Surveys

What is this for?

Surveys help you gather regular information from your team and field crews. A survey is a list of questions in a set order. Each question can be answered with text, a choice, yes/no, or a file upload.

The real value of a survey is that you can attach it to a task. You can ask people to fill it in before the task starts or before it is completed. For example, you can make a safety checklist required before work begins, and a satisfaction form required before it ends.

Example scenario

At a field service company, quality officer Deniz wants a safety check before every job. She creates a survey called “Pre-service safety check” with three questions: is the equipment switched off (Yes/No), which tools are on hand (multiple choice), and a photo (file upload). She attaches the survey to the service task with the “Before Start” condition and marks it as required. When the crew arrives on site, they must complete the survey before they can start the job. Deniz sees who has completed it in the Responses section.

Who uses it

• Survey designers: Managers who write the questions, choose the answer types and attach the survey to tasks.
• Respondents: Team members assigned to a task who fill in the survey. It appears while they work on the task.
• Watchers: Authorized users who follow the responses. They can see who filled in the survey and, when needed, close an unfinished response.

Step by step

1. Create the survey. In the Surveys section, start with “New Survey”. Enter a name and, if you want, a short description.
2. Add the questions. For each question, choose a title and an answer type: Text, Single Choice, Multiple Choice, Yes/No or File Upload. For choice questions, enter the options. Make the question required if you want.
3. Arrange the questions. Drag questions into the order you want. You can also attach a guiding document to any question.
4. Attach the survey to a task. In the task’s Survey tab, add the survey. Choose the condition: Before Start or Before Complete. Set the maximum number of responses per person, and mark the survey as required if needed.
5. Collect the responses. When the condition is met, the people on the task fill in the survey. Each answer is saved. Once all required questions are answered, the survey is complete.
6. Monitor the responses. In the Responses section, see who started, how many answers they gave and their status: Complete, Incomplete or Force-closed. If needed, close an unfinished response.

Process flow

flowchart TD
    A[Survey is created] --> B[Survey is attached to a task]
    B --> C{Is the condition met}
    C -- No --> D[Task waits]
    D --> C
    C -- Yes --> E[Person fills in the survey]
    E --> F{Required questions done}
    F -- No --> E
    F -- Yes --> G[Response is complete]
    G --> H[Responses are monitored]

Frequently asked questions

How is a survey attached to a task? Select and add the survey from the task’s Survey tab. While adding it, choose a condition: should the survey be filled in before the task starts, or before it is completed? If you make the survey required, the task cannot pass that stage until the condition is met.

What kinds of questions can I ask? There are five answer types. Text is for free writing. Single Choice is for one option. Multiple Choice is for several options. Yes/No is for two-option questions. File Upload is for collecting documents. You can make any question required or optional.

How many times can one person fill in the same survey? When you attach the survey to a task, you set the maximum number of responses per person. A person who reaches this limit cannot start another response to the same survey. This lets you create one-time surveys or repeatable checks.

What does a required survey mean? A required survey stops the task from moving on, depending on the condition you chose. For example, with the “Before Complete” condition, the task cannot be finished until the required survey is filled in. Optional surveys do not block the task, even if they are left empty.

How can I close an unfinished response? If someone starts a survey and leaves it halfway, an authorized user can force-close that response from the Responses section. The closed response is marked “Force-closed”, and the person cannot continue that survey.

Where do I see the responses and their status? The Responses section lists everyone who started the survey. It shows the start date, the number of answers given and the status. Completed responses are shown with a green badge, incomplete ones with yellow, and force-closed ones with red.