Modify a survey definition

You can configure additional options for a survey.

Before you begin

Role required: admin or survey_admin

Procedure

  1. Navigate to Survey Management > View Surveys.
    Each survey definition is stored as a record on the Assessment Metric Type [asmt_metric_type] table with a modified view for survey use.
  2. Open a survey definition.
  3. Modify the fields on the Survey Definition form, as appropriate .
    Table 1. Survey Definition form
    Field Description
    Name Name of the survey, which appears on the questionnaire.
    Description Helpful information about the survey.
    Active Check box for activating the survey definition. When the Active check box is cleared, new survey instances cannot be generated and users cannot complete existing survey instances. Use the Active check box to deactivate or activate a survey that is published.
    Anonymize responses Check box for ensuring that all responses for this survey are stored without the submitting users' names. When a user submits a survey, the system clears the Assigned to field for the associated survey instance. Additionally, survey responses for anonymous surveys do not contain Assigned to values.
    State Status of the survey: Draft or Published.
    Signature Acknowledgement by a survey recipient of requirements, admonitions, or policies related to the survey. The signature might require the recipient to select a check box or type a full signature to verify having read these assertions. You can display assertions without requiring a signature. Select an existing signature from the list or click New to create a new one. The signature form contains these fields:
    • Name: Descriptive name for this signature.
    • Signature type: Type of signature required. The selections are Check box, Full name, or Assertion only. If Assertion only is selected, no signature is required to submit the survey.
    • Assertion: Text you want to display to recipients.

    By default, a property called Require authentication for user signature requires users to authenticate when providing a full name signature.

    Schedule period Option that determines how often a user can take the same survey and whether the system generates survey instances on a schedule.
    Note: If you use a trigger condition for a survey, ensure the schedule period is set to No Limit. Trigger conditions use a different method to regulate how often users can receive survey instances.
    Allow retake Check box that allows users to modify their answers to a completed survey. Users can resubmit a survey as many times as they want until the due date. After that date, the system removes the survey from the user's My Assessments & Surveys page.
    Scheduled job [Admin only] Scheduled job the system creates for this survey definition when the schedule period is a repeating interval. The system sets the scheduled job to run according to the selected schedule period. If you change the schedule period and save the survey definition, the system deletes the old scheduled job and, if you selected a recurring schedule period, creates a new scheduled job. For example, if you change the schedule period from Daily to Weekly and save the record, the system deletes the daily scheduled job and creates a weekly one set to run a week from the current date.

    This field is visible to administrators only if the schedule period is Daily, Weekly, Monthly, or Yearly.

    Introduction Introductory content to display on survey questionnaires. Consider adding a company logo, a welcome message, background information about the survey, or instructions.
    End note Content to display on the screen that appears when someone submits a survey questionnaire. Consider adding a thank you message, follow-up instructions, or other applicable information.
    Assessment duration Amount of time survey recipients have to complete their assigned survey instances, starting from the time the survey instance is generated. The assessment duration sets the Due date for each survey instance. The default duration is 14 days. You may need to configure the form to see this field.
    Note: By default, the system runs a script every 30 days to cancel expired survey and assessment instances that are in the Work in progress or Ready to take states. The schedule item is called Cancel Expired Assessments.
    Send notifications Select the check box to send notifications for the survey when it is published. You may need to configure the form to see the field.
    Related Links
    Enable Public Access

    Remove Public Access

    Link that enables/disables the survey as a public survey. No login is required to take a public survey and users or non-users can respond anonymously. For completed public surveys, the Assigned to field value is Guest.
    Note: You can use the View Survey URL related link to share the URL with users.
    View Responses Link that opens the list of responses for this survey. This related link is available only if there are results for the survey.
    View Scorecard Link that opens the scorecard for this survey. This related link is available only if there are results for the survey.
    View Survey URL Link that opens a dialog box that displays a URL for this survey. This is useful for sharing the URL of a public survey.

    This related link is available only if the Active check box is selected. Note that the URL does not work until the survey definition is published.

    Related Lists
    Metric Categories All survey categories for this survey.
    Survey Users All survey users who are authorized to take this survey. If no users are listed, any user can take this survey.
    Assessment Instances

    All survey instances for this survey. You may need to configure the form to see this related list.

    Note: If you add this related list to the form, use list control to omit the New button. Survey instances must be generated by the system to produce functional surveys.
  4. Save the record.