Survey users and groups
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- UpdatedAug 3, 2023
- 2 minutes to read
- Vancouver
- Service Administration
Survey users and survey user groups help survey administrators control who can take a survey.
Survey administrators can restrict a survey so that only specified users can access it unless a survey administrator manually assigns the survey to a different user. Survey user groups provide a way to quickly designate multiple survey users.
Administering survey users
- The survey definition Schedule period is set to Daily, Weekly, Monthly, or Yearly. In this case the system assigns a new survey instance to each survey user at the beginning of each schedule period.
- The user has no instances of the survey that are incomplete or that have not yet reached their expiration date.
On this page
Related Content
- View survey reports
Use the Survey Overview dashboard to view various survey reports, such as Surveys by Metric Type and State.
- Survey designer
Users with the survey_admin role can use the survey designer. The survey designer lets you create survey categories and questions, configure the details, and publish the survey to specific users or groups.
- View a survey instance
A survey instance represents one questionnaire assigned to one user. You view an instance to verify that survey instances were created, to check the state of a survey instance, or to reassign a survey instance.
- Copy a survey
Create a copy of a survey with at least one category to reduce the effort of creating another survey with similar data.
- Publish a survey
You must publish a survey to enable people to receive and complete survey instances.
- Customize the appearance of a survey
As an assessment and survey administrator, set properties to customize the color of various elements on the questionnaires.
- Survey definitions
A survey definition is the root record upon which a survey is built.
- Create a survey designer template question
You can create a question that uses choice lists from a template.
- Survey questions
Survey questions appear on survey questionnaires for the associated survey definition.
- Survey trigger conditions
Trigger conditions specify when to send a particular survey and the persons to send it to.
- Survey distribution
There are several ways for survey administrators to distribute surveys to users.
- Outlook Actionable Messages
Outlook actionable messages plugin enables users to respond to the survey from within the Microsoft Outlook application.
- Sentiment analysis for surveys
You can use sentiment analysis to determine whether user responses for a survey are considered positive, negative, or neutral.
- Surveys in Service Portal and the Now Mobile app
If you've installed Service Portal, you can use the My Assessments and Surveys widget in Service Portal. Users can view surveys in Service Portal. Service Portal also supports surveys for users on mobile devices that have the Now Mobile app installed. The My Assessments and Surveys widget is available by default on the Service Portal home page.
- Surveys in ITSM Virtual Agent
You can use surveys in ITSM Virtual Agent to collect survey responses from users through conversational questionnaires (pre-chat and post-chat surveys) in the chat client.
- Legacy survey migration
Users with the survey_admin role can migrate legacy survey data to create copies of legacy surveys and their related records in assessment tables. The Survey Management application, which is built on the assessment engine, is available as an alternative to legacy surveys.
- Send survey invitations to users
You can send survey invitations using the Assign Survey or Send Invitations buttons on the Survey Definition form.
- Survey categories
Survey categories provide a way to group questions of a similar theme for a given survey.