This article outlines different steps that you need to follow while creating a survey from scratch. Different features of each section in a survey builder are also highlighted in each step.
How to build a survey from scratch:
Click on "Surveys" from the home page and click on "New Survey" from the survey overview page. Alternatively, select the component and choose "Create from the selected component" from the Survey menu.
You will then see the Survey builder. Here you can give your survey a name, email address, and description.
2. Workspace and Components
Select the workspace and the component type you would like to build the survey for. A Survey can revolve around one component type and its associated relationship and field.
You can also choose if you want to allow respondents to delete components in the app and the components you created through surveys.
You can configure your survey by using "Advanced search option." Use this option to narrow down or filter the components by applying rules. You can see the filtered components under "Preview Selected Components".
In this example applications classified as Cloud will only be exposed in the survey. It is not currently possible to create an advanced search on a rule-based on references and the workaround is to create a calculated field based on reference and use it for filtering.
To get a better understanding of advanced search, please refer to this article.
3. Survey Sections
Click on "Add question" to create questions for your survey based on field or reference. You can also add a text section here to display in the survey.
In the example below, a field question is created for the field "Criticality."
Set the field question as you see in the image above. This does not indicate that respondents need to answer the question, but if you would like to achieve that set the "is this field required" checked.
You can also create a survey question for references. In the example below, a reference is created for the Application owner. The component type here for Person from the People workspace, and the direction of the reference is selected as Incoming and of type Owns.
The reference question is also required, and the minimum number of references is set to be 1. The application will therefore need at least one reference in the status field.
You can create a text or reference field question for a reference question by clicking on ‘Add a section to reference question’. The image below shows how a field question would look like for the reference question for the application owner.
Note: It is recommended to provide a good description for better quality answers to survey questions.
A hidden field is a field you can configure with a default value. The field will be invisible to the Survey contributors, but will be a part of the Survey submission when the contributors presses submit.
Updates to a field can be used to determine for example:
Last review date
Whether a component has been updated through a Survey
To indicate that the component updates should be reviewed
For instance, this can be used aid data governance. Customers have been adding hidden checkbox field and/or date field and are using this to check if a component or reference have been updated through a Survey.
4. Result Display Options
Click on the Result Display option to enable or disable the landing page so that respondents will only see existing entries. To add field columns to display in the survey, choose from the drop-down as in the image below.
5. Result Filtering
The final section of the survey is 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. The default choice is Filtering by Hierarchy (Parent).
Hierarchy filtering can come in handy when working with multi-layer component structures. It does not in any way limit what components are available for the survey takers to document, but adds a hierarchy navigator to the left of the survey. This makes it easier to show just the components which are relevant to the survey taker.
In the following example, we have a survey used to document what technologies the employees in different countries are familiar with. For example, you work in England and want to document which technologies your colleagues in that country are familiar with. Rather than having to scroll through the worldwide list of employees, you can simply click England in the hierarchy navigator, and only components corresponding to employees in England will be shown:
The other filtering option is called Filtering by Referenced Components:
This option lets you select which group of components to show based on which components they reference or are referenced by. This can be useful when component groups are defined by references, rather than the hierarchy.
In the following example, the result filtering is defined by which technology is referenced. For the survey taker, this will be shown as a navigator to the left of the screen, where it is possible to select a technology. Selecting a technology will show all the components which already exist and can be documented by the survey, which are connected to that technology:
6. Save and Go Live
Finally, remember to save changes and set the survey to Live and ‘Open Survey’. Once the survey is ready, you can share it with your respondents. For a video description and to know more about sharing survey and permissions, refer to this article.
Please feel free to reach out if you have any questions, or need more help with creating the perfect Surveys for your organization. We're here to help!