Surveys are a great tool for including more users to contribute with data, without having to learn how to use Ardoq. This is especially good for gathering data from the Business side of your organization, as the Surveys look like any other form with explanatory text.
You can create Surveys for specific users/users groups, and they will only have access to create or update what you decide. Hidden fields give you the possibility to make sure you can easily find anything coming from the Surveys.
To create a new Survey, you can either create it from scratch or generate it “automatically”. Automatically in this case means you auto-generate it from a component and get the type, Workspace, all fields, and all references associated with that component as Survey questions.
Below, we give a run-through of Survey functionality. We also manually create a Survey:
➡️ Here is where you can read more about creating surveys and advanced features.
Automatically Creating a Survey
A survey can be created automatically by taking existing data in the current context into consideration. To do so:
Select the context that you would like to build the survey on.
Navigate to the survey menu and click on the option ‘create from the component name’.
Now, autogenerate a survey and will be directed to the survey builder. You can see that the survey details and field questions will be filled in automatically but you can edit and add new details here. You can set the questions as required to see where you are missing information in the survey (see image below).
Click on save changes and set it to 'Live'.
Here, applications with an exclamation mark (!) in the status column indicate that they are missing one or more required questions (fields, references, etc.). The latest update in the checkbox column in the Survey landing page also displays additional information to make it easier for admins to track and distinguish between the various statuses of the checkbox fields.
Note: Previously, the checkbox field in Surveys had only the Unchecked and Checked statuses. With the latest updates, the checkbox field status now mirrors the one in the core Ardoq app with three values: Not set, Checked, and Unchecked. Required questions will show a warning and be marked incomplete only when fields with a Not set status are submitted.
How to Set Permissions and Share Surveys
After your Survey is finished and you are ready to share it with the contributor(s), open the Survey admin panel by clicking on it on the left Menu:
Now you can see which Surveys are live and not when each survey was last updated, and additional options when clicking on the three-dotted lines to the left:
The final step in surveys is to choose which users can access the Survey (they still need the URL), or only specific users. Only Ardoq Users can get access, but as Survey permissions override workspace permissions, a user with read permissions can still contribute via the Survey. 👌
After the correct user(s) have access, you share the URL found at the URL bar when you open the Survey you want to share.
Note: Responses to the Surveys are only saved as updates.
You can send a specific or a group of non Ardoq users the survey link, and there is no need to add a particular or group of users into the survey permissions but rather give access to the Contributor role as a whole. Check out all the user roles and permissions you can enable in your workspace.
As in the image above, if you set the permission of the survey to be "All organization members," then it is possible that all users can interact with the data that's exposed within the Survey. Note they cannot view the workspaces themselves backing the surveys if no access.
If you are setting contributors to use access to the surveys, then set 'Survey Contributors' to 'Access to survey' as in the image above. Remember, if a user has both the contributor's access and member role, the member role is higher and it will be selected for permission. So survey permissions don't trickle up, and the survey permissions will have to be set like: Changed to all org members.
You can set permissions for users in AD and in the app to be contributors. Remember, you can't control permissions from AD, but only a user's role. When you open up a survey to contributors then anyone with at least the contributor role can access it. They can only interact with links they have been sent to and won't be able to open the app otherwise. Also, opening up for contributors also means that full-fledged organization members, that are assigned the reader/writer role, can also access these surveys.
Please take a look at our Knowledge Base article on Users and Permissions for an overview of what users with different roles have access to.
Markdown in Surveys
Markdown in Survey Descriptions is supported to facilitate easier conversations with your organization. It is possible to add images and create meaningful survey questions by adding visual guidance.
Here is a markdown cheatsheet that we recommend https://github.com/adam-p/markdown-here/wiki/Markdown-Here-Cheatsheet
It is also possible to include URLs in the survey description. Below are some of the points to consider to include markdown URLs.
Markdown URLs work (https://ardoq.com)
Just writing a plain URL will not result in a clickable link
A single linebreak written with a single click of the enter button will be rendered as space.
Any linebreak written with more than one click of the enter button will be rendered as a single linebreak that skips one line, regardless of how many times you do it.
Note: Ardoq does not support HTML tags in markdown.
Filtering Option in the Survey
The final section of the survey is the called Result Filtering. Here you can limit which components will be visible for the survey taker to document. ✅ Checking the ENABLE FILTERING checkbox will give you access to two different result filtering types: filtering by Hierarchy and filtering by referenced components. Read more about each filtering here.
Can I add my own logo to surveys?
You can add your logo of choice in surveys. You can do so under the organization settings (as in the image below)
Is it possible to Clone Surveys?
Yes, you can do so in the survey overview by clicking on the ‘three dots' and 'COPY’
Is there any way of creating nested surveys such that there is 1 survey for each Vendor and is navigated by hierarchy, but with only one of the vendors accessible at the time?
If each survey will be sent to different vendors it is possible to make each vendor see only the things related to that vendor using broadcasts + gremlin. If, on the other hand, you want to send out multiple surveys to the same people, each limited to include components with a different vendor, you would have to create one broadcast per vendor. Here is where you can read more about broadcasts.
Is it possible to view all the data collected in a tabulated form?
Yes. You can see responses in the Survey Overview Page outside of Ardoq, but its capabilities are limited.
Inside Ardoq you can see survey data either in Grid Editor or Table View. For the table view however you will need to ensure the columns match the questions in the survey.
You can also put that view into a presentation if you want non-Ardoq users to be able to see the information.
Please feel free to reach out if you have any remaining questions. We're happy to help with creating the perfect Surveys for your organization.