Online Help

Help Table of Contents

Managing Surveys and Survey Questions

Surveys allow your to collect information from site visitors and Constituents such as feedback on your fundraising efforts, Advocacy Alerts, events, news articles, and so on. You can add a survey to the Survey List page, embed it in a PageBuilder page, or link to it from another page. In some cases you can add survey questions to an online form such as a registration form or ticket purchase form.

When a site visitor submits a completed survey, the responses can be recorded in the Interactions tab in their Constituent record. This allows you to manage and review the responses and edit them if necessary. For example, you can change a T-shirt size or color at the request of a Constituent.

Each survey question has its own security and reporting category. This enables you to configure which administrators can review and modify responses and which questions certain Constituents can view.

Click one of the following to learn more about:

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Creating a Survey

Creating a survey involves the following steps:

Identifying the Survey Details

Identifying survey details includes setting up who can view the survey questions and responses to the questions as well as what displays on the survey page along with the questions. You will also choose a page wrapper and provide URLs to the pages to display to those who submit the survey as well as those who do not submit it.

To create and identify the details of a new survey:

  1. Click Content > Surveys. The Survey List displays.
  2. Click Create a New Survey. The Identify Survey page displays.
  3. In the Survey Name field enter a descriptive label for the survey. The name displays in the administrator and end-user Survey Lists, and will display as the survey title in the link to it.
  4. In the User Security Category list, select a security group to limit who can view and answer the questions. If you select general all Constituents and Administrators can view and answer questions.
  5. For the Page Wrapper option, select whether to use the default page wrapper for the Security Category to which the page belongs, or to select a different one (only active wrappers in the same Security Category or in the General Category display in the list).

    Note: If no default wrapper exists for the selected Security Category, the default wrapper for the General Security Category will be used. If the General Security Category has no default wrapper, the Site default wrapper will be used In addition, if the selected wrapper is subsequently unpublished, the page will revert to the default wrapper for the Security Category.
  6. For the Results Security Category option select the group that can view the responses to survey questions.
    • Administrators Only - Allows only Administrators to view survey responses.

      Tip: Limit administrative access if you are requesting personal information in the survey.
    • General - Adds a View Results link that allows site visitors and logged-in Constituents to review responses.
    • Registered Users Only - Adds a View Results link that allows logged-in Constituents to view responses.
  7. In the Survey Introduction field, enter a statement that introduces or explains the purpose of the survey questions.

    Note: This text will not display if the survey is embedded in a page.
  8. In the Submit Survey Button Label field, keep the default label, Submit Survey, or customize the label (for example, Submit My Answers).
  9. In the Skip Survey Button Label field, keep the default label, Skip Survey, or enter a new label.

    Note: Surveys that are embedded in PageBuilder pages display a Submit button even if you have customized the label.
  10. Select the Unlimited Submissions option to allow site visitors and Constituents to complete the survey more than once.
  11. Select the Survey Security option to ensure that the responses are on a secure page.
  12. In the Email Responses, enter the email addresses of any Administrators that should receive copies of the survey responses.
  13. In the Survey Submitted Page field, click Browse to select the Pagebuilder page to display to site visitors and Constituents who submit the survey. If the page is not a Pagebuilder page, enter the URL.
  14. In Survey Cancelled Page field, click Browse to select the Pagebuilder page to display to site visitors and Constituents who submit the survey. If the page is not a Pagebuilder page (in other words, outside of your site), enter a URL.
  15. In the Default Source Code field, enter a combination of up to 255 numbers and letters. The source code identifies how a Constituent first interacts with your site and is recorded when the survey is submitted. It displays in the Biographical Information tab of the Constituent Profile in Constituent360. For more information on source codes, see Understanding Source Code.
  16. In the Default SubSource Code field, enter a combination of up to 255 numbers and letters. The source code identifies how a Constituent first interacts with your site and is recorded when the survey is submitted. It displays in the Biographical Information tab of the Constituent Profile in Constituent360. For more information on source codes, see Understanding Source Code.
  17. Select the Number the Questions option to display a number in front of the questions.

    Note: Captchas are not numbered.
  18. Click Next. The Include Questions page displays.

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Associating Survey Takers with a Group and Interests

You can automatically add Constituents who submit a survey to a group or trigger the responses to create a new group for them. You can also associate survey takers with interests.

To add visitors who submit a survey to an existing group:

  1. Click Content > Surveys. The Survey List displays.
  2. Click Edit in the Actions column next to a survey. The Identify Survey page displays.
  3. Click Associate Groups and Interests in the Related Actions at the bottom of the left-hand column. The Groups and Interests editing page displays.
  4. In the Group Membership field, click Select.
  5. Select Add Constituents to an Existing Group and click Apply. A list of groups displays.
  6. Click Select in the Actions column next to a group. The name of the group displays in the Selected Group field above the list of groups.
  7. Click Apply. The Groups and Interests editing page displays.

To add visitors who submit a survey to new group:

  1. Click Content > Surveys. The Survey List displays.
  2. Click Edit in the Actions column next to a survey. The Identify Survey page displays.
  3. Click Associate Groups and Interests in the Related Actions at the bottom of the left-hand column. The Groups and Interests editing page displays.
  4. In the Group Membership field, click Select.
  5. Select Add Constituents to a New Group and click Apply. Additional fields display below.
  6. In the Group Name field enter a name for the group.
  7. In the Group Type list, select a group that has permissions similar to what this group is allowed. Or select the empty field and enter a name for a new group.
  8. In the Group Description field, enter a description of the group.
  9. In the Group Security Mode list, select special privileges that the group members have (such as viewing private content).
  10. Click Apply. The Groups and Interests editing page displays.
  11. Click Save.

To associate interests to Constituents when they submit a survey:

  1. Click Content > Surveys. The Survey List displays.
  2. Click Edit in the Actions column next to a survey. The Identify Survey page displays.
  3. Click Associate Groups and Interests in the Related Actions at the bottom of the left-hand column. The Groups and Interests editing page displays.
  4. Select interests in the Interest Categories list and click Save.

Note: If you provide a link to the list, constituents may select a survey based on the interest category. If you wish to associate an interest category with a constituent who has taken the survey, please include a Interest Category or Hidden Interest Update question.

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Creating Questions for the Survey

There are several different types of questions you can add such as Multiple Choice, True/False, and Rating Scales.

