Create New Survey
Think of a suitable name and which user groups this poll is to be activated for. In which languages do you want to provide this poll. (You can currently select up to 4 languages.) Will the individual poll answers be able to be assigned to your poll participants or not?
Settings
- Number, name and status: are values which are only used as identifiers. They do not control functions.
- Languages: control the possible inputs for the questions and answers and resulting possibilities for those giving the answers. A poll participant is asked prior to answering which language they wish to use to answer the poll, providing more than 1 language has been activated.
- Anonymous polls: lose the option of assigning the answers to the participants. Of course, just 1 participant and 1 answer set would undermine this function... so please watch out for this condition. Retrospectively de-anonymising answers that have already been given is NOT possible.
- Public polls: are published under /Public/PollParticipations and can also be answered by people outside the system (self-registering external people). All other polls ONLY get into the employees area when they are started.
- Poll series, type, category, start and end are, again, ONLY descriptive and are used to give you, the poll administrator, an overview.
- Access via organisation unit: Here I can restrict the administration of polls so that one is not mutually and unpleasantly influenced. Whether or not a poll is displayed in the employee area depends on whether the employee has been added as a participant. In this way I can control who is permitted to view this poll.
- Target group, subject, objective and user-defined are, again, ONLY descriptive.
- Visible to superiors: means that the answers may also be viewed by employees who are allowed in the superiors area but have NOT activated the Polls module. The aim here is to give the superiors the option of reading the superiors feedback which purely affects the superior concerned. So I can see polls which have been answered by at least one of my direct subordinates. And ONLY those particular answers. So with this type of poll I can also help multiple superiors who are not permitted to see one another's answers. This type of poll MUST be answered in the employee (not public) area, because the job information is important.
Enter a publishing title and short description for the poll
In the "Poll profile" tab, in the "Poll description" area, I can enter a publishing title and a short description for the publishing lists /SelfService/MyPollParticipations and /Public/PollParticipations in the languages that are activated under settings.
Create questions and answers
In the "Poll profile" tab, in the "Questions" area, I can define as many questions as I want, with up to 15 pre-defined answers for each question. Here, too, I can only enter languages which I have previously activated in the settings. I can prescribe the answer type for each question. Options are:
- Free text: These are freely definable answers which can NOT be evaluated in a structured way.
- Prescribed, simple, with text: Here I can both select just one of the prescribed answers in a structured way using radio buttons, and also enter a piece of free text.
- Prescribed, multiple, with text: Here, again, I can both select all of the prescribed answers in a structured way using (this time) checkboxes, and also enter a piece of free text.
- Position your questions (sequence) by entering the value "Position".
- Colour of the answer in the default diagram: So that you can far more intuitively design the evaluations as a diagram, you can select the colour to be used for the answer yourself (hexadecimal with no # E.g. "FF33DD"). If you do not make use of this, we shall use an answer-neutral, easily distinguishable, default colour. See also
How can I assign polls to participants
There are different ways of bringing polls to the attention of your potential respondents.
- Publish publicly: Then the poll, when it is started, can immediately be viewed and answered by everyone under /Public/PollParticipations.
- Assign to specific employees: Here, based on my access permissions, I can directly assign the employees concerned to the poll in the participants overview, and I can send them an email with a link to the poll via the participants list. I can also activate this process from the employees overview. The name of the multiple action for doing this is: "Add to existing poll". Assigned employees see the polls in the employees area under: /SelfService/MyPollParticipations
- Assign to all employees: There is the option to register oneself for a poll. Now it becomes a little bit technical: For this there is a URL which includes the ID of the relevant poll and the potential participant and which can be sent to each employee. I can, of course, assign ALL the employees to a poll up-front.
Technical description for 3: The URL is /SelfService/MyPollParticipations/Poll/ID/SelfConnectPosition/ID. This URL does NOT work for external people, but only for people who have an active employee job in the system. (See point 1) There are 2 IDs/variables in this URL: The poll ID is fixed... the job ID, of course, has to be 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/[Stellen.ID] or SelfConnectPosition/[SwitchPositionID] ). Now I can choose whether I use the link in an email or in the assistant. It becomes a variable in an email, sent via the employees overview, by using the variable [Stellen.ID] It becomes a variable in an assistant or by integrating the link directly into the homepage in the employees area by using [SwitchPositionID].
Finally the whole thing looks like this:
Used in an email -> /SelfService/MyPollParticipations/Poll/104/SelfConnectPosition/[Stellen.ID],
Used in an assistant or integrated into homepage as a link in the solution-> /SelfService/MyPollParticipations/Poll/104/SelfConnectPosition/[SwitchPositionID]
This process can be simplified by creating an email template in which one only needs to change the poll ID.... the rest remains the same. The same applies to integrating a link into the assistant. Only the ID of the poll itself is variable.
Ease of use when inviting a participant
Using the "Default email template for this poll", one can create a dedicated communication template which, e.g., includes a link to a specific assistant which guides users gently through the answering process. The link to an assistant which guides users specifically through YOUR NEW poll and has been integrated into the template might look like this: "https ://employeeapp-[IhreNummer].umantis.com/Wizard/162/104". For more on this, read the next section.
Ease of use when answering a poll
When a participant is answering our polls, they can also be automatically guided through the questions. To do this, an assistant has to be created which leads them specifically to the relevant questions. The assistant has to have precisely the same number of steps as the poll has questions. You have a sample assistant in your solution: /Administration/Wizards/162/Profile -> "SelfService_Employee Satisfaction Poll". Take this assistant 162 as your copy template and create your assistant for the poll concerned which ONLY needs to differentiate between the number and the ID of step 2 to n. You can get the IDs of the steps by hovering you mouse over the pencil icon for each question when you are editing the questions. Invoke your assistant using the assistant ID and the poll ID together: /Wizard/[IhreAssistentenID]/[IhreUmfrageID]. In our example the assistant is invoked via e.g. /Wizard/162/104 if you wish to answer poll 104.