Prerequisites

• Created and structured survey.
• Access to the Management > Survey planning (SV005) menu.
• Access to the Execution > Survey execution (SV028) menu.

Introduction

When creating a survey, we must add the users who will answer it.

Respondents may or may not belong to SoftExpert Suite. If they are not part of the system, it is possible to use the Guest tab to make them respondents of the record. 

See below how to define the respondents of a survey:

Defining SoftExpert Suite respondents in a survey

1. Access the Management > Survey planning (SV005) menu or the Execution > Survey execution (SV028) menu.

2. Select the desired record and click on the button.

3. Go to the Respondent tab.

4. Click on the button from the side toolbar.

5. On the screen that will open, access the SE Suite tab.

6. Select the respondent type in the Control field:

• Organizational unit: Users from a specific organizational unit will be the survey respondents.
  • If this control is checked, the business unit hierarchy and the departments belonging to the business units will be displayed. When the “Consider sublevels” option is checked, the organizational units that are below in the hierarchy will also be considered. 
  • It is possible to enable the options of checking all sublevels or unchecking all sublevels of the selected organizational unit. When the “Check all sublevels” button is used, organizational subunits added later will not be incorporated into the respondent list.
• Position: Users who hold a certain position will be the survey respondents.
• Department/Position: Users from a specific department and holding a specific position will be the survey respondents.
• User: A specific user will be the survey respondent.
• Team: Users who make up a team created in SoftExpert Survey will be the survey respondents.
• External user: External users configured in the SoftExpert Administration component will be the survey respondents.

6. If you wish, use the available filters. 

7. Select the desired respondent and click on Save.

Defining guest respondents in a survey

1. Access the Management > Survey planning (SV005) menu or the Execution > Survey execution (SV028) menu.

2. Select the desired record and click on the button.

3. Go to the Respondent tab.

4. Click on the button from the side toolbar.

5. On the screen that will open, access the Guest tab.

6. It will be possible to fill out the list of guest respondents in two ways:

• By inserting a .csv or .xls spreadsheet with a list containing the names and e-mails of the desired respondents.
  • To do this, download the template spreadsheets using the "CSV import template" or "XLS import template" button.
• By entering the names and e-mails of the guests, separated by comma, in the Respondent list field. 
  • For example: "John, john123@gmail.com"

Copying respondents from records to a survey

1. Access the Management > Survey planning (SV005) menu or the Execution > Survey execution (SV028) menu.

2. Select the desired record and click on the button.

3. Go to the Respondent tab.

4. Click on the button from the side toolbar.

5. On the screen that will open, access the Clone record tab.

6. Click on the button next to the Survey field to select the record from which you wish to copy the respondents.

7. On the screen that will open, search for the record using the Keyword filter or the Survey type filter.

8. Select the desired record and click on the button.

9. Select the respondents you wish to copy and click on Save.

Conclusion

The respondents have been defined, and the survey can now be enabled to be answered.