 In addition each question can be assigned to it's own security category, enabling you to control to whom it will display. You can make some questions visible only to administrators when they review the survey or others visible only to certain Constituents taking the survey. Be sure that the category you select is part of the overall category that can access the survey. For example, you might have the overall survey in the General category to enable all site visitors to submit it, but have one or two questions visible only to those you have placed in a Board Members only security category.

You can add general question types available in other applications plus one extra type, the Constituent Record Info (CRI) question. For details, refer to Adding a Constituent Record Info Question.

If the feature is enabled, a link to Configure Notifications may appear under Related Actions as you are adding questions. Clicking this link allows you to define a different email notification list for each possible answer to a selected true/false or multiple-choice question.

To add questions to your survey:

  1. Click Content > Surveys. The Survey List displays.
  2. Click Edit in the Actions column next to a survey. The Identify Survey page displays.
  3. Click Include Questions. The Question List displays.
  4. Click Add Questions. The Add Questions page displays
  5. Select an option from the Question Type list and click Next. The question types and how to configure them are described in the following section.

Click one of the following links to format a question as a:

  • CAPTCHA question presented with a text string graphic that the person viewing the question must enter exactly in the text entry field displayed
  • Caption that is presented as an unnumbered textual instruction or information above a question or dividing a set of questions
  • Date Value question presented with a Month, Day, and Year drop-down lists that people use to select a date
  • Hidden Interest Update question that will add specific interests to the contact records of the people who answer it
  • Hidden Text Update question that will add a value to a field in the contact records of the people who answer it
  • Hidden True/False Update question that will add the TRUE or FALSE value to a field in the contact records of the people who answer it
  • Interest Categories question presented with Web and Email Interest checkboxes that people can select to have any available Web content associated with the interest automatically displayed to them on the Web site when they log in or to receive emails associated with an email interest
  • Multiple Choice Combo Box question presented with answer selections in a drop-down list from which people may make a single selection and an Other field into which they may enter a text value if none of the choices in the drop-down list are appropriate
  • Multiple Choice Multiple Response question presented with answer selections in a drop-down list from which a person may make more than one selection
  • Multiple Choice Multiple Response with Update Contact Record Field Enabled -- the question is presented with answer selections in a drop-down list from which a respondent can make more than one selection; includes the option of configuring one or more responses to update contact record fields; available in the Survey and TeamRaiser modules only and must be enabled by Convio
  • Multiple Choice Single Response (Drop Down) question presented with answer selections in a drop-down list from which a person may make one selection only
  • Multiple Choice Single Response (Radio Buttons) question presented with answer selections as a list of radio buttons from which a person may make one selection only
  • Numeric Value question presented with a text entry field into which a person will enter numbers as a response
  • Rating Scale question presented with answer selections as a list of radio buttons from which a person may make one selection only
  • Short Text Value question presented with a text entry field into which a person can enter up to 40 letters, numbers, or spaces from the keyboard
  • Text Value question presented with a text entry field into which a person can enter up to 255 letters, numbers, or spaces from the keyboard
  • Unlimited Text Value question presented with a text entry field into which a person can enter up to 1000 letters, numbers, or spaces from the keyboard.
  • True/False question presented with TRUE and FALSE as the answer selections in a drop-down list from which a person may make one selection only
  • Yes/No question presented with YES and NO as the answer selections in a drop-down list from which a person may make one selection only

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Adding a CAPTCHA Question

Use a CAPTCHA question to force a person to fill in a unique text string that appears on the page in order to complete or submit a page. Sometimes referred to as a challenge, CAPTCHA questions help prevent non-humans from registering for an activity on your site or completing information that will not be valid. A CAPTCHA Question may appear similar to the following:

CAPTCHA Question Type Sample

The CAPTCHA question type has the Wheelchair Icon (Wheelchair icon) built in to advise people using assistive technologies (such as JAWS) about the challenge. When the icon is encountered, the person will be advised to open a new browser window to play the sound version of the challenge and then press the appropriate keys on their computer keyboard to access the input field so they can enter the phrase they heard.

The question also has the Change image link embedded that people can click if they cannot view the phrase correctly.

If a person does not enter the phrase correctly, a new phrase will display for them to try again. The number of times that a person may attempt to enter the phrase is almost always unlimited. However, some activities have an attempt threshold that this question honors. For example, the Tell-A-Friend feature has a limit of five submissions to the same email address per hour so a constituent attempting to send  this type of message may only be allowed to try to enter the phrase five times before they are not allowed to make any more attempts until the next hour.

To add a CAPTCHA question:

  1. From the Question Type drop-down list, click CAPTCHA and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter directions for entering the displayed string (for example, Please enter the phrase shown in the following field:)
  3. For the Required checkbox, click the checkbox to add a checkmark to it. (Note: The CAPTCHA question should always be required.)
  4. For Security Category, to control who this question will be displayed to:
    • Leave General selected  to display this question to everyone.
    • Or, select an option from the drop-down list to restrict display to a specific audience or group of users.
  5. To update the contact record of the responding constituent with the response to this question, click the Yes, update the following field with the answer to this question checkbox and then, if the field:
    • Already exists in the contact record, click the appropriate field from the drop-down lists
    • Or, does not yet exist, click Enable new custom field and enter the special category name and field name to add to the contact record for this information.
  6. To check the appearance of your new question and make any necessary adjustments:
    1. Click Preview. A separate browser window opens and displays your question construction.
    2. After looking over the text and options, close the Preview window and make any necessary changes.
    3. Repeat these two steps until the question displays correctly.
      Note: You can determine the order in which this question will display in the list questions using the Order field on the Question List.
  7. Click Finish. The Questions list page displays again with your new question in the list.

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Adding a Caption Question Type

Use the Caption question type to add general information to a page or form, or to insert instructions above a specific question or set of questions. You can use the WYSIWYG Editor to insert and format text, images, and personalization options.

Captions will not be numbered. However, you can use the Order column to place a caption above or below another question or set of questions. The numbering will skip over the caption without breaking the sequence.

To add a caption:

  1. From the Question Type drop-down list, click Caption and click Next. The Edit Question page displays.
  2. In the Question Text area, enter your instruction or information. You can use the features of the WYSIWYG Editor, including inserting and formatting text, images, links, and other Convio components.

