Surveys Admin Guide

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*If you would like to begin using Surveys, please reach out to your support team so the appropriate settings can be updated*

 

Creating a New Survey

  • To create a Survey, go to Settings > HR Setup > Surveys
  • Surveys can be created manually by clicking 2021-12-16_16h59_14.png
  • There are 4 tabs available: Survey Designer, Test Survey, Survey Logic, and Translation.

 

Survey Designer tab - A majority of the configuration will be done on this tab.

        • There are three sections on this tab:
           2021-12-20_09h28_27.png
          • a. Toolbox - Two question types are available to be added:
            • Single Input - allows the recipients to enter text answers
            • Radiogroup - presents the recipients with a multiple choice question, answered via radio buttons
          • b. Main Page - Where questions and pages will be added for editing.

            2021-12-20_13h05_31.png
          • a. The Input survey title here text and the Enter a survey description text can be edited. This will add a title and description for the survey. Hover your mouse over the text areas and an edit icon 2021-12-20_13h00_33.png displays. Click the edit icon 2021-12-20_13h00_33.png to add your own text.
          • b.  The Input page title here text and the Enter a page description text can be edited. This will add a title and description for the page. Hover your mouse over the text areas and an edit icon 2021-12-20_13h00_33.png displays. Click the edit icon 2021-12-20_13h00_33.png to add your own text.
            • Note - Once a question has been added, you will have the ability to add/edit additional pages.
              2021-12-20_14h02_40.png
          • c. In the 'Add Question' box, click the drop-down and select the style of the question. Options will include Single Input and Radiogroup.

            2021-12-20_14h19_35.png
          • a. Single Input Question example
            • Hover your mouse over the text areas and an edit icon 2021-12-20_13h00_33.png displays. Click the edit icon to add your own text
          • b. Questions can be re-ordered by clicking and dragging the grid 2021-12-20_14h32_59.png 
          • c. Radiogroup example
            • Hover your mouse over the text areas and an edit icon 2021-12-20_13h00_33.png displays. Click the edit icon to add your own text
          • d. Adjust the number of responses by clicking2021-12-20_14h37_57.pngto add or 2021-12-20_14h38_40.pngto remove a response option.
          • Additional options to 'Copy' or 'Delete' 2021-12-20_15h31_29.pnga question are also available.
        • c. Settings - The right panel allows you to add additional options and edit the survey. This panel can be hidden by using the active navigational arrow located at the top of the panel. When the panel is closed, click Settings 2021-12-17_15h34_33.pngto open it. 
          • Setting options vary, depending on what is selected on the 'Main Page.'

            • If the Survey Title/Description is selected:
              • General Section
                2021-12-17_15h25_50.png
                • a. Name - The name of survey (this is a required field)
                • b. Title - The title of the survey
                • c. Description - The description of the survey.
                • d. Is Active - Check to make the survey active and able to be selected and assigned. This will default to being unchecked until you are ready to make it active.
                • e. Is Anonymous? - Check to make the current page anonymous for recipients filling out the survey. This will not allow the recipient's name/ID to be known in reports. This will be checked by default. Uncheck to gather user names. 
                • f. Display Title - Check to display the survey's title to the recipients
                • g. Language - Click inside the box to get a list of supported languages. The default is English. 
                • Navigation Section
                  2021-12-17_16h01_26.png
                  • a. Show Preview before Complete - This field defaults to 'No Preview.' Clicking inside the box presents the option to 'Show Preview with Answered Questions,' which allows recipients to preview the survey as they answer questions but before the survey is complete.
                  • b. Show Navigation Buttons (default navigation) - This field defaults to 'Bottom' navigation as recipients navigate through multiple pages of a survey. Clicking inside the box presents options to show 'Top' navigation, or 'Both' (top and bottom, preventing users from having to scroll depending where they are on the page).
                  • c. Show Progress Bar - This field defaults to a 'Top' progress bar, which places the progress bar either at the top of the page, or the top of the question depending which bar type is selected. Clicking inside the box presents options to show the progress bar at the 'Bottom 'of the page or question, or 'Both' (top and bottom), placing the progress bar at both the top and bottom of the page or question.
                  • d. Progress Bar Type - This field defaults to a 'Pages' style progress bar, which places one progress bar per page. Clicking inside the box presents the option of having a 'Questions' style progress bar, which will add a progress bar to each question.

