Advanced Training Manual: Surveys Last Updated: October 2013

Transcription

1 Advanced Training Manual: Surveys Last Updated: October 2013 Advanced Training Manual: Surveys Page 1 of 28

2 Table of Contents Introduction Training Objective Surveys Overview Survey Table Survey Options Create a Survey Survey Templates Content Step Theme Step Preview and Deploy Step Survey Deployment Campaign Other Deployment Options Collectors Survey Responses Charts and Responses Responder Column Filter Executive Summary Introduction Welcome to the Advanced Training Manual for the Surveys functionality within CampaignBreeze. The objective of this manual is to provide advanced training on the features available when creating and deploying surveys from your account. Training Objective This manual will focus on the key elements for creating and deploying surveys, as well as reviewing responses. Advanced Training Manual: Surveys Page 2 of 28

3 Surveys Overview Surveys are a powerful tool included in your CampaignBreeze account that allow you to collect information from your contacts or others who access the URL link for the survey. You can use surveys to setup all types of questionnaires, from simple RSVPs to complex client satisfaction surveys. To create or edit surveys, click the Surveys tab in the main navigation menu. Responses to surveys are stored in the Reports tab of your account. Survey Table This represents a list of all the surveys in your account. The menu bar at the top of the Surveys page includes several features: Print/Export drop down menu with options to download the summary level statistics that are displayed in the table Search input field to search by a full or partial survey name This list also includes key statistics: Views number of responders who have clicked on the link to view the survey Responses number of responders who have completed at least one page in the survey Completed number of responders who have answered all the questions in the survey You may note that in many cases (for example, surveys with only one page of questions), the Responses and Completed statistics are the same. The Responses and Completed statistics are only different for multi-page surveys where responders have answered questions on one but not all pages. Thus they have submitted a response, but they have not yet completed the survey. Click the title of a survey to access additional information, or follow the Jump To links that display when you hover on items. Advanced Training Manual: Surveys Page 3 of 28

4 Survey Options Click the down arrow ( ) icon next to a survey s name to access additional options. Edit go to the Content step of the survey to make changes Copy copy the survey to create a new survey with the same content Copy to copy the survey to create a new survey with the same content in another user s Surveys tab View launch a separate browser window to view the survey Rename change the title of the survey as it is shown in your account Sharing share the response details for the survey with another user Reset remove all responses and statistics data from the survey Delete remove the survey from your account Note a survey cannot be recovered once it has been deleted. More Details rename the survey or enter an External ID value (for integration or tracking) Download download the survey to your computer as a PDF or PNG file Collectors view and edit collectors for the survey History view a record of all events related to the survey Advanced Training Manual: Surveys Page 4 of 28

5 Create a Survey Survey Templates Your account includes several pre-built survey templates available for you to start from. These templates use one of the available themes and represent many of the most common uses for surveys. They function similar to campaign templates and are designed to be a starting point for your own surveys. To begin creating a survey: Select a template, and click on the Use text link. Enter a title for the survey and click the Create button. The title will be used for your record-keeping purposes only inside your CampaignBreeze account and will not be seen by responders. You can change the title at any time by clicking the down arrow icon for the survey and selecting Rename. After selecting a template, you will want to customize the content and double-check that all of the settings are structured the way you want them to appear for your responders. Advanced Training Manual: Surveys Page 5 of 28

6 The process for creating a survey is similar to that of creating a campaign and includes 3 simple steps. You can navigate through these steps at any time by clicking on the name of the step (which will automatically save your work), or by using the Save and Continue buttons in the upper right and lower right of your screen. SURVEY TIP: When working in surveys, you must click the Save button or click another step in the creation process to have your changes reflected in the live survey. The survey itself is NOT automatically changed when you click Update on a question. Content Step The Content step is where you build and edit the survey. All of the elements you need are included on this page. At the top of the page is the name of the survey, along with the drop down arrow to access the survey options. Below that is the navigation steps for survey creation, as well as the Save buttons. The main area of the page includes three tabs: Questions create, edit and manage the questions and pages in the survey Settings edit the settings for the survey, such as header, footer, etc. Restrictions set restrictions for the survey, such as a close date or a password Advanced Training Manual: Surveys Page 6 of 28

