Survey Management Page

The Survey Management Tools are accessed from the Site Administration Menu by clicking on the appropriate Surveys Icon located in the Content Management column.

 

 

Click on the  icon to access the Survey Management page.

Add Icon - Activates the Add a New Survey function.

Browse Icon - Accesses the Search for Surveys function.

 

 

 

Page Settings section:

 

This section is not displayed initially.  It is displayed after you save your survey.

 

 

• Use - select one of the following:

o     Page Type Default Settings – use to select the default Page Settings Collection for this feature.  The Default Settings for each feature are set from Page Type Manager which is listed on the Utilities Menu.  When PortalProdigy is first installed, each feature is set to inherit the Site Settings Collection.

o     Other – use to select a specific Page Settings Collection from the list box.

• Add New button  use to create a new Page Settings Collection.
• Page Manager button  use to open Page Manager to view and edit the selected Page Settings Collection.

 

Survey Details section:

 

 

• Survey Title Field – The Administrator enters the title of the survey into the Survey Title Field. The title is displayed in lists on public portions of the site and, when clicked on by a visitor, opens a page which displays the entire survey

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• Description - The Administrator enters a brief description, into the Description Field. The description is displayed on the visitors page at the top of the questionnaire just below the Survey Title..

 

• Allow Repetitive Selection Field – This field can be set to Yes or No. Setting the field to No prevents survey participants from submitting more than one set of answers.

It is important to note that this feature will only work if the Private Field of the Record Detail is set to Yes. Since setting it to Yes requires the survey taker to login, thusly giving the system a way of knowing who took the survey. When a non-longed in visitor attempts to take a survey he will be prompted to login or signup. A new signup login automatically enters the visitor into the User security group. (Non–logged in visitors default to the Visitor security group). Setting the private security group to User for surveys meant for public participation can help prevent single visitors from multiple submissions and secure a record of the visitor’s contact information.

 

• Response Notification Email Field – The Response Notification Email Field is used to indicate the email address of the individual that should be automatically notified of each time survey answers are submitted. For example, the survey chairperson. Each time a new survey questionnaire is submitted, an email message based on the selection in the Response Notification Template Field (on feature management page) will be sent to the email address entered into the Response Notification Email Field. The Response Notification Template is selected during the administrative setup of the feature and may be updated there on the Surveys Feature Management Page.  The template selected in the Response Notification Template Selection Field indicates the message to be sent to the email address entered into the Response Notification Email Field when a completed survey questionnaire is submitted to PORTALPRODIGY.

 

 

Question Details section:

 

This section is used to define each survey question.  A survey may have one or more questions.

 

 

• Question Field – The Administrator enters a survey question into this field. The question entered here will appear on the survey questionnaire displayed to visitors. After the first question is saved, PORTALPRODIGY adds another control form to the page as shown below. This control form permits the Administrator to navigate the survey questions by entering the question ID # into the Got To Question field, or clicking on the navigation links such as

 .

 

 

• Question Type Radio Buttons – Each question requires one or more answers. PORTALPRODIGY survey feature supports the collection of multiple choice (includes True/False), short text and essay responses. The appropriate response form is selected by clicking on the Choice, Text or Memo radio buttons.

 

• Choice – when selected the following options are offered:

 

• Maximum Answers Field – This selection is only relevant if the Choice Question radio Button is selected. Generally, this is set to one meaning only one answer may be selected by the visitor. However, under certain conditions multiple answers might be desirable and in such cases the number may be set higher.

 

§         Display as List Box Field – Set to “Yes” to display choices in list box or set to “No” to display choices as radio buttons. 

 

• Choice Name Field in grid – This selection is only relevant if the Choice Question radio Button is selected. The Administrator enters the list of possible answers into this field.

 

§         Order # Field in grid – This field controls the order in which choices are displayed to the visitor on the questionnaire.

• Text - When Text is selected select you will be given the choices to select a Data Format for the text.  The choices are “Text”, “Date”, “Number”, and “Dollars”.  This will display a text box on your form and format the value as specified.

o       Memo - This will display a memo field on your form.

 

Warning: Changing questions after answers have been submitted can skew results and only should be undertaken after careful consideration.

 

 

§    Administrator Only:  Set Administrator Only to “No” for all questions/fields that you want the customer to see on their entry form.  Set to “Yes” for all questions/fields that you want hidden from the customer but visible to administrators.

§    Required:  Set Required to “Yes” to make a response to the question/field mandatory.  Set to “No” to make a response optional.

§    Include in Knowledgebase:  Set Include in Knowledgebase to “Yes” if you want customers to be able to perform public search for this Survey Question and response.  Typically this is set to “No” for Surveys.

§    Active:  Defaults to “Yes” which means the question will be included on the survey.  Set to “No” to deactivate.  When deactivated, the question will no longer be included on the Survey; however, it will remain in the database and can be viewed from Administration for Surveys taken when it was active.

 

Record section:

 

 

• Active Field – The Active Field can be set to Yes or No. When set to No, the survey will no longer be displayed on the visitor (public) portion of the website. It also will be excluded from search results on administrative pages unless the Include deactivated records in search results box is checked.   It does not delete the record but tags the record so it will be filtered from display.

 

• Expires Date Field – The Expires Date Field provide for the input of a date, after which the survey will no longer be displayed on the visitor (public) portion of the website. It does not delete the record but tags the record so it will be filtered from display.

 

• Chapter ID Field - Indicates the chapter of the user who entered the discussion record. This field is applicable on multi-chapter versions of PORTALPRODIGY.

 

• Topic Selection Field – The Topics Field contains a selection list based on entries made on the Survey Topics Management pages. Topics determines which surveys are grouped together on the list displayed to visitors.

 

• Level Selection Field – The Level Field is applicable to multi-chapter synchronous installations of PORTALPRODIGY where levels, such as National, Regional, State and Local are used to filter the display of records.

 

 

• Private Selection Field - The Private Field can be set to Yes or No. Selecting No indicates that the discussion record may be displayed to all visitors. Selecting YES indicates that only visitors with appropriate privileges may view the discussion record and causes the Security Groups selection box to be displayed at the bottom of the Survey Management page. Clicking to check the corresponding check box(es) permits specified group members to view the discussion record on the public portion of the website.

 

 

Option Buttons:

 

	Saves the data and continue working on the page.
	Adds a new question.
	Deletes the currently displayed question.  PORTALPRODIGY will prompt to confirm deletion of the question.  Select OK to confirm the deletion or CANCEL to abort the deletion.
	Deletes the entire Request Form.  PORTALPRODIGY will prompt to confirm deletion of the form.  Select OK to confirm the deletion or CANCEL to abort the deletion.
	Displays a list of the questions and for each question lists each response (entered value).
	Opens Question Sort Order Management page which lists all questions and provides easy method to change their sort order.
	Opens Email Broadcasting page.
	Opens Reports page where you can select and print reports.
	Used to close the page.  PORTALPRODIGY will prompt to save changes.  OK response saves changes, closes page, and returns to previous page.  CANCEL response discards all entries and edits to the current page (same as Cancel button).