Using a survey to collaborate in a BoardEffect workroom

You can use a survey to collect suggestions, feedback, and other information directly from workroom members.

Create a survey

1. Select a workroom, and then select the Collaborate tab .

2. Select Surveys on top of the page.

3. To create a new survey, select New Survey on the right.

4. From the New survey page, enter a name for the survey in the Title field.

5. To add more details, you can select from the optional fields:

   • Template

   • Due Date

   • Reminder Date

   • Description

   • Notify

   • File Title

6. You can configure the survey settings by selecting the checkbox next to one or multiple options. Each setting is described below:

   • Signature Required: respondents are required to sign the survey to complete it.

   • Anonymous (Cannot be changed): you cannot view the users' responses, as the results do not display a user name.

   • Keep Responses Confidential: you cannot identify how each user responded, but you can see which users completed the survey.

   • Allow respondents to edit responses after submission: respondents can edit their initial response, after submitting the survey.

   • Allow Comments: respondents can enter a comment, in addition to a response.

   • Allow users to see summary survey results: respondents can access an overview of survey results.

   • Allow users to see individual poll results: respondents can access survey results with user names.

   • Allow admins to respond on behalf of users: administrators can enter a response on behalf of a different user.

   • Automatically number questions: you can add a number next to each survey question.

   • Add to Daily Digest: you can add the survey to the Daily Digest notification.

7. Select Save.

8. To add a question, select Add Question.

9. You can modify the question structure by selecting from the following options on the left side of the New Question dialog box. A description of each option is below:

   • Text Field: a short narrative response. Respondents can enter up to 365 characters.

   • Checkboxes: a list of options with a checkbox. Respondents can select multiple checkboxes.

   • Dropdown List: a menu with a list of options. Respondents can select one option from the menu.

   • Radio Buttons: a list of options with a radio button. Respondents can select one option.

   • Paragraph: a long narrative response. Respondents can enter more than 365 characters.

   • Heading: a divider to add more space in the survey. Respondents can view the title and description in the header.

   • Linear Scale: a ranking of responses. Respondents can rank responses between one and ten.

10. Enter a question in the Question field.

11. You can enter response options for multiple choice questions in the Add Choices fields.

12. To add more response options, select Add More Choices.

13. To require users to answer the question, select the checkbox next to Required.

14. To allow users to opt out of the question, select the checkbox next to Users can abstain from this question.

15. Select Save.

16. To add respondents, select Manage Respondents.

    For more information, see Add respondents to the survey.

17. To complete the survey, select Build Survey on the top right.

18. To make the survey visible, so respondents can reply, select the Survey Not Visible toggle. The toggle turns green to indicate the survey is visible.

    Note

    If you change the visibility of your survey from visible to not visible, any existing responses are not deleted.

Add respondents to the survey

After you create a survey, add respondents to the survey.

1. To access surveys, select a workroom, and then select the Collaborate tab .

2. Select Surveys on top of the page to view a list of surveys.

3. To view survey details, select the survey name.

4. To invite users to respond, select Manage Respondents on the right side of the page.

5. Move down the page to view a list of Respondents.

6. To add a user, select the Add icon next to their name.

7. To save your changes, select Save.

8. To send a message to your respondents, select Message Respondents.

Request responses to the survey

After adding respondents to the survey, you can message them and request a response.

1. To access surveys, select a workroom, and then select the Collaborate tab .

2. Select Surveys on top of the page to view a list of surveys.

3. To view survey details, select the survey name.

4. To view survey responses, select Results on the bottom right of the page.

5. Select Individual Results.

6. To send a request to every user who has not completed the survey, select Request Responses.

7. To send a request to individual users, select the letter icon next to their name.

8. A dialog box appears on top of the page to confirm that a survey notification email has been sent.

View survey responses

You can view responses from individual users or a summary of all users' responses. Survey responses are available on the Results page.

1. To access surveys, select a workroom, and then select the Collaborate tab .

2. Select a survey name to view more details.

3. To go to the Results page, select Results on the right.

4. You can select Summary for a summary of responses or select Individual results to review the responses from each user.

5. From the Individual results page, you can view a list of respondents. Use the Completed column to see whether they completed the survey. A check mark indicates the survey is complete, and an X means the user has not completed the survey.

6. To view a user's responses, select the magnifying glass to the right of their name.

7. Select the PDF icon to download the responses as an Adobe PDF document.

8. To request a response from a user who has not completed the survey, select the letter icon.

9. To add additional respondents, select Manage Respondents.

10. To go to the summary, select Summary on the top right.

11. From the summary, you can view each survey question and an overview of responses. If a survey question contains a text field, the responses are listed below the question.

12. If a survey question contains radio buttons, checkboxes, or a dropdown menu, a graph displays each response option. You can hover over a mark in the graph to view a tooltip with the response count.

13. You can download the responses as an Adobe PDF document by selecting PDF on the top left.

14. To download the responses as a Microsoft Excel spreadsheet, select Excel.

Edit the survey

You can edit survey questions and settings, even after building the survey and making it visible. However, you cannot edit survey questions once a respondent submits their answers.

If you need to change the questions after receiving a response, we recommend copying the survey, then editing the copy.

1. To access surveys, select a workroom, and then select the Collaborate tab .

2. Select Surveys on top of the page to view a list of surveys.

3. To view survey details, select the survey name.

4. To edit the structure, content, and response options in the survey, select Edit Survey Questions on the top right.

5. You have the option to add a new survey question. Select Add Question to open the New Question dialog box.

6. Select the question structure, then enter a question and add response options (if needed).

7. To save your question, select Save.

8. To edit an existing question, select the arrow on the right, and then select Edit from the menu.

9. You can edit the question structure, question text, and response options in the Edit Question dialog box.

10. To save your changes, select Save.

11. To edit the title, description, or configuration settings, select Edit Survey Settings.

12. To complete your edits, select Build Survey.

Copy the survey

You can copy the survey to quickly create a new survey based on the properties, structure, and content of the existing survey.

1. Navigate to the workroom Collaborate section.

2. Select Surveys on top of the page to view a list of surveys.

3. To copy a survey, select the arrow on the right side of the card, and then select "Copy".

   Note

   If you copy a survey that contains responses, the responses are saved in the original version—they are not preserved in the copy.

4. The Edit Survey page will open. Most options here are identical to those in the New Survey page when you create a survey, and can be edited as needed.

5. The title of the original survey is in the Title field with "-Copy" displayed at the end. To edit the title of the copied survey, select the text in the Title field.

6. To continue, select Save.

7. The survey questions and answers will appear. To add a question, select Add Question.

8. To edit a question and/or answers, select the arrow on the right, and then select Edit from the menu.

9. To complete the copying process, you can select Build Survey. Once the survey copy is complete, you have the option to move it to a new workroom.

Move the survey

You have the option to move the survey to a new workroom.

1. Go to the workroom Collaborate page for the survey you wish to copy.

2. Select Surveys on top of the page to view a list of surveys.

3. Select a survey to open it.

4. To move the survey, you'll need to choose which workroom you'd like to move it to. Select the Move To menu to view a list of workrooms, and then select a workroom name.

5. Select Move Here.

6. A confirmation dialog will appear. Select Continue to complete the moving process.