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.

Figure 1.1: Accessing template builder

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.

Figure 1.1.1: Save survey

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.

Figure 2.1.1: Adding sections

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.

Figure 2.2.1.1: Adding questions

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.

Note: Only certain attributes of an existing question are copied on to the new question. Links and conditional logics does NOT get copied on to the new question.

Figure 2.2.2.1: Add question from existing question

STEP 3: Enter the following details to add a question.

Field	Description

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. Notes: Alternatively, you may move questions around in the preview pane in the right-hand side by dragging and dropping where you wish it to be. When moving a question, if the question is the first question, the 'Before' and 'Top of page' functions will not work. Likewise, if the question is the last question, the 'After' and 'Bottom of page' functions will not work. Furthermore, an added 'Section' will not be considered when moving questions around.
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. Controls: Linking to a control requires a user to be registered with the Risk product. Additionally, only the risk controls that are active will be listed here to be linked. Once linked to a control, the question 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 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. Recipients: Link questions to internal recipients here. Once the survey is shared, the added recipients will be able to view ONLY the linked questions in the Survey module, if the user is not a recipient of the Survey. If the user is a recipient of the Survey too, then they will view all questions regardless of linking or not. Figure 2.2.2.2: Add conditional logic - comment box Show question: This will let you select an already added question to be displayed, if this answer was the selected value. You can select more than one question to be displayed. Notes: If the selected question to be shown is deleted at any point, the conditional logic will not work as expected, and the deleted question will not display when the answer is selected. If question 'X' has been selected under the 'Show Question' conditional logic for question 'A', please do NOT select a 'Show question' conditional logic for question 'X' as question 'A'. Which will result in a loop. Figure 2.2.2.3: Add conditional logic - show question Click the Add button to enable the conditional logic.

Figure 2.2.2.4: Questions preview

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.

Figure 2.3.1: Edit questions

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.

Note: Click on the Save As Default checkbox to save the filter as a default search criteria for your login.

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.

Figure 2.4.1: Filter and search questions

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.

Figure 2.5:1: Delete questions

2.6 Adding Contextual Text

STEP 1: Click the Add Contextual Text link in the 'Questions' tab. This allows you to add informative content anywhere within the survey, either at the beginning or in between sections/questions.

Figure 2.6.1

2.6.1 To add contextual text

STEP 2: Once the Add Contextual Text link is clicked, a pop-up window will appear.

Figure 2.6.1.1

STEP 3: Enter the required content into the text editor and apply formatting as required. You may format the text using standard formatting options.

Note: The following formatting options are available when adding contextual text:

Font style: Bold (B), Italic (I), Underline (U).
Format dropdown: options include Paragraph, heading 1, Heading 2, Heading 3, Heading 4, Heading 5, and Heading 6.
Text alignment: Right align, Centre align, Left aligns, Justify.
Lists: Insert unordered list (bullets), Insert ordered list (numbering).
Indentation: Right indent, Left indent.
Hyperlinks: Highlight the text and click the hyperlink icon to load a pop up where you can add a URL and choose whether to open it in a new tab.
Clear formatting: Select the text and click the clear formatting icon.

STEP 4: Click the Add button to save and insert the contextual text into the survey.

Figure 2.6.1.2

Note: Once added, the contextual text will appear as a separate section in the survey preview. Respondents will view this content as part of the survey when it is shared.

STEP 5: To update or delete an existing contextual text, click the title hyperlink to open the editing popup.
- To update: make the required changes and click the Update button.
- To delete: click the Delete button and confirm the action in the prompt that appears.

Figure 2.6.1.3

Figure 2.6.1.4

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 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 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.

