Survey Workspace
This article contains: |
1. Template Builder |
The survey template builder will let you initiate a new survey you are about to build/create in the system. Access this page from the Left-hand Navigation Menu > Add New > Survey.
1.1 Add a New Survey
Note: Surveys can be added only by users with the 'Survey Add' permission, and edited with the 'Edit Survey Details' permission, assigned to them via a Super Admin.
STEP 1: Once accessed the Template Builder page, enter a survey template name, template description, and the confirmation message to appear when the survey has been submitted successfully.
Note: Details entered in the survey name and description will be updated automatically in the left-hand panel to display how it will be displayed to users.
STEP 2: Click on the Save button at the top-right corner of the page to save the new survey and add questions, linkages, etc. to the survey. A success notification displayed at the top-right corner will confirm a successful addition.
2. Questions |
Once you add a survey, click on the Questions tab to add questions to the survey.
2.1 Adding Sections
You can group questions into sections prior to adding questions if required. This will only be to enhance the preview of the survey. Add a section as follows:
STEP 1: Click on the Add Section link in the 'Questions' tab.
STEP 2: Enter a section title, section description, and click Add. Now all questions added, will be listed under the added section. You may skip adding sections if it is not needed.
2.2 Adding Questions
STEP 1: Click the Add Question link in the 'Questions' tab. You may add a new question or select from an existing question. You may add all your questions in one area or group them into sections as above. To add a question:
2.2.1 To add a new question
STEP 2.1: Click the Add Question link and select the 'Add new' option.
Note: Go to Step 3 for details on fields to be filled in. Mandatory fields will be marked with a red asterisk next to it, and will be required to be filled in to save the survey successfully. If not, a validation error will be displayed.
2.2.2 To add a question from an existing question
STEP 2.2: Click the Add Question link and select the 'Add from existing' option.
Select a question title from the 'Question Title' dropdown and click Insert. Or click on the Filter button and filter details such as Survey Title, Tags, Question Type, and click Search to filter questions to select from. This will add the question in an editable format to be amended as required.
STEP 3: Enter the following details to add a question.
Field | Description |
|---|---|
Question | Enter a question here. This is a mandatory field. |
Question Description | Enter a question description if needed, for clarification purposes. |
Move Question To | Once you have several questions, use this dropdown to move your question around. Choices are: after a selected question, before a selected question, top of the page, or bottom of the page. |
Mandatory | Tick this checkbox to make this question a mandatory question. |
Question Tags | Select from a set of pre-created tags in Camms.Risk (under Menu > Administration > Configuration > Tags Settings >[add/edit tags in Interplan page]) to attach to a question. This will help when required to search a question easily. |
Links | Link at a question level, to Controls, Compliance Obligations, and/or internal Recipients. Alternatively, you may link controls and/or obligations at a survey level, in the Linkage tab. And add recipients at a survey level in the Recipients tab.
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STEP 4: Keep adding questions as required, and click the Save button at the top-right corner of the page to save survey. The draft preview of the survey will be displayed on the right-side of the page.
2.3 Edit Questions
To revisit any question for editing:
STEP 1: Click on the question link from the left question list grid panel OR click on the question from the right preview panel, and edit as needed.
STEP 2: Click on the Save button at the top-right corner of the page to save survey.
2.4 Filter and Search Questions
If your survey has several questions, you can filter and search it using the following steps:
STEP 1: Click the Filter button at the top of the question list.
STEP 2: Enter your filter criteria such as: question title, question type, tags, recipients, controls, and/or obligation and click Search.
STEP 3: Alternatively, you may navigate to the question you wish to search using the bottom panel, if there are few questions to search from.
2.5 Delete Questions
To delete a question:
STEP 1: Click on the question link you wish to remove from the left panel in the question list.
STEP 2: Click Yes in the confirmation window to confirm the deletion. This will remove the question from the survey.
3. Linkage |
The main purpose of the Survey module is to be able to create a survey and assess a risk control or how well a compliance obligation is being managed. You can link these controls or compliance obligations for a survey, using this tab.
3.1 Add linkages as follows:
STEP 1: Click on the Linkage tab.
STEP 2: Click on the Controls link to link one or more controls, and click on the Compliance Obligation link to link one or more compliance obligations.
Controls: Linking to a control requires a user to be registered with the Camms.Risk product. Additionally, only the risk controls that are active will be listed here to be linked. Once linked to a control, the survey will be listed in the Risk Control Details page, under the 'Control Assessment' tab.
Compliance Obligations: Linking to a compliance obligation requires a user to be registered with the Camms.Risk Compliance product. Additionally, only the obligations that are active will be listed here to be linked. Once linked to an obligation, the survey will be listed in the Compliance record page, under the 'Questionnaire' tab.