            • If the Survey Page/Description is selected:
                • General Section
                  2021-12-20_15h37_41.png
                  • a. Name - These default names can be edited. It is advisable as you duplicate and delete pages, you go back to your final survey and ensure your page numbers are in some type of sequential order. This will make it easier for you to navigate and view report content.
                  • b. Title - The title of the page
                  • c. Description - The description of the page.
                  • d. Is Visible? - This will be checked by default, so the page is visible to the recipients. Uncheck to hide it.
                  • e. Read Only - Check to make the page a read-only page without ability to add input.
                • Layout Section
                  2021-12-20_15h48_48.png
                  • a. Question Title Location - Options for the title location are Default, Top, Bottom, and Left
                  • b. Elements Order on the Page - Options are Default or Random (will randomize the order of the questions)

            • If a Single Input question is selected:
                • General Section
                  2021-12-20_16h16_17.png
                  • a. Name - The name of the question, i.e., Question 1, Question 2, etc. These default names can be edited. It is advisable as you duplicate and delete questions and pages, you go back to your final survey and ensure your question numbers are in some type of sequential order. This will make it easier for you to navigate and view report content.
                  • b. Title - This is the actual question you are asking recipients
                  • c. Description - You can add an optional description for each question. This can include additional instructions or information and will display under the Title of the question
                  • d. Is Visible? - Checked by default. Uncheck if question should not be visible to recipients
                  • e. Is Required? - Check to make the question required. Users will not be able to proceed in the survey until the question is answered.
                  • f. Read Only - Check if the question is informational and should not be answered, but only read.
                  • g. Input Type - The only option for this type of question is Text. 
                  • h. Input Place Holder - This is for text you can enter to help a user know the type of content you are wanting in the answer. For example, "I thought the process was...." It will be grayed out and the user can overwrite the prompt
                  • i. Data List - This is a list of response options the users must select from. 

                • Layout Section
                  2021-12-20_16h33_54.png
                  • a. Hide Number - Hides the question number within the survey. The question will display without a preceding number.
                  • b. State - Setting is Default, but the question can be changed to Expanded or Collapsed.
                  • c. Title Location - Setting is Default and can be changed to Top, Bottom, Left, and Hidden.
                  • d. Description Location - Setting is Default and can be changed to Under Input or Under Title. 

            • If a Radiogroup question is selected:
                • General Section
                  2021-12-20_16h39_55.png
                  • a. Name - The name of the question, i.e., Question 1, Question 2, etc. These default names can be edited. It is advisable as you duplicate and delete questions and pages, you go back to your final survey and ensure your question numbers are in some type of sequential order. This will make it easier for you to navigate and view report content.
                  • b. Title - This is the actual question you are asking recipients
                  • c. Description - You can add an optional description for each question. 
                  • d. Is Visible? - Checked by default. Uncheck if question should not be visible to recipients
                  • e. Is Required? - Check to make the question required. Users will not be able to proceed in the survey until the question is answered.
                  • f. Read Only - Check if the question is informational and should not be answered, but only read.
                  • g. Has Comment - Check if you would like to add a comment field to multiple choice questions. This allows users to add additional information to their answer. An additional Comment Text field will open when checking this option. Here, you can add text to change the default comment field from 'Other (describe)' to something else, such as 'Use this field to add more
                    information.'

                • Choices Section - This section allows you to add the items that make up the multiple choice options. These are set so only one option can be selected. You can add these in the center panel, or in this section in the right panel. By default, three options are available.

                  2021-12-20_16h49_13.png
                  • a. The eraser icon will delete all the options without prompting you. Use this option carefully
                  • b. The sunburst icon is a Fast Entry pop-up that allows you to quickly add your choices.
                  • c. Use the + sign to add more options
                  • d. These are the options currently configured in the responses
                • Layout Section
                  2021-12-20_16h33_54.png
                  • a. Hide Number - Hides the question number within the survey. The question will display without a preceding number.
                  • b. State - Setting is Default, but the question can be changed to Expanded or Collapsed.
                  • c. Title Location - Setting is Default and can be changed to Top, Bottom, Left, and Hidden.
                  • d. Description Location - Setting is Default and can be changed to Under Input or Under Title. 

