EHQ’s Surveys & Forms tool is one of the most popular tools. It is very useful when there is a necessity to gather large amounts of information quickly and efficiently from your community about a particular topic.
See article When to use a Survey or Form to understand when to use a survey or form in your consultation project. This article outlines how to set up a new survey or form. The following steps describe how to add the tool to your EHQ page:
To use the tool, first you need to add it to your project page. The following steps describe how to add the tool in a project:
Select the Projects link in the navigation bar of EHQ and click on your specific project. You can use the Search box to locate the required project.
Click on the title of the required project to view the project page. In this case, the project title is Sample project for EHQ. In the project page, click on the Add a tool button.
A list of tools is displayed on a draw from the right of the screen. Click on Surveys to add the Surveys tool to your project. This tool is available in the Controlled environment tools tab.
NOTE: The Survey tool is also available in the All tab.
Now, you can view the Survey page. To add survey forms to the project, enter a suitable title in the Add a title field and click the Create button. The permalink is automatically generated after you enter the title in the Title field. For example: In the screenshot below, the title entered is Survey for participants and the URL extension is automatically generated as survey-for-participants. You can edit permalink by clicking on the Edit button.
On clicking the Create button, the Edit Survey page is displayed. Here, enter a description in the Details tab and click the Save button.
The Survey tool with the survey title is displayed in the project page.
By default, the name of the tool is “Survey” and you can change it by clicking on the edit button.
On clicking the edit button, the Name field is displayed. You can change the name of the Survey tool here and click the Save button.
The Edit button
Click the Edit button to change details and settings of your Survey form, as displayed below. You can also click on the title.
Here, you can view Details, Manage and Settings tab. Each of these tabs are explained in the following sections.
The Details tab displays the title, description and tags of the survey topic. You can edit the information in these fields, if required.
The title is displayed in the project page, as indicated below.
And, the description is displayed in the preview, as shown below.
This tab is used to create your project surveys. It helps you to create and manage questions. Using this tab, you can do the following:
- add questions to build your survey
- create multiple pages and rearrange questions
- enable the ‘other’ option
- use skip logic
- add multimedia
- create conditional branching.
Changes to the survey are now automatically saved, so once all the questions are created you can go to preview and test your survey.
In this tab, you can edit participation settings and permalink, change the settings to view or disable survey submission count and progress bar, enter a thank you message and configure admin notifications.
In this section, you can change participation settings based on how you want your participants to engage. Customise the participation settings as explained below.
- Anyone – select to enable all visitors to your survey to take part without registration.
- Unverified – select to allow participants to comment on your survey without having to register on the site.
- Registered single – select to allow registered participants for only single submission. On selecting this option, a message to the participants who have previously submitted a response, is displayed in the Display message to participants who have previously submitted field.
- Registered participants only – select this option to allow registered participants to submit multiple times.
For more information on survey participation types, read the article on Survey participation types explained to understand which participation type suits your survey best.
This is the URL to your tool that was generated when you entered the title for your survey. Click the Edit button to rename it.
Admins can view the number of surveys taken next to the survey itself and choose to display this count to participants.
Admins can also choose to display this count to participants. To enable this feature, turn on the toggle switch for Show count of submissions in the Survey Count section of the Settings tab in the Edit Survey page.
This action will display the count to your participants or the survey takers, as illustrated below. By default, this is not selected for new and existing surveys.
Note – Survey count will not be displayed on the participant side for pinned surveys.
NOTE - Admins can enable this feature for participants on existing surveys too.
You can disable the visibility of the progress bar on Surveys by turning off this feature. When a new survey is created, the progress bar will be visible by default. This applies to both pinned and regular surveys.
Survey Button Text
You can customise what appears on the button, which asks your participants to take a survey or complete a form.
Note - This will not be applied to "pinned" surveys.
When you create a new survey, you will see an option for Survey Button Text.
To have buttons with standard text like Take Survey or Complete Form, click on the Take Survey or Complete Form options, respectively. To create your own label, click on Custom Text. The Enter Button Text field is displayed. Enter your text here.