    To access the Help topics for assistance with this Content Editor, click the Help link or WYSIWYG Help Icon icon in the upper right of the Content Editor window.

  3. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  4. To view your caption content, click Preview. A separate browser window opens to display your new caption.
  5. After inspecting your work, close the preview window, make any changes, and preview your caption again.
  6. When you are satisfied with its appearance, click Finish. The Question list that you started form displays again with your new caption in the list.

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Adding a Date Value Question Type

Use the Date Value question type to display the Month, Day, and Year drop-down lists from which people must select their response.

A Date Value question format that may appear similar to the following:

Date Value Question Type Sample

To add a Date Value question:

  1. From the Question Type drop-down list, click Date Value and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter your question or statement to which you want the person to respond.
  3. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  4. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  5. For Contact Record Field Update:
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  6. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  7. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  8. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Hidden Interest Update Question Type

Use the Hidden Interest Update question type to automatically add specific interests to the contact record of people who submit responses to questions.

Note: People can edit their Profile to opt-out of interests, including the ones added here.

To add a Hidden Interest Update question:

  1. From the Question Type drop-down list, click Hidden Interest Update and then click Next. The Edit Question page displays.
  2. In the Interest Categories table, click the checkboxes of the appropriate interests displayed.
  3. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  4. Click Finish. The Questions list page displays again with your new question in the list.

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Adding a Hidden Text Update Question Type

Use the Hidden Text Update question type to automatically add a value to a specific field in the contact record of people who submit responses to these questions.

To add a Hidden Text Update question:

  1. From the Question Type drop-down list, click Hidden Text Update and then click Next. The Edit Question page displays.
  2. In the Constituent Contact Record Update table, enter the value you want to place in the field in the contact records of constituents who submit their responses to these questions.
  3. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  4. For Contact Record Field Update:
    1. Click Select existing field. The Field Type and Field drop-down lists display.
    2. To locate the field, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
    3. Click the appropriate contact record field from the Field drop-down list.
  5. Click Finish. The Questions list page displays again with your new question in the list.

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Adding a Hidden True/False Update Question Type

Use the Hidden True/False Update question type to automatically add a value to the field within the contact record of people who submit responses to questions.

To add a Hidden True/False Update question:

  1. From the Question Type drop-down list, click Hidden True/False Update and then click Next. The Edit Question page displays.
  2. In the Constituent Contact Record Update table, enter the value you want to place in the field in the contact records of constituents who submit their responses to these questions.
  3. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  4. For Contact Record Field Update:
    1. Click Select existing field. The Field Type and Field drop-down lists display.
    2. To locate the field, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
    3. Click the appropriate contact record field from the Field drop-down list.
  5. Click Finish. The Questions list page displays again with your new question in the list.

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Adding an Interest Categories Question Type

Use the Interest Categories question type to ask a question and then display checkboxes for receiving email or viewing Web content related to an interest. You can select to have the checkboxes contain a checkmark when displayed or display without it (the default). You can also change the label of the selected interests for display with this question.

If a constituent selects an interest or leaves the checkmark in the interest checkbox, that interest is recorded in the contact record of the constituent.

An Interest Category question may appear similar to the following.

Sample Interest Categories Question Type

To add an Interest Categories question:

  1. From the Question Type drop-down list, click Interest Categories and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter your question or statement to which you want the person to respond.
  3. In the Interest Categories table, click the checkboxes of the appropriate interests displayed.
  4. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  5. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  6. Click Next. The Edit Interest Categories page displays.
  7. For Default?:
    • Leave the checkbox unselected so people can select this interest.
    • Or, click the checkbox so it will contain a checkmark when displayed.
  8. For Label:
    • Leave the existing label.
    • Or, click into the field and make changes to the way this label will display with this question.
  9. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  10. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  11. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Multiple Choice Combo Box Question Type

Use the Multiple Choice Combo Box question type to provide a question with one radio button preceding a drop-down list that contains answer selections and another radio button preceding an Other field for entering a text value. People may only make one choice from the drop-down list or enter a value in the Other field.

A Multiple Choice Combo Box may appear similar to the following.

Sample Multiple Choice Combo Box Question Type

To add a Multiple Choice Combo Box question:

  1. From the Question Type drop-down list, click Multiple Choice Combo Box and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. In the Possible Responses area, enter an answer selection and press the Enter key on the keyboard. Repeat for each answer selection. Although the number of lines is not limited, you can enter up to 255 characters (including spaces) total in this area.
  4. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  5. For Contact Record Field Update:
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  6. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  7. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  8. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Multiple Choice Multiple Response Question Type

Use the Multiple Choice Multiple Response question type to provide a question with answer selections presented in a list of checkboxes.

You can specify a minimum and a maximum number of selections that the people must make from the choices you provide and this information is displayed immediately below the question text. If the question is required, the person must select the number of checkboxes within the specified range. If the question is not required, the person can skip the question or select an appropriate number of checkboxes.

A Multiple Choice Combo Box may appear similar to the following.

Question Type Sample

To add a Multiple Choice Multiple Response question:

  1. From the Question Type drop-down list, click Multiple Choice Multiple Response and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. In the Possible Responses area, enter an answer selection and press the Enter key on the keyboard. Repeat for each answer selection. Although the number of lines is not limited, you can enter up to 255 characters (including spaces) total in this area.
  4. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  5. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  6. For Minimum Number of Selections, enter the least number of responses that a person can select.
  7. For Maximum Number of Selections, enter the highest number of responses that a person can select.
  8. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  9. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  10. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Multiple Choice Multiple Response Question Type with "Update Contact Record Field" Enabled

Convio can enable a site option that allows you to configure the Multiple Choice Multiple Response Question, in the Survey and TeamRaiser modules only, such that each response updates a selected contact record field. This feature can be particularly useful for updating custom Additional Information fields.