Figure 3.1.1: Adding a linkage

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

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. Note: Do not enter group emails here, where it contains more than one person. If you do, all responses will be displayed as been received from one individual.
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. Note: If the Product selected in the previous field was 'Risk', the user roles listed will be obtained from the page Risk > Menu > Administration > Manage Users > Groups/Roles. Likewise, if the Product was 'Compliance', the user roles listed will be obtained from the page Compliance > Menu > Compliance Settings > Standard Roles.
Standard Responsibility Owners	Select all the required standard responsibility owners you wish to email the survey to.

Figure 4.1.1: Adding recipients

STEP 3: Click on the Next button and enter the following details in the 'Frequency' subtab to set the survey frequency:

Field	Description

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). Notes: Upon saving the survey, based on the 'First Recurrence' date selected and the 'Frequency' selected, an email will be triggered to its recipients at midnight of the scheduled date. If the 'Frequency' is changed on the same day of the 'First Recurrence' date, a new email will be triggered and sent out to recipients each time the frequency is changed and saved, instantaneously. Thereby, resulting in multiple emails.
First Recurrence	If it is a recurrence survey, select when the first recurrence date is. Note: Upon saving the survey, the survey link will be emailed to its recipients at midnight, of the scheduled first recurrence date.
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. Note: If this field is left blank, the date specified in the 'End Recurrence By' field will be taken as the due date.
Survey response link validity period	Enter in days the validity period of the survey link. The survey link will expire after these many days. Note: The validity period will require to have a greater value than the response due in days.
Next Scheduled Recurrence	The next scheduled recurrence date will auto populate based on the 'Set Frequency'. Note: Only applicable if 'Recurrence' is selected as the 'Sharing Option'.
End Recurrence By	Select a date by which to end the recurrence by, in case it should stop before a particular date.

Figure 4.1.2: Adding frequency

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

Field

Description

Trigger Name

Select from the following trigger options:

Survey Shared: Email triggered when a survey is shared.
Survey Due: Email triggered when a survey is due.
Survey Overdue: Email triggered when a survey is overdue.

Use Default Template

ON: If you keep this turned on, the default email template will be sent for triggered survey events.
OFF: If you turn off the default template, you can customise the email templates as per your requirement.
- Email Name: Enter a name for the email notification.
- Subject Name: Enter a subject for the email notification.
- Email Body: Enter details in the body of the email notification to be sent. You can format your email body content using the standard formatting tools provided in the editing area.
  You can upload an image to the email body by clicking on the Upload Image button.
  Include variable snippets if required in your email body using the Variables button, and include the Survey Title, Survey Due Date, Recipient Name, or Survey URL.
  Click on the Preview button at the bottom of the email body to view the draft display of the email. Click on the HTML button to update the body content using HTML code.

Figure 5.1: Adding email notifications

STEP 3: Click on the Email Rules subtab and enter the following details for any email rules required to be set:

Field	Description

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.

Note: Alternatively, survey responses can be viewed from within the Survey Register page too.

Access survey from the Survey Register and click on the Response tab to view and analyse responses:

Field	Description

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. Figure 6.1: Yet to respond
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. If 'All Questions' are selected, all questions will be listed below, and will be expandable or collapsible and will have the following tabular structure: Respondent name: User's name who responded to the question. Date & Time: Date the question was answered. Responses: The answer provided to the question. Note: If multiple answers were available for selection, these will be graphically denoted by a donut chart next to the question, with the percentages of each answer. Yet to Respond: Users who were emailed the survey and yet to respond to the survey will be listed in this section. If a particular question was selected, the following additional fields will be displayed: Respondents Sent: This will denote the number of respondents this question was sent to. Responses Received: This will denote how many responses were received for this question. % Responses: This will denote the percentage of responses for this question.

Figure 6.2: Responses

Note: Click on the Return button at the top-right corner of the page to go back to the Survey Register.

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.

Figure 6.1.1: Export responses to Excel

Note: The Excel sheet will include the selected question or all questions, with the response period, responded user, responded date, response, comments, along with the list of users yet to respond.

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.

Figure 7.1: Share survey

Notes: