View a survey instance

A survey instance represents one questionnaire assigned to one user. You might view an instance to verify that survey instances were created, to check the state of a survey instance, or to reassign a survey instance.

Before you begin

Role required: admin or survey_admin

Procedure

Navigate to Survey Management > Survey Instances and open a survey instance.
Each survey instance is stored as a record on the Assessment Instance [asmt_assessment_instance] table with a modified view for survey use.
Table 1. Survey Instance form
Field Description
Number Automatically generated record number.
Metric type Survey definition this survey instance was created from. Survey definitions are stored on the Assessment Metric Type table, which is why the field is called Metric type.
Due date Date by which the survey instance should be completed. The system populates the due date based on the Assessment duration of the associated survey definition, which is set to 14 days by default. For example, a survey instance generated March 2nd would be due March 16th by default.

The survey due date is not enforced in the base system. If you want to enforce the due date, consider using a workflow or other mechanism to send survey recipients reminders when a survey is overdue.

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.
State State of the survey instance. The possible states are Ready to take, In progress, Complete, and Canceled.
Assigned to User this survey instance is assigned to. This field becomes read-only when the state is In progress, Complete, or Canceled.
Expiration date Date on which the assigned user can receive a new instance of the same survey definition. The system automatically populates the expiration date based on the Schedule period of the associated survey definition.
Related List
Assessment Instance Questions All instance question records, which store user response values for each question on the survey questionnaire. The following columns are relevant to surveys:
  • Category: Displays the survey categories the questions belong to.
  • Metric: Displays the survey questions.