For example, if you were to have 3 custom Additional Information fields for cancer survivorship (SelfSurvivor, FamilySurvivor, and FriendSurvivor), you might configure a single Multiple Choice Multiple Response Question as follows:

Sample Question for Update Contact Record field

In configuring the question, you could choose to add a Yes or No to each of your 3 custom fields, depending on whether the constituent checks or fails to check each box. In our example, if a constituent were to take the survey and check the first and third responses, the Additional Information section of their Cons360 profile would then look like the following:

Sample Constituent Record Update 

You can choose not to update a contact record field with one or more responses, and no two responses can update the same constituent record field. In addition, since this question type can be used to update any string type of field, you should consider the following:

  • Each site has only 30 Custom string fields that can be enabled, and it can be easy to reach or exceed that limit when enabling custom fields
  • All fields of a string type will appear in the option box, so you must be careful in selecting the field to update so that you do not over-write important data

Otherwise, this question type behaves just as it would if you did not have the update contact fields feature enabled. You can specify a minimum and a maximum number of selections that constituents must make from the choices you provide and this information is displayed immediately below the question text. If the question is required, constituents must select the number of checkboxes within the specified range. If the question is not required, constituents can skip the question or select an appropriate number of checkboxes.

To add a Multiple Choice Multiple Response question when the ability to update a contact record field is enabled:

  1. From the Question Type drop-down list, click Multiple Choice Multiple Response and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want the constituent to respond.
  3. In the Possible Responses area, click Add New Response. In the pop-up that opens,
    1. Enter a Response that the constituent can select. You can enter up to 255 characters (including spaces) in this area.
    2. Modify the default Order of this response, if desired.
    3. Indicate whether you want this response to Update a Contact Record Field. Note that you can have some responses that update a contact record field and some that do not.
    4. If you have selected to have this response update a contact record field,
      1. Select the Field Type to update.
      2. Select the specific Field to update. (No two responses can update the same field.)
      3. Enter the Value to place in the selected field if the constituent selects this response. If you leave this field blank, the system will add the value of the Response itself to the contact record field. (In our example above, if you did not indicate a value for this step, the SelfSurvivor field would be updated with "I have survived cancer" when a constituent selected this response.)
      4. Enter the Value to place in the selected field if the constituent does not select this response. This value will default to Null if you do not enter a value.

        Important: A Null value will over-write any existing value in the contact record field, so again, choose the field to update and the values for the update carefully.

    5. Click Done to return to the Edit Question page. Your new response will be listed, along with the options to Edit or Delete that response.

      Note: Clicking Done does not save your changes to the overall Question -- you can still use the Cancel button or Process Navigator to leave the question without saving.

    6. Add Additional Responses, as needed, returning to the Edit Question page when finished.
  4. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  5. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  6. For Minimum Number of Selections, enter the least number of responses that a person can select.
  7. For Maximum Number of Selections, enter the highest number of responses that a person can select.
  8. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  9. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  10. When you are satisfied with its appearance, click Finish to save your changes to the question. The Questions list page displays again with your new question in the list.

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Adding a Multiple Choice Single Response (Drop Down) Question Type

Use the Multiple Choice Single Response (Drop Down) question type to provide a question with answer selections in a drop-down list where a person may only make one selection.

A Multiple Choice Single Response (Drop Down) question may look similar to the following.

Question Type Sample

To add a Multiple Choice Single Response (Drop Down) question:

  1. From the Question Type drop-down list, click Multiple Choice Single Response (Drop Down) and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. In the Possible Responses area, enter an answer selection and press the Enter key on the keyboard. Repeat for each answer selection. Although the number of lines is not limited, you can enter up to 255 characters (including spaces) total in this area.
  4. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  5. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  6. For Contact Record Field Update:
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  7. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  8. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  9. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Multiple Choice Single Response (Radio) Question Type

Use the Multiple Choice Single Response (Radio) question type to provide a question with answer selections displayed as a list of radio buttons where a person may only make one selection.

A Multiple Choice Single Response (Radio) question may appear similar to the following.

Question Type Sample

To add a Multiple Choice Single Response (Radio) question:

  1. From the Question Type drop-down list, click Multiple Choice Single Response (Radio) and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. In the Possible Responses area, enter an answer selection and press the Enter key on the keyboard. Repeat for each answer selection. Although the number of lines is not limited, you can enter up to 255 characters (including spaces) total in this area.
  4. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  5. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  6. For Contact Record Field Update:
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  7. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  8. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  9. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Numeric Value Question Type

Use the Numeric Value question type to provide a question with a field into which the people can enter numbers in response to your question.

A Numeric Value question may appear similar to the following.

Question Type Sample

To add a Numeric Value question:

  1. From the Question Type drop-down list, click Numeric Value and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  4. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  5. For Contact Record Field Update:
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  6. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  7. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  8. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Rating Scale Question Type

Use the Rating Scale question type to provide a question with answers displayed in a list of radio buttons where a person may select only one radio button.

A Rating Scale question may appear similar to the following.

Question Type Sample

To add a Rating Scale question:

  1. From the Question Type drop-down list, click Rating Scale and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. In the Possible Responses area, enter an answer selection and press the Enter key on the keyboard. Repeat for each answer selection. Although the number of lines is not limited, you can enter up to 255 characters (including spaces) total in this area.
  4. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  5. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  6. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  7. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  8. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Text Value Question

You can use one of three Text Value types to provide a question with a field into which a person can enter information.

A Text Value question may appear similar to the following.

Question Type Sample

To add a Text Value question:

  1. From the Question Type drop-down list, click the:
    • Short Text Value to let a person enter up to 40 letters, numbers or spaces from the keyboard and then click Next. The Edit Question page displays.
    • Text Value to let a person enter up to 255 letters, numbers, or spaces from the keyboard and then click Next. The Edit Question page displays.
    • Unlimited Text Value to let a person enter up to 1000 letters, numbers, or spaces from the keyboard and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  4. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  5. For Contact Record Field Update: (not available for Unlimited Text Value)
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  6. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  7. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  8. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a True/False Question Type

Use the True/False question type to provide a question with a drop-down list that contains TRUE and FALSE as the answer selections.

A True/False question may appear similar to the following.

Question Type Sample

To add a True/False question:

  1. From the Question Type drop-down list, click True/False and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  4. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  5. For Contact Record Field Update:
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  6. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  7. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  8. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Yes/No Question Type

Use the Yes/No question type to provide a question with a drop-down list that contains Yes and No as the answer selections.

A Yes/No question may appear similar to the following.

