Create new survey
Come up with a suitable name, and decide for which user groups this survey is to be activated. In which languages do you want to provide this survey? (You can currently select up to 4 languages.) Will it be possible to associate the individual survey answers to the survey participants or not?
Settings
- Number, label and status: These values are only used as identifiers. They do not control any functions.
- Languages: Control the possible inputs for the questions and answers, and the resulting possibilities for those giving the answers. Before taking the survey, each survey participant is asked in which language they wish to answer the poll, provided that more than one language has been activated.
- Anonymous surveys: Lose the option of associating the answers to the participants. Of course, anonymity is undermined if there is just one participant and one answer set, so please watch out for this situation. It is NOT possible to retroactively de-anonymize answers that have already been given.
- Extended anonymity: This option only has an effect if you have marked this as an Anonymous survey. Choosing this option prevents the manager's name from being saved in the contextual information for the answers, and a parent organizational unit is saved (if one is present).
- Public surveys: are published under /Public/PollParticipations and can also be answered by people outside the system (self-registered external persons). All other surveys are published ONLY to the employee view when they are started.
- Survey series, type, category, start and end are also ONLY descriptive in nature, and are used to help you, the poll administrator, keep track of your surveys.
- Access via organizational unit: Here, you can restrict the administration of surveys, so that surveys do not have unintended influence on each other. Whether a survey is displayed in the employee view depends on whether the employee has been added as a participant. In this way, you can control who is permitted to view this survey.
- Target group, subject, goal and user-defined are, again, ONLY descriptive.
- Visible to managers: This means that the answers may also be viewed by employees who are allowed to use the manager view, but who have NOT activated the Surveys module. The aim here is to give managers the option of reading manager feedback which affects precisely the managers concerned. So a manager can see surveys which have been answered by at least one of his or her direct subordinates - and ONLY those particular answers. A survey of this type is also useful for multiple managers who are not permitted to see one another's answers. This type of survey MUST be answered in the employee view (not Public), because the job information is important.
Enter a publication title and brief description for the survey
In the "Survey profile" tab, you can use the "Survey description" area to enter a publication title and a brief description for the publication lists /SelfService/MyPollParticipations and /Public/PollParticipations in the languages that are activated in the Settings.
Create questions and answers
In the "Survey profile" tab, you can use the "Questions" area to define as many questions as you like, with up to 15 pre-defined answers for each question. As before, you can only enter languages which have previously been activated in the settings. You can specify the answer type for each question. The options are:
- Free text: These are free-form answers which CANNOT be evaluated in a structured way.
- Pre-defined, single answer, with text: In this case, participants can select just one of the pre-defined answers in a structured way using radio buttons, and also enter a piece of free text.
- Pre-defined, multiple answer, with text: With this option, participants can select one or more of the pre-defined answers in a structured way (using checkboxes this time), and also enter a piece of free text.
- Position your questions (sequential order) by entering the value "Position".
- Color of the answer in the default diagram: To format analytics much more intuitively as a diagram, you can select your own preferred color for the answer (hexadecimal with no #, e.g. "FF33DD"). If you do not enter a value, then an answer-neutral, easily distinguishable default color will be used. See also
Assigning surveys to participants
There are various ways of bringing surveys to the attention of your potential respondents.
- Publish publicly: When the survey is started, it can immediately be viewed and answered by everyone under /Public/PollParticipations.
- Assign to specific employees: Depending on your access permissions, this option allows you to directly assign the relevant employees to the survey in the participants overview, and to send them an email through the participants list with a link to the survey. You can also activate this process from the employees overview. The multiple action for doing this is called "Add to existing survey". Assigned employees see the surveys in the employee view under: /SelfService/MyPollParticipations
- Assign to all employees: It is possible to register oneself for a survey. The process is somewhat technical: There is a URL which includes the IDs of the relevant survey and the potential participant, and which can be sent to each employee. Of course, you can also assign ALL the employees to a survey in advance.
Technical description for 3: The URL is /SelfService/MyPollParticipations/Poll/ID/SelfConnectPosition/ID. This URL does NOT work for external individuals, but only for people who have an active employee job in the system. (See point 1) There are two IDs/variables in this URL: The survey ID is fixed. The job ID will of course be highly variable. The ...Poll/ID part must be replaced by the relevant ID (e.g.: ...Poll/104), and the ...SelfConnectPosition/ID part must be replaced by the job ID (e.g.: ...SelfConnectPosition/[Stelle.ID] or SelfConnectPosition/[SwitchPositionID]). Now you can choose whether to use the link in an email or in the wizard. If you use the variable [Stelle.ID], it becomes a variable in an email, sent via the employees overview. Use [SwitchPositionID] to make it a variable in a wizard, or when the link is directly integrated on the home page in the employee view.
When you're done, the whole thing will look like this:
Used in an email -> /SelfService/MyPollParticipations/Poll/104/SelfConnectPosition/[Stelle.ID],
Used in a wizard or integrated into the home page as a link in the solution-/SelfService/MyPollParticipations/Poll/104/SelfConnectPosition/[SwitchPositionID]
This process can be simplified by creating an email template in which you only need to change the survey ID. The rest remains the same. The same applies to integrating a link into the wizard. Only the ID of the survey itself is variable.
Ease of use when inviting a participant
Using the "Default email template for this survey", you can create a dedicated communication template which might include e.g. a link to a specialized wizard to guide users gently through the answering process. The link to a wizard that guides users specifically through YOUR NEW survey and has been integrated into the template might look something like this: "https://employeeapp-[YourNumber].umantis.com/Wizard/162/104". For more on this, see the next section.
Ease of use when answering a survey
When a participant is answering our surveys, they can also be automatically guided through the questions. To do this, a wizard has to be created which leads them directly to the survey questions. The wizard must have exactly the same number of steps as the survey has questions. Your solution includes a sample wizard: /Administration/Wizards/162/Profile -> "SelfService_To employee satisfaction survey". Take this wizard 162 as your copy template and create the wizard for your own survey, which ONLY needs to differ in the number and ID of steps 2 to n. You can get the IDs of the steps by hovering your mouse over the pencil icon for each question when you are editing the questions. Invoke your wizard using the wizard ID and the survey ID together: Wizard/[YourWizardID]/[YourSurveyID]. In our example the assistant is invoked via e.g. /Wizard/162/104 if you want to answer survey 104.