Test Survey tab - On this tab you can preview, test, and experience the survey as a user to see how it responds.

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  • If the survey has multiple pages, click 'Next' 2021-12-21_11h40_46.pngor 'Previous' 2021-12-21_11h39_04.png to see the other pages, or scroll through the pages using the 2021-12-21_11h40_03.pngfeature.
  • A 'Show Invisible Elements' 2021-12-20_16h57_09.png toggle at the bottom of the page will allow you to turn on items that are visible to you but will not be visible to the recipients.


Survey Logic tab - On this tab you can set conditions to certain questions.

  • Click 2021-12-21_11h46_01.png to add a condition.

    2021-12-21_12h09_12.png
    • a. Select the question that the condition applies to.
    • b. Select the condition that should be applied.
    • c. Enter or select the value that should be referenced (options will vary depending on the configuration of the question)
    • d. Add additional conditions, if needed.
    • e. Select an action to add (options will vary depending on the selection)
    • f. Conditions can be deleted by clicking 2021-12-21_12h19_04.png
  • When all conditions have been added, click 2021-12-21_12h19_47.png

Translation tab - This tab allows you to provide translated surveys.

  • Translation Main Page:

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      • a. Show All Pages - Select if all pages will be visible, or select a specific page.
      • b. Show All Strings- Checking will show all strings in your survey, including descriptions or fields that have no data, and a translation would not typically be necessary.
      • c. + Merge with default locale - Allows translations to be combined (options vary based on language settings)
      • d. Export to CSV - This option allows you to export all the fields to an external .csv file where edits can be made to be imported.
      • e. Import from CSV - This option allows you to import the data from an external .csv file.
      • f. Name - The name of the filed that is being translated.
      • g. Default (varies based on system settings) - Select the translation that should be applied.
      • h. Additional language (varies based on system settings) - If an additional language is added, select the translation that should be applied.

  • Translation Language Panel:

    2021-12-21_12h57_17.png
    • Additional languages can be added and selected.
  • Once all tabs have been configured, click 2021-12-21_13h03_04.png

 

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Creating a Pre-Defined Survey

Pre-configured surveys are also available to be selected and can be edited as needed using the same processes as creating a new Survey.

  • To create a Pre-Defined Survey, go to Settings > HR Setup > Surveys
  • Click 2021-12-16_16h58_32.png
    • The following types are available:
      • Manager Effective Index Survey - Feedback from the employee about their manager.
      • Standard Survey - General feedback from employee about the company, manager, and position within the company. 
      • Weekly Pulse Survey - Feedback from the employee about a given work week.

Note: If you would like employees to view expired or submitted surveys please reach out to your LinkHCM representative.

 

Survey Assignment and Reporting

For information on assigning a survey and reporting features, please see the Survey Collectors guide. 

Note: Once a survey is assigned, the contents of survey cannot be edited. If adjustments need to be made, the survey will either need to be cloned, or a new survey created.

Additional reporting is available from the Surveys Page

  • Go to Settings > HR Setup > Surveys
    • If a survey is still in progress, the survey will have the 2021-12-23_12h15_09.png icon and cannot be selected.
    • If the survey has ended, the 2021-12-23_12h22_23.png icon will appear, and clicking it will take you to details about the survey:

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      • a. Information about the survey is available, including name, status, survey period, and participant response statistics. 
      • b. Select the page being reviewed
      • c. Responses can be viewed in an expanded or collapsed state.
      • d. For Single Input questions, click 'View Report' to be taken to the Survey Answers page, which gives details about the responses
        • Selecting 'View Detailed Answers'  2021-12-23_12h25_12.png will take you to the same page and is available for Single Input and Radiogroup questions.
    • Click 2021-12-23_13h40_08.pngto create a PDF of the report.