Question Type Sample

To add a Yes/No question:

  1. From the Question Type drop-down list, click Yes/No and then click Next. The Edit Question page displays.
  2. In the Question Text area, enter the question or statement to which you want a person to respond.
  3. For Answer Required:
    • Leave the checkbox unselected to display the question but allow the questions to be submitted without a response for this one.
    • Or, click the Yes, require a response to this question checkbox if the question responses cannot be submitted without a response to this question.
  4. For Security Category, to determine the constituent group to which this question will be visible:
    • Leave General selected to allow all site visitors and constituents to view and answer the questions.
    • Or, click the appropriate option from the drop-down list to restrict who can view and answer the questions to a specific group.
  5. For Contact Record Field Update:
    • Leave Do not update constituent record selected.
    • Or, to update a field in the contact record with the response from this question:
      1. Click Select existing field. The Field Type and Field drop-down lists display.
      2. To narrow the choice of available fields, click the appropriate option from the Field Type drop-down list, which populates the Field drop-down list.
      3. Click the appropriate contact record field from the Field drop-down list.
  6. To view your question/response formatting, click Preview. Your new question and response area displays in a separate browser window.
  7. After inspecting your work, close the preview window, make any changes, and then preview your question again.
  8. When you are satisfied with its appearance, click Finish. The Questions list page displays again with your new question in the list.

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Adding a Constituent Registration Information Question Type

Use the Constituent Registration Info question type to register a new Constituent. This will automatically create a new Constituent record. If the email address matches an existing Constituent record, the information in the existing record can be updated.

When a Constituent registers by submitting a survey, the system does not send the New User or Login Reminder autoresponder - it only sends the Survey Thank You autoresponder if enabled.

Note: You can only add one Constituent Registration Info type question in a survey.

To add Constituent Registration Info questions:

  1. From the Question Type drop-down list, click Constituent Registration Info and then click Next. The Edit a Question page displays.
  2. In the Question Text area, enter the question or statement to which you want the survey taker to respond.
  3. In the User Security Category list, select a security group to limit who can view and answer the questions. If you select general all Constituents and Administrators can view and answer questions.
  4. Click Next. The Select Basic Fields page displays.
  5. Select which fields to add to the survey and mark them as Required or Requested.

    Important: To create a new Constituent record from this question, you must at least require the First and Last Name fields or the Email address field.
  6. Click Next. The Select Additional Fields page displays.
  7. To add more fields, click the appropriate checkboxes in the first Additional Constituent Record Fields table.
  8. To change the Postal Opt-in field so it:
    • Is only requested, click the Default checkbox to remove the checkmark.
    • Does not display with the question, click both checkboxes to remove the checkmarks.
  9. To configure the Email Opt-in field:
    • Is only requested, click the Default checkbox to remove the checkmark.
    • Does not display with the question, click both checkboxes to remove the checkmarks.
  10. On Configure Email Opt-in, you specify how the opt-in displays and whether it is automatic. To do so,
    • Hide the opt-in feature by clicking the No, do not display the email opt-in checkbox. radio button.
    • Hide the opt-in feature and opt in Constituents automatically by clicking the No, do not display the email opt-in checkbox. Opt-in Constituents automatically. radio button.
    • Display the opt-in feature by clicking the Yes, display the email opt-in checkbox. radio button.
      • Click to uncheck Checkbox checked by default. checkbox to disable that default.
      • Enter custom opt-in text, if desired.
  11. Click Next. The Select Layout and Processing Options page displays.
  12. For Field Layout:
    • Leave the Standard Layout selected to display the block-like form where several fields can be on the same line (for example, First Name, Middle Name, and Last Name will display on one line)
    • Or, click the Vertical Layout to display each field is on its own line
    • Or, click Narrow Layout to display each field is on its own line, but with shortened fields that take up less room on the page
  13. For Registered Constituent Login Prompts:
    • Leave the Do not prompt Constituents to log in selection as displayed.
    • Or, click Prompt Constituents to log in with a link directly to the Login page to open the actual Login page with the login fields, including the ability to retrieve a forgotten username or password.
    • Or, click Prompt Constituents to log in with a link to the Login pop-up to provide a link with the statement If you have previously registered, please login here to pre-populate your information that opens a popup with the login fields on it.
  14. For New Constituent Login Information:
    • Leave the Automatically generate a user name and password for a new Constituent selection as displayed.
    • Or, click Ask new Constituents to enter their own user name and password to display the User Name, Password, and Verify Password fields.
  15. For Automatic Log In of New Constituents:
    • Leave the Automatically log in new Constituents who submit responses to this survey selection as displayed.
    • Or, click Do not log in new Constituents who submit responses to this survey.
  16. For Response Processing if Duplicate Email Address is Detected:
    • Leave the Require the Constituent to log in before processing the response to reject any information already filled in and display a prompt that tells the user that they must log in in order to submit this survey. Note that if you select this option, be sure to provide one of the login prompts mentioned above.
    • Or, click the Accept the response without updating the Profile of the Constituent to place the survey responses on the Results page and in a Survey Report without updating the contact record of the Constituent with changes provided here.
    • Or, click the Accept the response and update the Profile of the Constituent if improvement to use the survey responses to update the fields (except for address fields) in the contact record of a Constituent who is logged into the site as well as place the survey responses on the Results page and in a Survey Report.
    • Or, click the Accept the response and always update Profile of the Constituent to use the survey responses to update the fields in the contact record of the Constituent even when the address block for this email address may contain totally different contact information as well as place the survey responses on the Results page and in a Survey Report.
  17. To view your caption content, click Preview. A separate browser window opens to display your new caption.
  18. After inspecting your work, close the preview window, make any changes, and preview your caption again.
  19. When you are satisfied with its appearance, click Finish. The Question list that you started form displays again with your new caption in the list.

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Configuring the Survey Autoresponder

By default, a Survey Thank You autoresponder is emailed to each person who submits a survey.

Note that a site-wide Survey Thank You autoresponder is not shipped, but you can create a customized Survey Thank You for each survey you create. In the Autoresponder Center, you can also create a default site version to use as a template for the surveys (refer to Managing the Autoresponder Center).

From the Autoresponder list on the Configure Autoresponder page, to:

Note: If you are not on the Configure Autoresponder page, on the Survey List page, click Edit from the Actions column of the survey and then click Next or Step 3 in the Process Navigator.

