answering the question.

      Once a survey has been created and questions have been added, survey owners can use the Make all questions required toggle at the top of the Questions tab to set the same question requirement for every question within the survey. Users can also set the question requirement for each individual question in the grid by using the Make all question required toggle beside each question in the grid

      The Make all questions required global toggle does not apply to questions with skip logic. Specific instructions to edit mandatory questions can be found in the Skip Logic section.

   3. When multiple choice is selected, define answers in step 3, then click Next.

      1. Dropdown -Choose answer template and complete the form. If custom is selected, click Add answer choice and use the form to create all answer choices for the question. Conditions and logic can be applied to dropdown answers.

      2. Autocomplete - Create the list answer choices with a hard return between each choice and click Allow custom answer if respondents can submit an answer not included in the defined list.

      3. Radio button -Choose answer template and complete the form. If custom is selected, click Add answer choice and use the form to create all answer choices for the question. Conditions and logic can be applied to radio button answers.

      4. Checkbox -Choose answer template and complete the form. If custom is selected, click Add answer choice and use the form to create all answer choices for the question.

      5. Multi-factor - Type the attribute to be measured in the Factor field, and click Add to add more factors. When all factors have been listed, Choose an answer template from the list. This answer template applies to all factors. To view all factors, use the move up and move down arrows. To view all answer choices, click the ν to expand the answer choices.

         Note

         Typically, the same set of factors is used to make multiple comparisons. Duplicate an existing question to use the same factors and answer template with a new question. To duplicate a question, click Save and duplicate question. Enter the new question name in the field and edit the question. Click Save to finish or Duplicate and create another to create another question using the same factors.

      Note

      To apply document upload and comment options for every answer choice, click More actions and check the option(s) to apply to all answer choices for the active question.

   4. In Step 4, upload attachments, select a location (if applicable), add an attachment description, then click Save.
      If a file type is not allowed, a "File type not allowed" message appears under the file. We recommend reviewing the files list to ensure the file type is allowed. If a file type is not allowed, that file will not be uploaded.

      Note

      Attached files can be made location specific at the question level. Attachments can be added at the survey level through the Attachments tab. All survey respondents can open and view attachments included in the survey based on whether the attachment is available to all respondents or to only specific locations. Unique permissions cannot be added to survey attachments.

   5. Click Finalize to close the modal and return to the survey, or click Create new question to add another question.

For information on conditional questions, sub-surveys, and reordering questions, refer to Advanced Survey Design.

Once the survey questions have been created, global admins, survey admins, survey owners, and survey users with appropriate permissions can customize the survey by adding skip logic or follow up questions to the survey.

Conditional branching

When conditional branching is selected as the question behavior in the survey settings, follow up actions can be set based upon respondent answers from drop downs or radio button answer formats.

To add sub-surveys to conditional branching,

1. Click Options on the question row in the questions tab.

2. Click Add follow-up questions.

3. Click the respondent answer(s) that will trigger the condition.

4. Click Sub-surveys to assign a reusable set of follow-up questions that can be taken multiple times.
5. Click Next.
6. Click Select existing or Create new .
7. Click Select/Create sub-survey.
8. Click Add more follow-up questions to set conditions for remaining respondent answers.

To add follow-up questions to conditional branching,

1. Click Options on the question row in the questions tab.

2. Click Add follow-up questions.

3. Click the respondent answer(s) that will trigger the condition.

4. Click Conditional follow-up to assign question(s) that can be used once during the survey.

5. Click Create conditional follow-up questions.

6. Create your questions. (Create follow-up questions using the same process used to create standard survey questions.)

7. Click Finalize when all follow-up questions are complete.

8. Click Add more follow-up questions to set conditions for remaining respondent answers.

Skip logic

When skip logic is selected as the question behavior in survey settings, logic can be added to questions based upon respondent answers from dropdown or radio button answer formats.

To apply skip logic to a question, navigate to the specific question row.

1. Click the more menu (...).

2. Click Edit.

3. Click the Logic tab.

4. Select an action from the dropdown for each respondent selection:

   1. None

   2. Skip to question

   3. Show sub-survey

   4. End survey

5. Add an option in the Then display column for respondent selection.

   1. If None is clicked, nothing needs to be set in Then display.

   2. If Skip to question is clicked, select a survey question from the list.

   3. If Show sub-survey is clicked, select from existing sub-surveys. If no sub-surveys show in the dropdown, then you will need to create one.

   4. If End survey is clicked, nothing need to be set in Then display.

6. Click Save.

7. Continue to follow these steps to set more question logic.

Edit mandatory questions with skip logic

The global Make all questions required toggle does not affect questions with skip logic.

To change the required question status of questions with skip logic, navigate to the question on the Questions Tab.

1. Click the more menu (...).

2. Click Edit.

3. Click the Logic tab.

4. Click Reset action to clear existing actions.

5. Click Question tab.

6. Select or deselect Respondent must answer the question.

7. Click Save.

Once survey questions have been created, survey owners can set or change question requirements from the Question tab.

• To make all survey questions required, set Make all questions required at the top of the grid to True.

• To turn off the mandatory requirement for all questions in a survey, set Make all questions required to False.

• To adjust question requirements for individual questions, use the Make all questions required toggle beside each question in the grid.

1. Click Attachments tab.

2. Click Select files... or drag and drop files to the Drop your files here to upload to attach files to the survey.

   Note

   There is no limit to the number of documents that can be attached to a survey. The maximum file size for an attachment is 200 MB.

3. Click Upload.

   Note

   Uploaded attachments can be opened and viewed by survey respondents based on whether the attachment is available to all respondents or to only specific locations. Unique permissions cannot be added to survey attachments.

4. Use the Location field to make each document viewable by assigned locations. By default, all locations are selected. Click one or many locations. Survey owners also choose if attachments are viewed as part of the deployment email, survey instructions, or within individual questions.

5. Click Email to attach the file to the deployment email.

6. Click Instructions to attach the document to the survey instructions.

Repeat the process for each attachment.

Survey admins can test the behavior of surveys and make adjustments to questions before deploying to respondents.

1. Click More actions from within the draft survey version to test.

2. Click Test survey from the version options.

3. Click Test to allow test respondents to test the survey and submit responses.

   Note

   To test a survey, at least one test respondent must be added as a test respondent as an assigned and test respondent. Test respondent submissions are removed when the survey is deployed.

Once test submissions have been received, survey admins can place the survey back in draft mode to make changes to the survey.

1. With the survey in test mode, click More actions on the survey dashboard.

2. Click Draft in version options.

   Note

   The survey is in testing banner is removed and the survey is now in draft mode. Additional changes can be made to the survey.

1. From the survey you would like to duplicate, click More actions.

2. Click Duplicate survey.

   Note

   The duplicate survey modal opens. The survey ID, survey owner, and survey type are all pre-populated. The survey ID and survey type cannot be edited.

3. Change the Survey owner if needed.

4. Enter a new survey name.

5. Enter a new survey version name.

6. Click Duplicate survey.