The participant view of the survey with custom text as Start Survey is given below.
Note - By 'pinning' a survey to the project, the only action button visible is the submit button which will simply say Submit.
This option allows you to share the survey results with participants. By enabling the "Display survey results to participants" toggle, survey results are immediately displayed to a participant after they make their submission. See the article to understand how the survey results will be displayed to participants.
Thank You Message
In the Thank You Message box, enter a message thanking the participants for taking the survey. You can insert images and hyperlinks here.
In this section, you can notify admins via email when new comments or responses are added. The two options available are:
- Acknowledgement to admin
- Acknowledgement to user
The following steps describe how to set up email to send an acknowledgement to admin.
Acknowledgment to admin – click on this option to email acknowledgement to admin(s). Enter the email subject, email text and recipients’ email IDs in the provided boxes. By default, the survey creator's email address is added to the recipient section.
In the Email Subject box, enter the subject of the email.
Note: You can use placeholders here. For example [PARTICIPANT_SCREEN_NAME] and [SURVEY_TITLE] in your subject and these would get populated when the email is sent.
In the Email text box, enter the relevant text.
Note: You can use placeholders here. For example [PARTICIPANT_SCREEN_NAME], [SURVEY_TITLE], [SITE NAME] and [ANSWERS] in your email and these would get populated when the email is sent.
In the Recipients box, enter the email IDs of one or more recipients separated by commas.
Similarly, you can set up email notifications for sending acknowledgement for the user.
After making the necessary changes in Settings, click the Save button to save the settings.
To turn off/disable the option to send notifications, you can turn the toggle on(to green). The Dropdown to enter the mail text will get disabled once the toggle is on.
The Delete button
Click the Delete button to delete the survey from your project.
The Pin button
Pinning a survey to your project page allows the survey taker to complete a survey directly on your project page, saving them an extra click. Using a pinned survey is highly recommended when you have a neatly designed survey of no more than 10 questions per page. For more information about pinning a survey, read Pin your survey.
The Copy button (Clone Survey)
Engagement HQ enables users to replicate surveys within a project or clone a survey from one project to another. This is helpful when you want to create a survey which is similar to an existing one, either in the same project or in another project. To clone a survey, click the Copy button.
The following Clone Survey screen is displayed.
Click on the Project drop-down menu and select the project in which the original survey appears. Click on the Survey drop-down menu and select the survey you want to clone.
Click Clone Survey. The new survey initially contains a ‘-copy’ in its name to set it apart from the original survey. You can now edit the new survey.
The Schedule button
The Schedule button can be used to Schedule Publish and Schedule Archive of the survey questions.
To schedule Publish of the survey questions, click on the Schedule button.
The following Schedule Publish screen is displayed.
Set the date and time for publishing the survey questions. After this, click the Save button to save the schedule.
NOTE: You can delete the publish schedule by clicking on the Delete button.
To schedule archiving of the survey questions, click on the Schedule button.
The following Schedule Archive screen is displayed.
Set the date and time for archiving the survey questions. After this, click the Save button to save the schedule.
NOTE: You can delete the archival schedule by clicking on the Delete button.
When your tool is ready for use, you can publish it by selecting the Publish option as shown below.
After publishing the tool, options to unpublish and archive are available. After the survey is completed, you can archive it by clicking on the Archive option. An archived survey is still visible, but a participant cannot comment if they were previously allowed. You also have the option to unpublish it by clicking on the Unpublish option in the drop-down menu.
An unpublished survey moves a previously published survey to draft status and removes it from the site. You cannot delete a survey if a participant has already entered a response. However, surveys without any responses can be deleted by selecting the Delete option from the drop-down menu.
In your project page, for survey, click on the Preview button to preview that particular survey. This will display the preview for that survey only.
The preview of the survey is displayed in a new tab, as indicated below.
Note: To preview all surveys in one screen, click on the project preview button located at the top end of the project page.
You have successfully added and configured the Survey tool in your EHQ project.