  • View the current content, click Preview from the Actions column of the Survey Thank You. The default version displays in a separate browser window where you can view the HTML-formatted and plain text content. Close the Preview when you are finished.
  • Send the current version, click Next. The Publish Survey page displays.
  • Not send a Thank You autoresponder, click Disable from the Actions column of the Survey Thank You and then click Next. The Publish Survey page displays.
  • Customize the autoresponder and have it sent to each person who submits this survey:
  1. Click Edit from the Actions column of the Survey Thank You The Configure Envelope page displays.
  2. For the:
    1. Sender Name, type in any appropriate changes.
    2. Sender Email Address, type in any appropriate changes.
    3. Subject Line, type in any appropriate changes.
    4. Message Stationery, click the radio button of the appropriate stationery on which to display this message.
  3. Click Next. The Edit HTML Content page displays.
  4. Enter or delete text, insert images and links, create tables, apply styles, add colors, or other formatting. For assistance, refer to Using the WYSIWYG Editor.
  5. Click Next. The Update Plain Text page displays.
  6. Click Update Plain Text. The plain text that corresponds to the HTML content is placed in the Plain Text Content window.
  7. Review this text and make any adjustments to it (such as changing the spacing between paragraphs and adding descriptive lead-in words for links).
  8. Click Finish. The Configure Autoresponder page displays again.
  9. Click Next. The Publish Survey page displays.

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Publishing the Survey

After identifying the details of the survey, adding questions, and configuring the autoresponder, you can publish the survey or schedule its publication. You can also set a specific end date on which the survey will no longer be available.

To schedule when the survey will be available:

  1. On the Publish Survey page, to:
    • Leave the survey unpublished (for example, you want to finish adding questions later), leave the Publish this Survey at a later time radio button selected.
    • Make the survey available:
      • Immediately, click the Publish this Survey now and set the start date according to the schedule set below radio button and leave the current date shown.
      • On a specific date, click the Publish this Survey now and set the start date according to the schedule set below radio button and set the appropriate Month, Day, or Year using the drop-down date selectors below the radio button.
  2. To set an end date for the survey, click the appropriate Month, Day, or Year from the Survey End Schedule drop-down date selector lists.
  3. Click Finish. The Survey List page displays again with your new survey in the list.

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Copying a Survey

You can copy a survey and use it as a model while you edit the details and other parts of the survey.

To copy a survey:

  1. Click Copy from the Actions column of the survey on which to model the new survey. The Copy Survey page displays.
  2. Enter a new name for this survey and click Finish. The Survey List page displays again with your new survey.

For assistance with changing the survey details, questions, and so on, refer to Editing a Survey.

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Editing a Survey

You can modify a survey by:

 

Editing Survey Details

You can edit a survey to change the name, security category, page wrapper, button labels, and so on.

For explanations of the fields, refer to Identifying Details.

To edit survey details:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. Click into the appropriate field and enter your changes.
  3. Click Save. The Survey was Successfully Saved message displays.

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Adding or Changing the Group

You add the Constituents who submit responses to this survey to a group or create a new group for them.

To add or change the group in which Constituents who submit responses to this survey are added:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. Click Define Groups and Interests from the Related Actions area. The Group Membership page displays.
  3. Click Select. The Selection Criteria pop-up displays.
  4. To add the group members to:
    • An existing group:
      1. Click the Add Constituents to an existing group radio button. The Group Selector list fields display on the page.
      2. Click Select from the Actions column of the group and then click Apply (below the table). The groups page closes.
    • A new group:
      1. Click the Add Constituents to a new group radio button. The Group identification fields display on the page.
      2. For Group Name, enter a label that will help identify the purpose or members in the group.
      3. For Group Type, click the appropriate option from the drop-down list or enter a new group type.
      4. For Group Description, enter a statement that identifies the purpose of the group.
      5. For Group Security Mode, click the appropriate option from the drop-down list to apply a special privilege to the members of this group.
      6. Click Apply. The groups page closes.
    • To associate interests with the survey takers, click the appropriate checkboxes in the Interest Categories list.
    • Click Finish. The Identify Survey page displays again.
    • Click Save. The message, The Survey was Successfully Saved, displays.

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Adding or Changing Interests Associated with the Survey

You can add or change Interests associated with the survey to add them to the Profiles of Constituents who take this survey.

To add or change Interests associated with the survey:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. Click Define Groups and Interests from the Related Actions area. The Group Membership page displays.
  3. Click the appropriate checkboxes in the Interest Categories list.
  4. Click Save. The message, The Survey was Successfully Saved, displays.

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Adding or Changing Survey Questions

You can add different types of questions to your survey or to a form depending on the types of responses you would like to get (for example, you can ask the survey taker to choose an answer from a drop-down list, enter it in a text field, and so on) . For details about each question type, refer to Understanding Question Types.

To add a question, refer to the Adding Questions section in this Help Topic.

To change the information within a question:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. From the Process Navigator, click the Include Questions step. The Questions List page displays.
  3. Make your changes. For assistance, refer to Adding Questions section in this Help Topic.
  4. Click Edit from the Actions column of the question. The Edit a Question page displays.
  5. Click Preview. A pop-up displays with your question displayed.

    Note: To make any changes, close the pop-up, enter your modifications, and click Preview again.
  6. When you are satisfied with the question, close the Preview pop-up to return focus to the Edit a Question page.
  7. Click Finish. The Include Questions page displays again.
  8. Click Save. The message, The Survey was Successfully Saved, displays.

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Customizing the Thank You Autoresponder

By default, a Thank You email autoresponder is sent to each person who completes a survey. For more information about creating Thank You autoresponders, see to Managing the Autoresponder Center.

To change the autoresponder:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. From the Process Navigator, click the Configure Autoresponder step. The Autoresponder List page displays.
  3. To keep from sending it, click Disable from the Actions column.
  4. Or, to edit the autoresponder:
    1. Click Edit from the Actions column of the autoresponder. The Configure Envelope page displays.
    2. Make any changes.
    3. Click Next. The Edit HTML Content page displays.
    4. Enter or delete text, insert images and links, create tables, apply styles, add colors, or other formatting. For assistance, refer to Using the WYSIWYG Editor.
  5. Click Next. The Update Plain Text page displays.
  6. Click Update Plain Text. The plain text that corresponds to the HTML content is placed in the Plain Text Content window.
  7. Review this text and make any adjustments to it (such as changing the spacing between paragraphs and adding descriptive lead-in words for links).
  8. Click Finish. The Configure Autoresponder page displays again.
  9. Click Save. The message, The Survey was Successfully Saved, displays.

