How to build a survey?

Context

Surveys can be created or edited by both standard users and system admins with the required permissions.

The survey module may appear under different names in your organisation, such as Survey, CCV, or Inspections.

This guide applies to version 4.22 and later.

Building a survey

1. Navigate in the menu dropdown to survey. To create a new survey, click in the top right corner ‘Add’.
   Note: If the ‘Add’ button is greyed out the option to ‘Add’ a new survey has been hidden in the custom type, your system admin can enable it.
   If you can click ‘Add’, but you receive an error ‘the user is not authorised’ this means you don’t have the permissions to create a new survey.
   
   
   
   
2. Fill out the form to create your survey. The available fields may differ depending on your organisation’s setup.
   
   

   Field	Description
   Title	Give the survey a distinct title.
   Limit to 1 response per user	Select this if you want to limit users to only send one response.
   Notify owner of new response	Select this if the owner of the survey should automatically be notified once a new submission has been made.
   Score responses	Select this if you want to score the survey.  Note: Then you have the option to define outcomes to the survey, for example: low, medium, high risk or pass, fail.
   Description	Enter a suitable description, describing what this survey is used for.
   Owner	Assign an owner to the survey.

   
   
3. Click 'Build' in the top right corner to start designing your survey.
   
   
   
   
4. To add a new field to the survey, click ‘add field’ at the bottom of the survey.

   Note: Adding a survey field is not the same as adding a system field. Survey fields are standalone answer fields, though you can use some system fields (see below). 
   
   

   
   
   

   Field	Description
   Label	Field title.
   Description	Appears under the label.
   Help Text	Appears in grey below the field.
   Hidden	Hides the field. Note: This is useful when you want certain fields to appear only after a specific answer has been selected. This behaviour can be configured by setting up a rule.
   Required	Makes the field mandatory before submission.
   Field Types
   Attachment	Allows file uploads.
   Date	Date or date-time picker.
   Multiple Choice	Single or multiple selections from predefined options.
   Number	Accepts numeric input; ranges can be defined.
   Range	Defines a scale with minimum and maximum values.
   Text	Single or multi-line text input.
   System Field	Pulls data from a system field (Register or Location).
   Role	Allows selection from available roles (can allow multiple). Note: Applicable to configurations which use role-based assignment.
   User	Allows selection from active users (can allow multiple).

   
   
   
5. You can also add instructions, a non-selectable field that provides guidance to respondents. To do this, click Add Instructions at the bottom panel and complete the form to create the instruction.
   
   
6. You can also create sections to group related fields together. Entire sections can be hidden if needed.

   Note: Rules can be applied within a single section or at the survey level. Survey-level rules exclude sections and their fields.

   
   

7. To quickly copy a field, click the ‘Clipboard’ icon next to the field, then click ‘Paste’ either in the bottom panel or within a section. You can then drag and drop the copied field to place it in the desired order.
   Note: It’s recommended to assign scoring, scores per answer option, and colour and icon settings before copying a field. You can do this by clicking the Edit icon on a field or selecting Choices.
    Additionally, you can link system items to a question, responses will then appear on the linked item.
   
   

Defining Scoring

Survey scoring is highly flexible. You can set different outcome rules, such as:

• Fail if any children fail
• Pass/ Fail based on total score
• Score based on thresholds (customisable per section).

To set up the scoring follow the below steps:

1. Click the pencil icon to configure scoring for the entire survey. 
   
   
   
2. Select your applicable scoring method, see explanations below:
   
   

   Scoring Method	Explanation
   Fail if any children fail	The entire survey fails if one critical question is failed (score = 0). Note: Set this at the top of the survey and assign failing answers. A pass mark must also be defined
   Pass mark	Assign a minimum score to pass , e.g. 10 / 14. Leave other boxes blank to use only score-based logic.
   Score based on thresholds	Define score ranges and define the outcome.  This threshold-based survey option must be enabled once in the System Settings by CGR.   Note: The upper limit refers to the defined maximum value, while the lower limit is inclusive. For example, a range of 0–2 means responses scoring 0 and 1 are marked red, while scores of 2, 3, 4, 5 are marked amber, and so on.

   
   
3. Once the scoring has been defined, save and move the survey to 'active' or 'open', in order to test it.

   Tip: Use the staging server to test scoring, as you’ll need to submit responses to verify that the correct outcomes are assigned. You can export the survey template as a .json file from the Builder and then import it into the production environment using the Builder. 

   
   

4. If any changes need to be applied to the survey or the scoring, the survey needs to be in the status 'draft'. 

How do I respond to a survey?

1. Navigate to the relevant register, select Survey from the menu dropdown, and click the green Respond button next to the survey you wish to complete.
   
   
   
   
2. Fill out the survey and click Submit to record your response.
   

How to activate the survey?

1. Click on the relevant survey you want to move to active or open. 
   
   
2. Then click the workflow button, colour and wording might deviate based on your company's set up.
   
   

   
   

   
   

   
   

 How to make changes to an active form?

1. Edits can only be made to surveys in Draft status. Click on the survey you want to move to Draft.
   
   
2. In the top right corner, click the appropriate Workflow button to move it back to Draft, then select the Builder icon. Apply the necessary changes, save the survey, and then reactivate it by progressing it through the correct workflow state.

   
   

   
   
   

How can I see Survey Responses?

1. Click on the survey you would like to view its responses.
   
   
2. Scroll down to the sub-panel 'Survey Response'. There you can see all the responses from users.
   
   
3. Click on the hyperlinked ID to all details from the response.