Survey Design 2: Access and Availability

To create a new survey, select “+ New Survey”. 

• Survey Name … Provide a name for the Survey. This will be what’s displayed to the end user, on the web or in a mobile app, so be descriptive but concise.
• Who can take this Survey? … To define who will complete the survey, select either:
  • People in the following roles … select one or more Role(s) to make it available to. If more than one is selected, you have the option of limiting the display of a question to some of these selected Roles. (Note: if you want to ask questions of specific roles, you need to select each child role)
  • Non-GideonSoft people … Creates a shareable link to send to people outside of the organization. This approach adds a Tag Type as a required pre-question. The values are Email (default), Anonymous Identifier, and Name. The Email type is used to check against previous survey submissions and prevent duplicates. The other options do not validate against previous submissions. Additional link options are available:
    • Link Password (optional)
    • When should this link expire?  
• (Optional) Notes … for internal use only.
• Survey Type … Select how this survey should be administered. 
  • Single Session surveys are designed to be completed once (although they can be edited).
  • Multi-Session surveys can be completed multiple times.
  • Collaborative surveys can be filled out once by multiple people. Each person responding can see the other responders’ input. 
  • Workflow surveys can be filled out once and then automatically sent to someone else for confirmation. (When chosen additional settings appear near the bottom of the page)
    • They can be set to require acknowledgement or approval.
    • Select who needs to perform the acknowledgement/approval:
      • The Survey target, or
      • Someone from the designated Role.
      • Use 360 where possible … if 360 relationships have been configured
• Survey Group … Enter a name, and any surveys with the same name will be displayed in a group for survey takers.
• Name Format … Determines whether a person is shown using their Instance Identifier or their Full Name when displaying a name in a survey. This can show up in questions that rate people or have person specific responses. The options are ‘Use System Default’, ‘Name’, or ‘Identifier’. 
• (Optional) Linked Reports … This option displays one or more reports in split-screen mode with the report view located to the left of the survey (one report at a time, selectable by the person completing the survey). These reports can contain information that may be necessary for completing this survey. 
  • Note: Linked reports only display when completing the survey on the web; they will not be displayed in the mobile app.
• Default Linked Report … Once you’ve saved the Survey (at least an initial version ready for designing content), you can select which report is displayed when the survey first loads. 
  • You can choose to override report permissions and allow survey users access to the report when viewed from the survey.
• General Options (all optional)
  • Show Table of Contents … Enables a table of contents made available when completing a survey.
  • Allow survey timestamp to be edited … Useful for ensuring that data is entered correctly for the right date/time. (This feature is web only.)
    • The timestamp is editable from the settings menu from within the survey. 
    • You can edit surveys that have already been submitted, change the date, and re-submit to reflect the new date/time.
  • Allow survey to be taken in Kiosk Mode … Kiosk mode essentially makes the survey the only page available on the app. 
    • Only valid for ‘Multiple Targets, One at a Time’ surveys. 
    • When Kiosk mode is activated, users will only be able to access the current survey. 
    • The signed-in assessor will start the survey, enable Kiosk Mode, and will only be able to exit the survey by entering a password.
  • Show Continue Later Button … Enables an option for survey takers to save a draft of their session in order to come back and finish it later. (This feature is web only.)
  • Forward-only survey … Designate a survey to be Forward Only, meaning the back button does not exist. 
    • This feature works on the web site and on mobile app, although on mobile each question is displayed on a single page. 
    • On mobile, the user will not be able to press the back button, swipe right, or open the index page to select a new question (or jump around). 
    • When the user hits the last page, they will not be able to review the questions.
  • Enable Copy Previous Session … (available for multi-session surveys) Allows users to bring in data from a previously completed survey, to help with collaboration.
    • Turning this option on will prompt users to fill in the most recent survey session data for that user. 
    • This allows the user to review their previous entry while still creating a new Survey entry.
• Survey Reports … These are reports accessible from the Reports area in GideonSoft. All surveys are accessible from Survey Analytics, but Survey Reports can be assigned to users that don’t have permissions to view Analytics. They also add features that are not available through Analytics. You can have multiple reports with different access lists and features. You can even access the question specific features from the question details panel. See Survey Reports
• Scheduling Options
  • Start Date and End Date … You can schedule the survey to activate and deactivate as needed. You can also schedule only a start date (no end date), to leave availability ‘open-ended’. A benefit of setting a start date for a Survey is that a notification will appear on users’ timelines when they first sign in to GideonSoft. If a Survey is activated, but no start date is specified, it will not appear on the timeline, but it will show under the Surveys tab. Surveys can also be scheduled by using the Scheduler.
  • Send Reminder …. This option will send a reminder to users that have not filled out the survey or have it still in draft mode. Start Date is required for the reminder to be sent. Default is Never; options from 1 to 14 days.

Click “Save and start designing!” to save these settings and go to the survey content design screen.

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Version(s): GideonSoft 2023 Release 1 and later