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Changing the Dates When the Survey is Available

You can configure the date that a survey will be available and when a survey should be unpublished.

To configure publish and unpublish dates:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. From the Process Navigator, click the Publish Survey step. The Publish Survey page displays.
  3. To make the survey available:
    • Immediately, click the Publish this Survey now and set the start date according to the schedule set below radio button and leave the current date shown.
    • On a specific date, click the Publish this Survey now and set the start date according to the schedule set below radio button and set the appropriate Month, Day, or Year using the drop-down date selectors below the radio button.
  4. To end the survey on a specific date, click the appropriate Month, Day, or Year from the Survey End Schedule drop-down date selector lists.
  5. Click Save.
  6. Click Save. The message, The Survey was Successfully Saved, displays.

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Reordering Survey Questions

You can easily change the Order in which survey questions appear.

To change the order of the survey questions:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. From the Process Navigator, click the Include Questions step. The Questions List page displays.
  3. In each Order field, enter the place in which the questions should appear.
  4. Click Save. The message, The Survey was Successfully Saved, displays.

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Deleting a Survey Question

You can keep a question from appearing on your survey by deleting it. You can also simply choose not to include it in order to save it for future use.

WARNING: Deleting a question also deletes the responses collected and this means that they will be unavailable for reports. Instead, you can click the Include checkbox to remove the question from displaying in the survey.

To remove a survey question:

  1. On the Survey List page, click Edit from the Actions column of the Survey. The Identify Survey page displays.
  2. From the Process Navigator, click the Include Questions step. The Questions List page displays.
  3. To:
    • Delete the question permanently, click Delete from its Actions column.
    • Remove it from view, but not delete it permanently, click its Include this Question checkbox.
  4. Click Save. The message, The Survey was Successfully Saved, displays.

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Linking to a Survey from a Page or Email Message

You can make a survey available to your site visitors or a special group of Constituents by creating a link to the survey within the text on a Pagebuilder page or email message. You can set up your link to display a new browser window or just replace the content in the existing window when the link is clicked. You can add to the link default Source and Subsource code using special variables (refer to Using Source Code with Surveys in Understanding Source Code).

You can also:

To insert a link to a survey within the text on a page or in an email message:

  1. Access the WYSIWYG Editor window of the page or the email.
  2. Click into the window and enter a few words to introduce your survey and highlight the text to use as the link.
  3. Click the Links drop-down list and click Survey. The Link Selector pop-up displays.
  4. Click Insert in the Actions column of your survey. The pop-up closes.
  5. Click Save, and then complete the page or email according to the standard procedures for your organization.

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Inserting the Survey Component on a Page

You can insert the Survey component into an empty component on a PageBuilder page to provide additional details that may make the survey more tempting to take.

To insert the Survey component on a page:

  1. From an open version of a page, click an Empty Component drop-down list and select Survey.
  2. Click Edit. The Survey page displays.
  3. In the Survey drop-down list, select a survey.
  4. In the Survey Information area, select which options to display with the survey link.
  5. In the Display Style option, select whether the survey will display vertically or horizontally.
  6. Click Apply. The editing window displays.
  7. Click Finish to save your changes.

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Embedding a Survey in a Page

Instead of embedding a link to a survey, you can embed the survey directly in a PageBuilder page.

Note: You cannot embed a survey in a Luminate CMS page or in an email. Do not request information in an email to avoid security issues for Constituents.

To embed a survey directly in a page:

  1. Click Content > Pagebuilder. The list of pages on your site displays.
  2. Click Edit Content in the Actions column for the appropriate page.
  3. Open the WYSIWYG Editor.
  4. Enter a few words to introduce your survey and then position the cursor where you want the survey to display.
  5. Click Components and select Survey > Survey > (Name of Survey). The survey displays on the page.

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Deleting an Unpublished Survey

You can delete a survey that has Unpublished or Development as its status.

To move a survey with Published as its Status to Unpublished, click the Unpublish icon from the Actions column of the survey.

To delete a survey:

  1. On the Survey List page, click Delete from the Actions column of the survey. A confirmation prompt displays.
  2. Click OK. The prompt closes and the Surveys list page displays again without the survey you deleted.

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Viewing and Downloading Survey Results

You can view the results of the survey onscreen to check answers, evaluate trends, and so on, as well as download the results.

Note: You can also run the Survey Report (from the Content Management Reports that you can access from the Reports application under Data Management in the navigation bar). For assistance, refer to Running the Survey Report.

To view survey results onscreen: From the Surveys list page, click View Report from the Actions column of the survey.

To download survey results: From the Surveys list page, click Download Report from the Actions column of the survey.

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Managing Survey Responses

You can manage surveys to search for individual survey responses, review the results, and revise answers if necessary. Although, the system records any changes you make as a Survey Modified Interaction in the Interactions section of Constituent Profiles (unless the survey was taken anonymously), the Survey Report will show only the most current response.

You can edit the results of the survey from the Survey application or from the Interactions tab of a Constituent Profile.

Managing Survey Responses from the Surveys Application

  1. From the navigation bar, click Content and select Surveys. The Survey List page displays.
  2. Click Find Responses for the survey. The system displays the Find responses to this survey page.
  3. To search for the responses by a respondent who took the survey:
    • When logged in or registering for the first time, enter all or part of the First Name, Last Name, or Email address of the respondent.
    • Anonymously, click the Anonymous users checkbox.
  4. During a specific timeframe (like last week, last month, and so on), click the Predefined Date Range drop-down list and click the appropriate option.
  5. On a specific date or range of dates, click Custom Date Range and select the Month, Day, and Year to set a specific date or range of dates.

    Note: The system will not search on date alone. You must also enter a value in one of the respondent fields.
  6. Click Search. The names of the survey takers who match your search criteria are displayed in a search results list below Search.
  7. Click Edit for a respondent. The Edit page displays.
  8. Make any changes as necessary and answer any questions that are designated as Administrator only.
  9. Click Finish. The Find responses to this survey page displays again.

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Managing Survey Responses in a Constituent Profile

You can locate the Profile of a respondent and then review and edit survey responses from it.