7 Pages Each survey must include a minimum of two pages a page with the questions and a confirmation page to display after a respondent has completed the survey. By default, these two pages are pre-created for you and named Page 1 and Page 2. Click the Add Page text link to add an additional page to the survey. Click and drag the dots icon ( ) to re-order pages. Click a page name to view the questions on that page. Click the down arrow ( ) icon next to a page s name to access additional options. Copy copy the page, its questions and any associated actions to create a new page with the same content (the page will be added as the last page and can be moved as needed) Rename change the name of the page as it is stored in your account Note this will not change the window title that appears at the top of the browser window when recipients view the survey. This title can be modified via the Settings tab, under the Page Title sub-navigation item. Actions add an action to the page Delete delete the page and all questions and actions associated with it Advanced Training Manual: Surveys Page 7 of 28

8 Actions Actions allow you to setup automatic functions to be performed after a page is successfully completed in the survey. For example, you could setup an action to automatically add the responders to a Sign Up for My Newsletter survey to the Contacts section of your account, or you could setup an action to automatically any responses received. To add an action to a page of questions, click the down arrow ( ) icon next to a page s name, and select Actions. Then select an action type, and follow the steps outlined below to configure the action: Add a contact save the responses received in the survey as a contact record in your account 1. Click the radio button next to the Add a contact option. 2. Enter a title for the action, such as Store contact details. 3. Click the Select Groups text link to choose the group(s) the contact details should be stored in, and/or click the Add Group text link in the window that appears to add a new group(s). Click the Select button when all groups have been selected. 4. Choose how any duplicate contacts should be handled (Append, Leave, Update or Replace). 5. Map the survey questions to specific fields in the Contacts section of your account. Note at least one survey question must be mapped to the field, as that is the unique identifier for all contact records in your account. 6. Once all selections have been completed, click the Update button. Send a campaign send a campaign to responders 1. Click the radio button next to the Send a campaign option. 2. Enter a title for the action, such as Send welcome Click the Select Campaign text link to choose the campaign that should be sent to responders, and then click the Select button. 4. Click the Select Groups text link to choose the group(s) the contact details should be stored in, and/or click the Add Group text link in the window that appears to add a new group(s). Click the Select button when all groups have been selected. 5. Choose how any duplicate contacts should be handled (Append, Leave, Update or Replace). 6. Map the survey questions to specific fields in the Contacts section of your account. Note at least one survey question must be mapped to the field, as that is the unique identifier for all contact records in your account. 7. Once all selections have been completed, click the Update button. SURVEY TIP: If you want to send multiple campaigns as a series or drip campaign to a respondent, setup an Autoresponder > Campaigns type based on the campaign you select here. Advanced Training Manual: Surveys Page 8 of 28

9 Send notification send an to designated address(es) outlining the questions and answers as each response is recorded 1. Click the radio button next to the Send a notification option. 2. Enter a title for the action, such as Send notice to team. 3. Choose to enter static details or use answers from survey questions to determine the recipient of the notification If entering static details, enter a first and last name and address(es) separated by semi-colons for the recipient of the notification If using survey answers for the recipient of the notification , select the appropriate questions for first and last name and address. 6. Enter a subject line and message to appear at the top of the notification Select the survey questions and responses that should be included in the notification Click the Update button. Redirect to page redirect responders to a different page in the survey once this page has been completed This type of action can be useful for surveys that could include multiple paths, i.e. where responses to earlier questions affect which questions the responders see later in the survey. 1. Click the radio button next to the Redirect to page option. 2. Enter a title for the action, such as Move respondent to Afternoon Session page. 3. Select a page from the drop down menu to redirect responders to once this page is successfully completed. 4. Click the Update button. Redirect to URL redirect responders to an external web address or URL once this page has been completed 1. Click the radio button next to the Redirect to URL option. 2. Enter a title for the action, such as Launch landing page. 3. Enter the web address or URL that responders should be redirected to once this page is successfully completed. 4. Click the Update button. To modify or remove an action once it has been added to the survey, click the down arrow ( ) icon next to a page s name, and select Actions. Then click the down arrow ( ) icon next to the action you wish to modify or remove, and select Edit or Delete. Click the Close text link to close the window, and then click the Save button on the survey to ensure your changes are applied. Advanced Training Manual: Surveys Page 9 of 28

10 Questions The survey templates available in your account are pre-built with standard question types based on their purpose. You can easily add, remove and modify questions to suit your specific needs. Click on any question to edit. Click and drag on a question type in the left hand side to add. Click and drag the dots icon ( re-order questions. ) to Click and drag the outside borders of questions to change how they will appear on the page (e.g. make the box narrower to fit two questions side by side, or wider to fit one question per row). Click the down arrow ( ) icon next to a question to access additional options. Edit alternate method to launch the question s edit window (or just click on the question to edit) Copy copy the question and its settings to create a new question with the same content Note the question will be added as the next question in the survey. Delete delete the question from the survey Note this will remove the question from the survey that displays for responders, and the system will be unable to label or tie any responses already recorded for this question to anything specific. You can also click the Add Question button to add an additional question to the end of the survey. Once you select the question type, additional options will appear. Click the Update button when you have finished editing any question, and click the Save button to have the changes reflected on the survey. Advanced Training Manual: Surveys Page 10 of 28

