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Setting up your Survey
My Settings > Definition Fields > Surveys > Survey Category
Select or create the appropriate 'Parent' Survey Category. You CAN leave new surveys as attached to just 'Survey', but you may like to 'group' your Surveys by using this Category Tree. For example Survey – Staff Surveys or Survey - Resident Surveys etc by adding in 'Staff Surveys' then select 'Survey' as Parent. Then, as per my example, when you create a survey associated with Staff, you can select this Category as the Parent.
Enter a Description if you like.
If this type of Survey is 'Assigned' to somebody, enter in their details. This means that this Staff Member will receive all Survey Responses that are attached to this Category type.
'Save'
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If you are using Likert Scales:
My Settings > Definition fields > Surveys > Scale Grid Group
Add in your Likert Scale Groups here, for instance if the grid answers are on a scale of 1 to 7, create a Group of 1 to 7. Or if it is a Yes/No/NA etc create a Yes, No or Na.
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My Settings > Definition fields > Surveys > Scale Grid Value
From the drop down menu, select your Scale Grid Group then enter in your Values
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You can have the system automatically count the responses from each Grid question by saying 'Yes' to "Show Total".
Creating your Survey
Audit/Surveys > Survey Setup
Select 'New' button
Enter in your Survey Name,
Select your Survey Category. ie. Staff Survey
Enter Start and End Dates if you need, otherwise you can leave these fields blank if the survey is ongoing
you can now enter in a valid email address for who is to receive Survey Responses
Tick the '....Public ' box IF you want the survey to be available publicly. If left unticked, only those that have
access to your ionmy database will be able to complete the survey.
Tick the Active box if you are ready for Users to start accessing this Survey
and 'Save'
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Now you can select the 'Survey Question' tab and start creating your Survey
From the drop down box, select your new Survey
Select if this is a 'Question' or 'Heading'
if a Heading, you can play around with fonts and colours, upload an image
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if a Question, you can tick if it a Mandatory Q, enter in your Q and select what 'Answer Type' it is, (True/False, Yes/No, Text, Multi select etc). If your Answer Type is 'Options', you need to first 'Save' your Question and then go back into that Question and enter in the possible answers and then 'Save' again.
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if a Question is on a Likert Scale you do the following:
enter in your Question, ie. "On a Scale of 1 to 7 please rate the following:"
select Answer Type as "Likert Scale"
Save
now reselect this Question and from the drop down box select which Scale Group you are using, Add in your Questions and 'Save'
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While creating your Survey, you can view how it is looking anytime by selecting the Survey Details tab and clicking on the URL link.
If you have Questions that are similar set up, you can select(open) the Question you would like to copy and click the 'Duplicate' button. This will create a new Question titled 'Copy of….' Now just select this Question and make the changes required and 'Save'.
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IF you have whole Surveys that are quite similar, you can 'Duplicate' a whole survey. To do this, simply go to:
My Surveys > Survey setup and select the Survey you wish to copy.
Click on the 'duplicate' icon and follow the prompts.
Then click on 'Back to List' and select this new "Copy of ….. " survey
Change any details that need updating to suit the new Survey, such as Heading adn specific Questions (from the Question tab) and Assignees (from the Assign tab). Remembering to 'Save' after completing the details.
then once happy you can go back to the survey Setup tab for this new survey and click for it to be 'Active'
Assigning Surveys (if it's not Public)
Go to My Surveys > Assign Surveys tab to assign who is to complete this Survey
from the drop down box select your Survey and click on the appropriate radio button
Note: if you choose 'Survey Group', this first needs to be set up in my Settings > Definition Fields > Surveys > Survey Group
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Reminders > Setup - set up your alert that will be sent to Assignees, or HR Mgr etc.
To Take a Survey
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If it is a PUBLIC Survey, they can click on the URL link that you can email them.
If it was Assigned, an email Alert would have been sent with links to the survey OR it can be accessed through Surveys > Take Survey
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When taking the Survey, the answers can be 'Saved', to be Submitted at a later date (as long as it is prior to Survey End Date) or Submitted immediately. Submitting sends all the Survey answers directly to the database and an email sent to whoever you set up as being notified on Survey Submission
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Survey Answers
The Person to be notified on survey Submission receives an email alert
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To view go to Surveys > Survey Answers and select the Survey you wish to view. If any Likert Scales were set to 'count' the totals so far will be displayed here also.
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Reports can also be created to extract required Survey response information through Reporting.
Collaborative Survey
It is now possible to combine responses from multiple assignees of a Survey or Internal Audit into the one Survey Answers view. An Approver needs to be assigned as the final signoff of those responses and to close the survey/audit from additional responses being inadvertently added.
A new tick box exists under Surveys / Audits > Survey / Audit Setup > Survey / Audit Details called Is this a collaborative survey? (Tick for yes)
Once ticked, a new field of Survey Approver is presented with a drop down list to select the Approver. Only one staff can be assigned as approver
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Assigned Collaborators can take a survey by going to Surveys / Audits > Take Survey > List of Surveys (standard Assignee functionality)
For collaborative survey/audits additional information about the survey collaborators list will be added under survey name as the form is being worked on.
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Note: There is no change to the current process/look for those surveys/audits that are not ticked as being collaborative
A new icon will be added at the end of each question when a survey is setup for collaboration
When the icon is clicked, a pop up will be opened to show the list of other collaborators responses.
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For 'Likert scale' based questions, the new icon will be displayed at the end of each question row
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When viewing Survey/Audit Answers on collaborative types, the system displays detail in a similar fashion to the collaboration images shown above.
A new Close and Review button will be visible to the designated Approver of the survey/audit if the survey is not approved yet.
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When the Approver clicks the Close and Review button, a confirmation message pops up asking Would you like to close and review this Survey/Audit? This will submit all the draft responses from collaborators. Clicking Yes will redirect approver to the new Approval tab.
A new Approval tab is now presented within the Survey/Audit Answers register. This is a page where the Approver can modify the combined responses from collaborators to make the final approved response.
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Clicking the Save icon will save the modification made by approver without approving the survey. The approver will be able to revisit this response and modify it later.
When approver clicks the Approve button, a confirmation message pops up asking Would you like to approve this Survey/Audit with Yes and Cancel buttons.
When the survey is closed and reviewed, all the draft/saved surveys will be submitted and both the Approver and collaborators will not be able to modify their responses
ALERTS
There are three (3) new alerts available for collaborative surveys/audits.
a. On Collaborative Survey Submitted
The main recipient intended to receive this alert is the survey approver. This alert will be sent out when a collaborator submits a survey answer
b. On Collaborative Survey Closed
The main recipients intended to receive this alert are both the survey approver and collaborators. This alert will be sent out when the approver selects to 'close and review' a set of collaborative survey answers
c. On Collaborative Survey Approved
The main recipients intended to receive this alert are both the survey approver and collaborators. This alert will be sent out when the approver approves and submits the final survey/audit answers
REPORTING
There are some new fields been added to the existing Survey datasources for reporting purposes:
Collaborator details
this collaborative survey setting
Approved Date
Approved By
Is Approved Version (this will be yes for the approver final response and no for collaborator responses)
Collaborative ID. A set of collaborative responses + approver response will have 1 collaborative id. Once a survey is approved, new collaborative ID will be generated on a new response taken by a collaborator
Click here to download a copy of the guide
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