10.Survey

A survey is a function used when there is the need to ask for opinions of users in an organization for statistical analysis or to aggregate the opinions for decision making. It generate the questionnaire and distributes it online to enable the users participate. There is no need to interview the users face to face or to collect the result offline. Moreover, the user participation and result can be checked over the web in real-time.

This function is not standard with basic license agreement. It is enabled only after service license (social) is purchased and registered.

When you select the survey menu, following survey dashboard page is displayed.

Figure 10-1Survey Page Layout

1Survey home button-The button is fixed at the upper left corner of the screen and allows the users to navigate to the survey dashboard page from any screen.

2Survey creation–It is used to create a new survey.

3Survey menu – It is the survey menu.

4Survey dashboard–It shows the surveys that you must participate or surveys that were created recently.

10.1Participating in Survey

There are two ways to participate in surveys.

Navigating from Survey Dashboard to Survey Details Screen

When you select the survey menu, the survey dashboard page is displayed. Up to 6 active surveys that you are targeted are displayed at the top of the dashboard. Click Participate in survey to move directly to the survey details screen.

Navigating to Survey Details Screen by Clicking Survey Title in Survey List

Click Survey in progress in the left sidebar. Then click the title of a survey to participate.

Edit is displayed at the top of survey details screen. If the Edit of the survey is set to Allowed, you can edit the survey within the survey period even after you answered the questionnaire.

10.2Creating Survey

A new survey is created for the purpose of collecting opinions for even trivial decision making such as the meeting place selection or for a contest for the name of a new product or the purpose of statistical analysis. Any user can create a survey.

The survey registrants are divided into two types. The survey targets are displayed differently according to the type of survey registrant when a survey is created.

A survey is created in the following way:

  1. Click Create survey at the upper left corner of the screen to navigate to the Create survey screen.

  2. Set the basic information of the survey.

    1. Survey title –Enter the survey title in 2 characters or more and 64 characters or less. It must be descriptive enough for the target to easily identify the nature of survey.

    2. Survey period – Click the Calendar icon () and select the start date and stop date of the survey. The survey targets can answer the survey only during this period.

      1. If you are a company-wide survey registrant, select Company-wide or Specific.

      2. If you are a general survey registrant and a member of a group (department or team), all members of the group are selected as the targets by default.

        You can click Select directly to designate the users or department in the Organization Tree. When you click a department name, you can select whether to add the members of the department only or even the members of lower level departments.

    3. CC – Select the users who can see the survey result. If the user in cc is not the survey target, the user can access only the survey result.

    4. Open option of survey result – Select the open option of the survey result. If the survey result is set to private, only the survey creator and cc of the survey can access the result.

    5. Comment – Select whether the comment to the survey will be allowed. If it is allowed, users can interchange their opinions of the survey.

    6. Editing of answer – Select whether the users will be allowed to edit the answer after answering the survey. Even if the editing is allowed, the answer can be edited only during the survey period.

    7. Survey registrant – The field is shown only to the company-wide survey registrant. To designate a specific department or team to be the survey creator, enter the registrant in 2 characters or more and 64 characters or less. (ex.) Management Office, Operation Team, HR Dept., S/W Research Center

  3. Click Next after the basic items are selected or input.

  4. Create the survey questionnaire.

    1. Introduction statement – Enter the purpose, reason, answer criteria, etc. needed to effectively conduct the survey. If needed, a file can be attached. There is no limitation to the size and number of files to be attached.

    2. Click Add question to set the question and example and click Finish. Repeat the process until all questions are added.

  5. Click Complete creation when all questions are added.

If you do not use the Organization Tree, you can add the survey target one at a time by clicking Add.

The company-wide survey registrants are designated by the site administrator. If you want to conduct a survey of all employees, contact the site administrator.

You cannot cleat Complete creation if there is no question.

Adding Question

The questions can be added after the basic data of the survey are all configured.

  1. Click Create survey in the left sidebar.

  2. Configure the basic data in the Create survey screen and click Next to navigate to the Create survey questionnaire screen.

  3. Click Add question in the Create survey questionnaire screen.

  4. Enter a question in 2 characters or more and 255 characters or less.

  5. Select the Survey question type according to the purpose of survey and expected result.

    1. Text type – It is a subjective question to which the user answers by entering a text. Its benefit is that it is easy to create the question and can obtain wide ranging answers. This type of question is recommended when the cause or reason of a problem cannot be determined.

      A text type question can be answered in a long or short text.

      1. Short text –The survey target can provide the answer in 1 character or more and 100 characters or less.

      2. Long text – The survey target can provide the answer in 1 character or more and 255 characters or less.

    2. Selection type – The multiple-choice type question lets the survey target to choose from the given selections. This type has the benefit in that it is easy to analyze the answer and generate the statistics. Depending on the setting, the survey target may choose two or more answers. Click the mouse in the input window and enter the examples. Up to 20 examples can be added.

    3. Score type – The user can select one of the given points. It is useful in the quantitative assessment surveys such as the satisfaction survey.

