Adding a User Survey

Surveys can be created and administered in SapphireIMS. The survey questions and possible responses can be configured and the survey scheduled among selected recipients. A windows can be specified during which the survey will be kept open. The survey questionnaire is made available for the participants who can login and participate. Notification and reminders can be sent. The results of the survey are analyzed and presented in a dashboard.

Click the 'Settings' tab. In the 'Service Desk configuration' section, click 'User Surveys'. The list of surveys and feedback forms are displayed.

Click on an existing survey to edit or click on 'ADD' to add a new survey.

The fields for the Survey form are described in the table below.

Serial No	Field Name	Description
1	Survey Name and Survey Description	The name and brief description of the survey.
2	Survey Type	Select 'Survey' to create a new survey.
3	Start Time	Specify the start time of the survey window.
4	End Time	Specify the end time of the survey. The survey will be active only between the specified start and end times
5	Location	Select one or more Locations to which the survey is applicable.
6	Department	Select one or more Departments to which the survey is applicable.
7	Roles	Select one or more roles whose users will participate in the survey.
8	Users	Select the users who will participate in the survey. Click 'Add Rule' to save the rule. Repeat to add more recipients. Click on against the rule to delete it.
9	Add Title	Click 'Add Title' to add the survey title. This title will be visible in the service desk home page to all the users who have access to the survey.
10	Add Question	Click 'Add Question' to add the survey question. Refer to Adding Survey Questions for details on adding questions.
11	Send Mail	Check this box if e-mail needs to sent to the survey user to invite the participants to participate in the survey and check 'CC Manager' box if the mail needs to be sent to the survey participant's manager as well. A default mail template is displayed and can be edited. Macros can be used in the mail template which will get substituted with actual values when the mail is being sent. Select from the 'Macro List' to select a macro which will be inserted in the mail body. Macros can also be added into the mail enclosed by curly braces ({}).
12	Pre-Notification Levels	Check the 'Pre-Notification Level' boxes and specify the number of days before the end time of the survey to enable sending reminder mails. For example: Level 1 pre-notification mail is sent 5 days before the end time of the survey and Level 2 pre-notification mail is sent 2 days before the end time of the survey
13	Acknowledgement Mail	Check this box if an e-mail needs to be sent to the survey user after the survey is undertaken. A default mail template is displayed and can be edited. Macros (enclosed in {}) can be used in the mail template which will get substituted with actual values when the mail is being sent.

Click on 'Update' or 'Save'.
To delete a survey or feedback form, select the survey in the listing and click on 'DELETE'.
A log of the notifications and acknowledgment is available for each survey. Click on to get the log in Excel format.

Note: Notification Log is enabled only if mail notification for the survey is enabled.

Note: Refer to Service Desk->Service Desk Common Features->Participating in User Survey on how to participate in user surveys.

Copying a Survey

Often surveys are administered periodically and there may not be much change to the content. To facilitate this the survey template can be copied and a new survey created.

Click on against the survey. The new survey details need to be entered.

Enter the new 'Survey Name', 'Survey Description', 'Start Time' and 'End Time'.
Click on 'Save' to create the new survey.

Adding Survey Questions

Follow the steps below to add questions to the survey.

Click 'Add Question' to add the survey question.

Enter the question, select the 'HTML Type' to be provided for the response (radio button or check box or Text Box) and check the box if comments are required for the question.

Enter the 'Answer' and click 'Add' to add the answer.
Click 'Save' to save the question and answers.
Repeat the steps to add more responses.
If the survey is being updated, you can edit any question or title by clicking on against the question or title. You can also delete the question or title by clicking on against that.

Note: You can provide as many answers as required for one survey question.

Survey Schedule

To schedule a survey, click on the 'Survey Schedule' tab. The listing of scheduled surveys is displayed.

To edit an existing click on the survey schedule or click on 'ADD' to create a new schedule.

Enter the 'Name' and 'Description' of the survey schedule.
Select the survey to be scheduled from the 'Saved Surveys' 'drop down list.
Select the 'Time' at which the survey is to be started. Check 'Submit Immediately' if the survey has to be started immediately.
If the survey has to be repeated, select from the 'Hourly', 'Daily', 'Weekly', 'Monthly' and 'Once'.
Click on 'Save'.