Modify a survey definition

You can configure additional options for a survey definition.

Before you begin

Role required: admin or survey_admin

Procedure

  1. Navigate to Survey > 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 to activate 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 published survey.
    Anonymize responses Check box to ensure that all responses for this survey are stored without the submitting user names. When a user submits a survey, the system clears the Assigned to field for the associated survey instance. Also, survey responses for anonymous surveys do not contain Assigned to values.
    Note: The Assigned to field is cleared. However, each response record includes the Created By and Updated By fields that are accessible to users with the survey_admin role.
    Send notifications Check box to send a notification that the survey has been taken.
    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 may require the recipient to select a check box or to 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 (com.snc.assessment.signature_authentication) 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 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.
    If you selected a recurring schedule period:
    • A new scheduled job is created.
    For example, if you change the schedule period from Daily to Weekly and save the record:
    • The system deletes the daily scheduled job.
    • 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.
    Pagination setting for Service Portal view The setting on which the pagination is based for desktop or tablet view in Service Portal.
    • Category: default
    • Question: 1 question per page (automatic for mobile)
    • None: no pagination
    Note: This field is displayed only when Service Portal is installed.
    Assessment duration The length of time to complete 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. Configure the form to see this field.
    Note: By default, the system runs the Cancel Expired Assessments script every 30 days to cancel expired survey and assessment instances that are in the Work in progress or Ready to take states.
    Send notifications Select the check box to send notifications for the survey when it is published. 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 (including a survey with a trigger condition) 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. The URL is useful for sharing a public survey.

    This related link is available only if the Active check box is selected. 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. Configure the form to add this related list to see it.

    Note: If you add a related list to the form, use list control to omit the New button. The system generates survey instances to produce functional surveys.
  4. Save the record.