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FAQs
In order to create surveys you must either have administrator or survey administrator privileges. Follow these steps to create a survey:
- Go to the Settings tab and click on Surveys.
- On the left panel click on Add new Survey.
- Select a department and type in a name for the survey. Fill out any of the other optional fields on the page and click on Save.
- Click on Add new Page from the left panel or from the bottom right corner.
- Select an order, enter a title for the survey page, include any additional instructions, and determine whether to randomize the questions or not.
- At the bottom right corner click on add question.
- Choose a position order, question type, and type in the question text. Fill out any other fields if necessary and click on Save.
- Depending on the question type additional fields may need to be defined:
- An update options link appears for single choice drop down, multiple choice checkboxes, and single choice radio button questions types
- The update columns and update rows links appears for all matrix questions
- Add more questions to the page and survey pages if necessary.
- After building the survey click on Publish Survey from the panel on the left to publish or Export survey to download it.
The first template, Email Invitation Template, contains the message that will be displayed to the email recipients for email invitation surveys. The second template, Completed Survey Template, is the message displayed to participants after completing a survey. Both of these templates can be modified with custom messages.
While creating or updating questions there is a checkbox option labeled as Mandatory. Enabling this option will prevent participants from advancing to the next page unless an answer is provided.
Adding customized or company logos to surveys can be accomplished during the creation process or after they have been published. Follow these steps to add a logo:
- From the top menu bar go to Settings and click on Surveys.
- Select a survey to add the logo and click on the Show Survey link under the Actions column.
- From the left panel click on Update Logo.
- Click on the Choose File button, select an image (supported types include png, gif, bmp, and jpeg), and click on Upload.
Once a survey has been published it is now ready to be filled out by participants. If the survey has been made public then registering participants is not necessary. However, if the survey has been made private then an administrator needs to assign it to the appropriate participants.
- Log in to the external site.
- Locate the survey to be filled and click on the Fill Survey link.
- If the survey is being filled out for the first time then a new survey will automatically be generated. Otherwise, click on the Create New Survey link located on the bottom right corner of the page.
- After completing a page click on Next to proceed to the next page.
- Review the survey on the final page and click on Submit to finish.
The color and overall look of surveys may be modified by selecting a different theme in the Create new Survey or Update Survey windows. Clicking on the Lookup Theme link located at the right of the theme options will display a preview of each theme.
Survey entries may be downloaded as PDF files for viewing, printing, and keeping copies of them. To download survey entries do the following:
- Go to Survey Entries at the top menu bar and click on List.
- Select a survey and click on Show Entries.
- Click on the Show Survey link associated with the survey to be downloaded.
- On the left panel click on the Export to PDF tab.
- The survey is displayed as a PDF and can be printed or saved.
Statistics may be viewed in the application. Questions, separated into their respective pages, are displayed in the left panel while the data is shown in the right panel. Survey statistics may be viewed by doing the following:
- Click on the Statistics tab located on the top menu bar.
- Select a survey and click on Show Statistics.
There are three different formats to export survey statistics for data analysis. Survey statistics may be exported as an Excel file, comma delimited file, or SPSS file. As stated in the description, use the comma delimited values or SPSS formats for surveys containing large amounts of data. To export survey statistics complete these steps:
- Under Survey Entries click on the Export link.
- Locate the survey that is to be exported from the list.
- Choose a format to export the survey as by clicking on one of the links under the Actions column.
- Specify a directory and file name and click on Save.
####How do I create users?
The process of creating both internal and external users may only be accomplished by administrators. To create new internal users follow these steps:
- Ensure you are logged in as an administrator.
- From the top menu bar go to the Security tab and click on Internal Users.
- Click on Add new Internal User from the left panel.
- On the Create new User page, click on the Enabled option to activate the account or leave it blank if the account is to remain deactivated.
- Fill in the rest of the required fields. Note: The date of birth field accepts inputs in the MM/dd/yyyy format. The password must be at least eight characters long, contain at least one number, one lower case letter, one upper case letter, and at least one of these special characters: [@#$%^&+=]
- Select a group to place the user under.
- If the assigned group is Survey Administrators, then choose a department or departments the user will have access to.