STEP 3: In the popup window, select from the list of Controls or Compliance Obligations, and click the Add button.
4. Recipients |
Once the survey is created, you can send it to internal and external recipients one-time, or on a selected frequency.
4.1 recipients as follows:
STEP 1: Click on the Recipients tab and 'Recipients' subtab.
STEP 2: Enter the following details to setup recipients for the created survey:
Field | Description |
|---|---|
List of Staff | Select internal staff members to receive the entire survey via email. |
External Recipients | Enter any external members to receive the entire survey via email. |
Staff Linked To Hierarchy Nodes | You may further select a hierarchy node in the organisation, to which the survey is emailed to. |
Select Product | Select the product between Risk or Compliance, to filter user roles in the next field, to select from. |
Staff Attached To User Roles | User roles are listed to be selected from, to be emailed based on the selected Product and Hierarchy type. |
Standard Responsibility Owners | Select all the required standard responsibility owners you wish to email the survey to. |
STEP 3: Click on the Next button and enter the following details in the 'Frequency' subtab to set the survey frequency:
Field | Description |
|---|---|
Sharing Options | Select if the survey is going to be a Recurring one or a One Time survey. |
Set Frequency | If you set the sharing option to recurring, then set the frequency to either: daily, weekly, bi-weekly, monthly, quarterly, annually, bi-annually (Twice a year). |
First Recurrence | If it is a recurrence survey, select when the first recurrence date is. |
Response due in (number of days) | Enter a due number of days you wish to specify for the survey to be submitted by. This value will be used when configuring due and overdue emails. |
Survey response link validity period | Enter in days the validity period of the survey link. The survey link will expire after these many days. |
Next Scheduled Recurrence | The next scheduled recurrence date will auto populate based on the 'Set Frequency'. |
End Recurrence By | Select a date by which to end the recurrence by, in case it should stop before a particular date. |
STEP 4: Click on the Save button to save survey.
5. Notifications |
Once the survey is created and ready to be shared, the Notifications tab will let you setup various email triggers and email rules for users.
5.1 Add email details for a notification:
STEP 1: Click on the Notifications tab and 'Email' subtab.
STEP 2: Enter the following details in the Email subtab if you do not use the default template:
Field | Description |
|---|---|
Trigger Name | Select from the following trigger options:
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Use Default Template |
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STEP 3: Click on the Email Rules subtab and enter the following details for any email rules required to be set:
Field | Description |
|---|---|
Template Name | Select the template to apply the email rule to: survey shared, survey due, overdue. |
Reminder | Select the number of days before or after the selected template (survey shared, due, overdue) to send the reminder. |
Continue to remind every | Select never to remind again or continue the reminder every: day, month, quarter, year. |
STEP 4: Click on the Save button to save survey.
6. Response |
Once the survey is active and users start submitting their answers, the responses can be monitored and analysed in the Response tab, in the Survey Workspace of the survey.
Access survey from the Survey Register and click on the Response tab to view and analyse responses:
Field | Description |
|---|---|
You are viewing responses for | Select as 'Current Period' to select answers for the current assessment period (the latest recurrence of the survey), or select a previous period to analyse a past assessment. |
Total Questions | Will denote the total number of questions of the assessment. |
Responses Due | Will denote the the total number of responses that are due. |
Responses Received | Will denote how many responses have been received so far from the assessment. |
Response Rate | Will denote the the percentage of responses received against the total number of responses expected. |
Yet to Respond | Will denote the total number of respondents that are yet to respond. Click on the number to view the respondents who are yet to respond to the assessment in a popup window. |
Select Question | Select All Questions to view all questions and its answers to load one below the other, or select a particular question and analyse its answers from the various users.
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6.1 Export to Excel
You can export answers to an Excel sheet along with the users answered it and those who have not, using the following steps:
STEP 1: Click on the Response tab in the Survey Workspace.
STEP 2: Under the 'Select Question' dropdown, select either the 'All Questions' option or select the question from the dropdown which you wish to export answers.
STEP 3: Click on the Export to Excel button to download the questions/answers to an Excel sheet.
7. Share Survey |
Once the survey is finalised, you can share the survey link with the selected recipients by clicking on the Share button at the top-right corner of the page, and click Share in the popup window. This will email the survey link to all recipients.
You may access the survey from the Survey Register page.
8. Delete Survey |
To delete a survey, within the survey workspace, click on the Delete Survey button at the top-right corner of the page, and click Yes in the confirmation window to remove survey.
You may access the survey from the Survey Register page.
9. End Assessment |
To end a survey assessment, within the survey workspace, click on the End Assessment button at the top-right corner of the page, and click Yes in the confirmation window to end the assessment.
You may access the survey from the Survey Register page.