11 There are five different question types available when creating a survey: Content, Free Text, Multiple Choice, Matrix and Results. Each question type includes: Question Content an editable area to enter the text and/or image for the question Helper Text (optional) an editable area to enter the text and/or image that will display immediately below the actual question content Update button to save your changes for a particular question Note any changes to particular question(s) will not be reflected in the actual survey content until you click the Save button or move to another step in the survey. Depending on the question type selected, additional options and settings will also be available. Click the Show text link next to Settings to view the settings available for a specific question type. Advanced Training Manual: Surveys Page 11 of 28

12 Question Type: Free Text Free text questions allow responders to enter in their own text-based answers to questions. The settings for free text questions are: Style select the height of the input field box (single line or multi line), or a password style if you wish to restrict access to the survey Size select the overall size of the input field box (large, medium or small) Limit Answer Length To set a maximum number of characters for responders answers Restrict Answer To set if responders must answer with an address, URL, date, number or specific item from a list Auto Populate With (only available when the survey is deployed using Create Link from a campaign) prefill the answer with a specific field from the contact record Default Answer designate a specific value to pre-fill the answer Mandatory set the question as a required item that responders must complete in the survey Hidden hide the question from responders view (answers already received to the question will still be correctly shown and reflected in the survey responses) Advanced Training Manual: Surveys Page 12 of 28

13 Question Type: Multiple Choice Multiple choice questions allow responders to select from available choices as answers to questions. Use the input field box under Answers to enter the answer choices for the multiple choice question. Click the Add Answer text link to add additional answer choices. Click the Delete text link to remove an answer choice. Click and drag the dots icon ( reorder questions. ) to Check the box next to Hide to remove an answer choice from view but retain responses already recorded. Use the If chosen, go to: drop down menu for surveys with multiple paths, so you can redirect responders to a specific page based on their answer to this question. The settings for multiple choice questions are: Allow Other Answer select if responders should be able to select and enter text for an other answer option Note you will then also be able to determine the answer text that displays for the other option; if the responses entered by responders should be restricted to an address, URL, date, or number; and if they should be limited in length. Allow Multiple Answers determine if responders should be able to select more than one answer choice Display select how answer choices will be laid out (as a complete list vertically, as a complete list horizontally, or in a drop down menu) Mandatory set the question as a required item that responders must complete in the survey Hidden hide the question from responders view (answers already received to the question will still be correctly shown and reflected in the survey responses) Advanced Training Manual: Surveys Page 13 of 28

14 Question Type: Matrix Matrix questions allow responders to enter answers for multiple categories along a scale of options. This question type is useful in customer satisfaction and performance ratings. Use the input field box under Rows to enter the categories for the matrix question (these are the items that will be listed down the page such as Quality, Price, Service). Use the input field box under Columns to enter the titles for the scale (these are the options that will be listed across the page such as Excellent, Good, Poor). Click the Add Row or Add Column text link to add additional categories or scale options. Click the Delete text link to remove a category or scale option. Click and drag the dots icon ( ) to reorder. Check the box next to Hide to remove an answer choice from view but retain responses already recorded. Use the If chosen, go to: drop down menu for surveys with multiple paths, so you can redirect responders to a specific page based on their answer to this question. The settings for matrix choice questions are: Allow Multiple Answers Per Row determine if responders should be able to select more than one answer choice Mandatory set the question as a required item that responders must complete in the survey Hidden hide the question from responders view (answers already received to the question will still be correctly shown and reflected in the survey responses). Advanced Training Manual: Surveys Page 14 of 28

15 Question Type: Results Note this feature is still under development. The results question type allows you to display a graph of already submitted answers to multiple choice questions within the survey content. Each results question can only graph the results for one multiple choice question. The above question would be displayed in your survey as: After editing all of your questions, click the Save and Continue to Theme button or another step in the survey creation navigation menu. Advanced Training Manual: Surveys Page 15 of 28