The method of creating a new external user is essentially identical, except that the only option under the Groups section is Survey Participants. Also, instead of having departmental access external users only have access to surveys.
The option to make a survey private or public is located in the Create new Survey and Update Survey windows. The checkbox is labeled as Available to public. By default the option is left unchecked so that participants will be required to log in with appropriate credentials to access the survey.
When I try to log in I am getting a message that states "Your login attempt was not successful, try again. Reason: User is disabled." Why is this occurring?
This message is displayed when a user attempts to sign into the application with an inactive account. An administrator can remedy this issue by:
- Go to the Security tab on the top menu bar.
- Depending on the user account, click on Internal or External Users.
- Find the disabled account and click on the Update User link under the Actions column.
- Check the Enbaled checkbox and click on Save.
The randomize feature sorts a list of questions and answers in a randomized order. This allows for a survey to display questions and options in a different order each time. The randomization feature is found in the create/update survey page window and in the create/update questions window.
Branching is a method for skipping irrelevant questions based upon answer entries. While filling out surveys, there may be instances where particular answers require a participant to skip to specific questions or sections within the survey. To add branching logic to questions follow these steps:
- Choose a survey page containing the questions to add the branching logic.
- Click on the Edit branch and skip logic icon located inside the page header.
- Select the page to skip to in the Go To drop down list.
- In the When section choose a condition to be applied.
- Enable the questions to apply the logic to.
- Under the Values section, pick the answers that will activate the branch.
- Click on Save.
The piping feature allows selected answers from questions to be incorporated into other questions. To utilize the piping functionality a parameter must be added to the question text. The parameter consists of a dollar sign, opening curly brace, page number, question number, and closing curly brace, written in that order. So for example, if we want to use te answer from question 4 on page 2, we would add the following parameter inside the current question text: ${p2q4}.
Note: The piping feature is only operational by referencing answers from preceding pages. Attempting to use an answer from a future page will not work.
Exporting surveys only require a few steps:
- Go to the Settings tab and click on Surveys.
- Find the survey to export and click on the Show Survey link located under the Actions column.
- From the left panel click on Export Survey.
- Choose a directory and specify a name for the file.
To import surveys follow these steps:
- Go the Settings tab and click on Surveys.
- Click on Import Surveys from the left panel.
- Select a department, enter a name for the survey, and click on Choose File.
- Browse to the directory containing the survey file and open it.
- Click on Upload.
An alternative method for importing surveys is available, but is restricted to administrators only:
- Go to the Security tab and click on Departments.
- Select a department and click on the show department link under the Actions column.
- Click on Import Surveys from the left panel.
- Type in a name for the survey.
- Select the survey file and click on Upload.
Datasets are collections of data that can be imported and then used to populate a list of options. The accepted format of datasets is the comma delimited values file. An example dataset file is available for download on the Upload Dataset page. Please note that the process of adding, updating, and deleting datasets is restricted to administrators only. Do the following to add datasets:
- Under the Settings tab click on Datasets.
- Click on Add new Dataset from the left menu panel.
- Specify a name for the dataset and description if necessary.
- Click on Import Dataset Items from the left menu.
- Choose whether or not to ignore the first row in the file.
- Click on Choose File to select the dataset file (comma delimited format). An example file can be downloaded by clicking on the provided link in the above description box.
- Click on Upload to complete the process. A window displays the list of dataset items.
A comma delimited file containing a list of the survey participants’ information may be used to send out email invitations for surveys. The format for the comma delimited files is first name, middle name, last name, and email address. An example file may be downloaded on the Invite Participants page.
Note: Survey invitations may only be performed by administrators.
The steps to send out survey invitations are:
- Click on the Invitations link located under the Settings tab.
- Click on Invite Participants from the left panel.
- Select a survey and choose an invitations file.
- Click on Upload.
The total number of email invitations sent and number of invitation emails opened is displayed, along with more detailed information per survey.
Masks are text patterns that responses must adhere to. If a mask is applied to a question then a participant’s entry to it is required to match the specific format of the mask. Only administrators are allowed to add, update, and delete masks. Applying them to questions may be carried out during the question creation or update processes under the Validation Information section.