To review and edit responses directly in the Profile of the responding Constituent:

  1. Locate the Profile:
    1. From the navigation bar, click Constituent 360 and select Constituents. The Find Contact page displays.
    2. Enter all or part of the First Name, Last Name, Email address, User Name, or Phone Number of the respondent. You can also enter the exact Member ID or ZIP/Postal Code.
    3. Click Find. The Contact List page displays with the names of all Constituents who match the search criteria entered.
  2. Click Edit for the appropriate person. The Profile page for the Constituent displays.
  3. Click the Interactions tab. The list of interactions performed on the site by the Constituent displays in the Interactions List at the bottom of the page as a Survey Submitted interaction type.

    Note: If the list is long, click the Survey Submitted option from the Interaction Selection drop-down list and click Filter. Only Survey Submitted interactions will now display.
  4. Click Subject for the appropriate survey submitted interaction. The Interaction Details display.
  5. Click Edit Responses at the end of the survey. The Edit page displays.
  6. Make any changes as necessary and answer any questions that are designated as Administrator only.
  7. Click Finish. The Interaction Details page displays again.
  8. Click Save. The Interactions list page displays again.
  9. To verify your changes, click Subject in the appropriate Survey Modified interaction. The Interaction Details page displays again.
  10. Click Cancel. The Interactions list page displays again.
  11. To make any changes, go back to step 3 and repeat these steps again.

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Configure Notifications

The Configure Notifications feature is not enabled by default. To enable it, contact Luminate Client Care.

Use this feature to route response notification emails to different recipients based on a user's response to a specific true/false or multiple-choice question on the Survey. This feature augments but does not change the existing email notification behavior for Surveys (step 10 on the Identify Survey process page), which allows you to specify a single list of email addresses which are notified whenever a user completes the survey.

To use this feature you must include a "trigger question" for notifications. The trigger question must be one of the question types that require a user to pick one response from a pre-defined set of possible responses: Multiple Choice Single Response (Drop Down), Multiple Choice Single Response (Radio), Rating Scale, True/False, or Yes/No.

  1. Under Related Actions in the left navigation pane, click Configure Notifications.
  2. Select the trigger question from the first dropdown list.
  3. Select the first response from the second dropdown list.
  4. Add one or more email addresses in the box below the selected response.
  5. Repeat these steps for each possible answer to the trigger question.
  6. When you are done, click Finish or Save.

Grouping Constituents by Survey Question Responses

You can configure survey questions so that Constituents are automatically added to a group based on their answers. Grouping Constituents this way allows you to identify and target them for further action (such as email campaigns or gift mailings). For example, you can ask if they are interested in volunteering with your organization. Those who reply, "Yes," will be automatically added to a group. You then use this group as the email target for a list of volunteer positions.

This section contains the following procedures:

Note: You cannot use the following question types to filter survey groups:

  • Hidden Text Update
  • Hidden True/False Update
  • Interest Categories
  • Multiple Choice Multiple Response
  • Unlimited Text Value - (Note: Short Text Value and Text Value questions can be filtered on exact text matches)

To create a group based on survey responses:

  1. Click Content > Surveys. The Survey List displays.
  2. Click Edit in the Actions column for the appropriate survey. The editing pages display.
  3. Click Include Questions. Related Actions display below the Publish step.
  4. Click Create Group by Survey Response. The Create Group by Survey Response page displays.

    Note: You cannot create a group if you haven't added any questions.
  5. Enter a name for the group in the Group Name field. This is the name that will display in the User Group List.
  6. Describe the group in the Group Description field.
  7. Select one or more questions and the desired answers by which to filter survey takers.
    1. Select a question from the drop-down list.
    2. Use the filters to select the desired response by which to group survey takers. Different question types have different response options. For more information on adding filters see To Specify More Than One Response to a Question for Grouping.
  8. To add another question, select a question from the question list, configure the responses and click Add Filter.
  9. Click the X next to the filter listed under Group Filters if you need to remove it.
  10. Click Finish. You have created a new user group.

To specify more than one response to a question for grouping:

Some question types allow you to specify more than one response to a question or a range of values. These include Date, Numeric Value, Rating Scale, and Multiple Choice questions. This allows you to, for example, group Constituents who answered 3, 4, or 5 on a scale of 1-10, or Constituents who select a date that is within a specified range.

Note: If you select more than one question, Constituent responses must match all of the questions and answers to be included in the group.

  1. Select a Date, Numeric Value, Rating Scale, or Multiple Choice question on the Create Group by Survey Response page.
  2. Select the response criteria such as Equal To or Less Than, or Within a Range. The options differ depending on the question type.
  3. Click Add Another Value to add another value, such as a second date within a date range. Add as many values as needed.
  4. When you are done, click Add Filter.

To view group members:

  • Click Constituent 360 > Groups where you can view the members and edit general group information. They are identified as a Survey Question Response Group in the Type column.

    Important: Survey groups are not automatically rebuilt. You must refresh the group manually to add new members. See To refresh group members below for more details.

To refresh group members:

You must rebuild survey groups manually to update it with new members; they are not automatically added.

  1. Click Content > Surveys. The Survey List displays.
  2. Click Edit in the Actions column for the appropriate survey. The editing pages display.
  3. Click Include Questions.
  4. Click Manage Survey Response Groups in the Related Actions section.
  5. Click Refresh Group in the Actions column for the appropriate group. Now you will refresh the group in the Groups page also.
  6. Click Constituent360 > Groups. The Group List displays.
  7. Click View Members in the Actions column for the appopriate group.
  8. Click Refresh. The members display in the list.

To configure the group's security settings:

  1. Click Content > Surveys.
  2. Click Edit in the Actions column for the appropriate survey. The editing pages display.
  3. Click Include Questions.
  4. Click Manage  Survey Response Groups in the Related Actions section.
  5. Click Edit in the Actions column. The Group Information page displays.
  6. In the Security Mode drop-down list, select who can view and edit the groups.
  7. In the Security Category drop-down list, select a category to further define who can view and edit the groups.
  8. Click Save when you are done.

To delete a group:

  1. Click Content > Surveys.
  2. Click Edit in the Actions column by the appropriate survey. The survey editing pages display.
  3. Click Include Questions.
  4. Click Manage Survey Response Groups in the Related Actions section.
  5. Click Delete Group in the Actions column. A confirmation message displays.
  6. Click Yes and the group is deleted.

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