16 Settings (Optional) The Settings tab allows you to control how the survey appears and functions: Page Title (default: Survey ) set the title that displays at the top of the web browser window when the survey is viewed by responders Header (default: no header) set text and/or an image to appear at the top of each page of the survey; click into the editable area, indicated by the red dashed lines, and insert the text and/or image that you wish to use as the header Progress Bar (default: no progress bar) set a progress bar style to appear at the top of each page of the survey, below the header, to show responders their progress in completing the survey Buttons (default: Previous and Next ) edit the text used for buttons on each page of the survey; click into the editable areas to enter the text or image you wish to use as the buttons The Next button displays at the bottom of each survey page that contains at least one question. The Previous button displays at the bottom of each survey page, except the first, unless the ability to edit responses is set to No (see the following page). SURVEY TIP: To prevent the Previous button from displaying, see Edit Responses on the following page. Footer (default: no footer) set text and/or an image to appear at the bottom of each page of the survey; click into the editable area, indicated by the red dashed lines, and insert the text and/or image that you wish to use as the footer (Settings are continued on the following page) Note after you have made your desired changes, be sure to click the Save button. Advanced Training Manual: Surveys Page 16 of 28

17 Multiple Responses (default: yes) control whether multiple responses can be completed from the same computer; also set the message that would display on the page in the event multiple responses are not allowed from the same computer and a respondent attempted to answer the survey twice It is recommended to keep this option set to Yes to ensure you receive all survey responses. Edit Responses (default: yes) control whether responders can modify their answers; also set the message that would display on the page in the event editing responses is not allowed The choice selected here will determine how the Previous button displays. Following is the full outline of choices available and how the Previous button will be impacted: Yes responders can go back to previous pages and edit responses at any time (the Previous button will display on all pages after the first) Yes, Until Completed responders can go back to previous pages and edit responses until they have completed or exited the survey (the Previous button will display on all pages after the first, except the final page of the survey) No responders cannot go back to previous pages (the Previous button will not display) This means to prevent the Previous button from displaying on any pages, select No. Note after you have made your desired changes, be sure to click the Save button. Note if your survey has multiple collectors, the settings for Page Title, Multiple Responses and Edit Responses will be controlled by collector. To access the settings, click the View Collectors button on any of those sub-tabs. Then click the down arrow icon next to the collector you wish to edit, and select Edit. Advanced Training Manual: Surveys Page 17 of 28

18 Restrictions (Optional) The Restrictions tab also allows you to control how the survey functions: Close Date (default: Survey ) set a date and time in the future when the collector will stop accepting new survey responses; also modify the error message that will display after that date and time Click the Show text link next to the Advanced heading to access additional options for restrictions. Maximum Responses set a specified number of responses that will be accepted for the survey (for instance if a limited number of seats are available for an event); also modify the error message that will display after the maximum number of responses have been received Password Protection display a page before the survey is viewable that requires responders to enter a password; also modify the text that will display on that page IP Addresses allow access or block access based on designated IP address(es); also modify the message that will display in the event of an error Note after you have made your desired changes, be sure to click the Save button. Note if your survey has multiple collectors, restrictions will be controlled by collector. Click the View Collectors button, and then down arrow icon next to the collector you wish to edit, and select Edit. Advanced Training Manual: Surveys Page 18 of 28

19 Theme Step The Theme step is where you select a color scheme for the survey. Several pre-built themes are available. Depending upon your company s settings, you may also be able to modify the CSS and build your own theme. Click on a theme name to preview it in the lower half of the screen. Once you are happy with the theme that has been selected, click the Save and Continue to Deploy button, or the Preview and Deploy step in the survey creation navigation menu. Preview and Deploy Step The Preview and Deploy step is where you can take a final look at the survey and access details to deploy it. To preview the survey, click the View Survey button. Click a page title in the tabs near the top of the preview to view content on other pages. Advanced Training Manual: Surveys Page 19 of 28

20 Survey Deployment While on the Preview and Deploy step, click the Deploy Survey button to access the survey deployment options. There are multiple options available to deploy your survey for responders to access, including: 1. Campaign 2. Survey URL 3. Short URL or QR Code 4. Embed 5. Social Networks 6. Prompt Advanced Training Manual: Surveys Page 20 of 28

21 Campaign The most popular way to deploy a survey is to link to the survey from a campaign. Click the Create a Campaign button to begin the campaign creation process, or go to any in progress campaign. While in the Content step, select the text or image that will serve as the link to the survey (e.g. Tell Us What You Think in this example). Click the Create Link ( ) icon in the editing toolbar. Click the Survey tab. Start typing in the input box to select a survey, or click the drop down arrow to select from a list of the surveys in your account. Click on the title of the survey you want to link to. Optionally choose to not open the survey in a new window. Click the Create Link to Survey button. Advanced Training Manual: Surveys Page 21 of 28