  6. Check Mandatory answer if the survey target must answer the question.

  7. Click Complete after the questions and examples are all configured.

Editing Question

You can edit the questions and examples of the survey.

  1. Place the mouse over the question to be edited in the Create survey questionnaire screen to display the Edit icon () in the right edge of the question.

  2. Click the Edit icon () and edit the question and example.

Copying Question

If the question and examples of a question are similar to another question, it can be copied to create another question quickly.

  1. Place the mouse over the question to be copied in the Create survey questionnaire screen to display the Copy icon () in the right edge of the question.

  2. Click the Copy icon () to copy the selected question.

  3. Edit the question and examples as needed.

Deleting Question

This function deletes the unneeded questions or duplicated questions.

  1. Place the mouse over the question to be deleted in the Create survey questionnaire screen to display the Delete icon () in the right edge of the question.

  2. Click the Delete icon () to delete the selected question.

A question is removed permanently when it is deleted even when Complete creation is not clicked. It should be noted that a deleted question cannot be restored.

Changing Order of Questions

An additional question may need to be inserted between two existing questions. In that case, the question is added and then the order of questions can be changed.

  1. Place the mouse over the left edge of the question to change the position in the Create survey questionnaire screen. The mouse pointer is changed to an arrow ().

  2. If the mouse pointer is arrow, position the question in the intended location.

10.3Editing Survey

You can edit the survey you created. You can edit only the surveys that are temporarily saved or are in preparation.

  1. Click Created survey in the left sidebar.

  2. Click the title of a survey to edit in the survey list. Navigate to the Edit survey screen.

  3. Edit the survey. Click Complete creation after editing is completed.

Ongoing survey, terminated survey or closed survey cannot be edited. Only the surveys that are temporarily saved or are in preparation can be edited.

10.4Changing Survey Status

You can suspend a created survey or resume a suspended survey.

  1. Click Created survey in the left sidebar.

  2. Select all surveys to change the status in the survey list. The selected surveys must all be in the same status.

  3. In preparation, Temporarily save or Suspended –Run is enabled. Click Run to begin the survey.

  4. In progress –Suspend is enabled. Slick Suspend to suspend the survey in progress.

  5. Click Run or Suspend to change the status of the survey.

10.5Deleting Survey

The unneeded surveys such as the surveys which were already analyzed and reflected in the decision making or the surveys incorrectly created can be deleted.

  1. Click Created survey in the left sidebar.

  2. Select all surveys to be deleted in the survey list.

  3. Click Delete at the top of the screen after the selection.

10.6Sending Notice to Nonparticipants

In the case of a survey you created, you can send a notice to survey targets to ask them to answer the survey. If the survey is in progress, the notice is sent to only the targets who have not answered the survey.

  1. Click Created survey in the left sidebar.

  2. Click the title of the survey to e-mail the notice.

  3. Click Send notice to nonparticipant under the survey time in the survey details screen.

  4. Click OK in the confirmation dialog box.

For the completed survey, the notice cannot be e-mailed to the nonparticipating survey targets.

The survey URL is displayed in the right edge of the survey target. The URL can be copied and sent to the target through a messenger or in an e-mail.

10.7Checking Survey Result

You can check the result of a survey that is closed or is in progress. The survey result can be provided by Summary on the screen or Details which can be checked in a downloaded filed.

Checking Result Summary

You can check the summary of the survey result. Following users can check the survey result summary.

If you are a target of a survey, you can check the result only after you answer the questionnaire even when you have the privilege to access the summary result.

You can check the survey result summary in the following way:

  1. Select the survey menu in the left sidebar.

    1. Survey in progress, Closed survey, Created survey

  2. Click the title of a survey to check the result.

  3. The result is displayed in the survey details screen.

    1. Selection type – The number of respondents of each answer is displayed.

    2. Text type – The number of participants giving the answer is displayed.

    3. Score type – The average score of the participants and their scores is displayed.

You can click Check result in the survey list at the top of the survey dashboard to navigate to the survey result screen.

Writing and checking comments

Users can post comment for each survey question. You can write or check your comments to the right or at the bottom of a question.

When creating a survey, you can set the option regarding “writing comments.” Users can post comments only when this option is set to “use.”

Checking Result Details

A file containing the names and IDs of the survey targets as well as the answers to the question and time of response can be downloaded. The result details can be checked only by the survey creator and survey cc.

The survey result details can be checked in the following way:

  1. Select the survey menu in the left sidebar.

    1. Survey in progress, Closed survey, Created survey

  2. Click the title of a survey to check the result.

  3. Click Download survey result below the survey title in the survey details screen. You can download the survey result in a csv file and save it in your PC.

10.8Survey Search

You can search the surveys by the survey title or name of the survey creator.

  1. Select the survey menu in the left sidebar.

    1. Survey in progress, Closed survey, Created survey

  2. Select a search item at the bottom of the screen and enter the search word in 2 characters or more and 64 characters or less.

  3. Click the Search icon ().