22 Other Deployment Options While on the Preview and Deploy step, click the Deploy Survey button to access the survey deployment options. Click a tab to access additional settings: Survey URL copy the direct link to the survey and paste on a website or other location where you need a generic link Short URL and QR Code copy and paste the Short URL or download a QR image Embed copy and paste the HTML code displayed to embed the survey within your website Twitter, Facebook or LinkedIn post the generic link to the survey on popular social networks Prompt generate HTML code to use on your website to automatically prompt visitors to complete your survey Advanced Training Manual: Surveys Page 22 of 28

23 Collectors Collectors are required for the system to track responses to your survey. By default, one collector ( First collector ) is pre-built for every survey. To view details by collector, click the down arrow icon next to the survey title and select More. Then click the Collectors tab. Click the Add Collector button to create additional collectors if you wish to track sub-sets of responders separately. For instance, if you create a customer satisfaction survey, you may want to then setup different collectors for each year. That way all responses are stored together, but can also be reviewed and segmented by year. Click the down arrow ( ) icon next to a collector s name to access additional options. View view the survey using the selected collector Deploy access options to deploy the collector Disable/Activate disable an active collector, or activate a disabled collector Edit edit the settings and restrictions for a collector (see following page) Rename change the name of the collector as it is shown in your account Reset delete all views, responses and other statistics regarding the survey Advanced Training Manual: Surveys Page 23 of 28

24 You can also modify settings and restrictions by collector (see Pages for additional information). Note after you have made any changes, click the Update Collector button. Advanced Training Manual: Surveys Page 24 of 28

25 Survey Responses To view responses to a survey, click Reports in the main navigation menu. Then click the Surveys tab. The surveys in your account will be listed in a table format with their key statistics. Click on the title of a survey to access its details. The Summary tab includes an overview of the responses for the survey, including total number of views, responses (partial or completed), and completed surveys. A breakdown of responses by country is also included. Advanced Training Manual: Surveys Page 25 of 28

26 Charts and Responses Charts The Charts tab includes a visual depiction of any multiple choice or matrix questions included in the survey. Content, free text and results question types are not displayed on the Charts tab as the answers cannot be consolidated in the same manner. Responses The Responses tab includes all of the detailed responses for the survey. Responded list of responders who have completed at least one page in the survey Completed list of responders who have answered all questions in the survey Viewed, Not Responded list of responders who have clicked on the link to view the survey but have not completed any pages in the survey Use the Print/Export drop down menu to export all responses in CSV or XLS format. Save the file to your computer and open in Microsoft Excel or another spreadsheet application. The responses to your questions will be displayed first, followed by the additional information that was gathered by the system for each responder. Click on any row, or click the drop down arrow icon next to a response and select View to view the individual detailed information. Click the drop down arrow icon next to a response and select Delete to delete that individual response. Advanced Training Manual: Surveys Page 26 of 28

27 Responder Column Depending on the setup of your survey, you may find that the details shown in the Responder left most column are not truly indicative of the responses. You can change the display to instead show answers to a question (such as name or address) by clicking the cog wheel icon in the upper right, and selecting Responder Column. Then from the drop down menu, select the survey question whose answers you would like to display and click the Update button. Filter Click the Filter tab to filter responses. Select a question from the drop down menu and which values to match against. Click the Filter button to update the responses shown in the Charts and Responses tabs below. Click the Add Filter text link to add additional filters, and choose to match results using And or Or. Click the Remove text link next to a filter to remove. Click the Show text link next to the Advanced heading to filter by collector. Advanced Training Manual: Surveys Page 27 of 28

28 Executive Summary An executive summary provides an easy way to collect and display high-level key survey statistics in a PDF or online. Under the Advanced drop down menu, select Executive Summary. Select the panel(s) you wish to include in the executive summary for the survey, and click the Create button. Change the headings of the panels as desired to suit your needs by clicking in the areas indicated by red dashed lines. Click and drag the dots icon ( ) to re-order panels. Click the down arrow icon to remove panels if you no longer want them to appear in the summary report. When you are happy with the layout and content of the Executive Summary, click the Save as PDF or Save as PNG buttons to download the report to your computer. Click the Create Online Summary button to generate a dynamic URL for the report that will continue to be updated as statistics change. Advanced Training Manual: Surveys Page 28 of 28