Surveys - User Documentation
Module Overview
The Surveys module is used to create and manage company surveys and questionnaires. It enables efficient collection of feedback from employees or customers and automatic evaluation of collected responses.
Key module features:
- Creating internal surveys for employees
- Sharing surveys with external respondents via a unique link
- Automatic reminders for survey completion
- Anonymous and identified data collection
- Conditional question display based on previous answers
- Clear statistics and export of results
- Visual customization of surveys (logos, colors, images)
Who is the module for:
- Regular users - complete surveys assigned to them
- Survey administrators - creation, management, and evaluation of surveys
- Company management - access to results of all surveys
- External respondents - customers and partners completing surveys via link
User Interface
The Surveys module is divided into three main sections accessible through tabs at the top of the screen:
My Surveys
Displays a list of surveys assigned to you for completion. This section is accessible to all users with access to the module. The table shows basic information about the survey including the time period when the survey can be completed and a button to start filling it out.
Survey Results
Provides access to results of all surveys in your company. Displays aggregated response statistics and allows viewing individual completed surveys. This section is available to users with extended module rights.
Survey Management
Used for creating new surveys, editing existing ones, and their complete management. Contains all tools for survey configuration, question creation, and advanced feature settings. Access is limited to users with full survey management rights.
Basic Operations for Regular Users
Viewing Assigned Surveys
Surveys assigned to you for completion can be found in the My Surveys section. The table contains the following information:
- Name - survey name
- Allowed from - date and time from which the survey can be completed
- Allowed until - date and time by which the survey must be completed
- Allowed for - shows whether the survey is intended for all employees, selected users, or external respondents
- Logo - survey logo preview (if set)
- Questions - total number of questions in the survey
- Action - Complete survey button to start filling out
Completing a Survey
Survey completion follows these steps:
- In the My Surveys table, click the Complete survey button next to the survey you want to fill out
- If an introductory text is defined, read it before starting to fill out
- For external surveys with required fields, you may need to fill in the Your email field
- Questions are displayed one at a time. Read the question and enter your answer in the appropriate field
- To proceed to the next question, click the Next button
- If backward navigation is allowed, you can return to the previous question using the Previous button
- Some questions may appear or be skipped depending on your previous answers
- After answering the last question, a closing text appears and your answers are automatically saved
- The survey is now complete and cannot be filled out again
Important notice: Once you complete the survey, it cannot be edited. Make sure all your answers are correct before finishing.
Survey Management (for administrators)
Creating a New Survey
To create a new survey, follow these steps:
- Go to the Survey Management section
- Click the green Create new survey button
- Fill out the form with survey settings according to the following instructions
- After filling in all required information, click the Save button
Basic Survey Settings
Name and Visual Style
Name: Enter a descriptive survey name. This field is required and the name will be displayed to respondents when filling out.
Title text size: Select the title font size from 12 to 48 pixels. The default value is suitable for most uses.
Title text color: Choose the color in which the survey title will be displayed. The default color is light blue (#08c).
Title background image: You can upload an image that will be displayed as the title background. Recommended size is 660 × 105 pixels. This field is optional.
Time Period and Access
Survey active from - to: Set the time period during which the survey will be available for completion. The default setting is 14 days from the current date. After the end date, the survey cannot be filled out.
Accessible to users: Select who will be able to complete the survey:
- All eIntranet users from your company - the survey will be visible to all employees in your company
- Selected eIntranet users from your company - after selecting this option, a list of employees appears where you can check who specifically will be able to complete the survey
- Unique link - the system will generate a special link that you can share with external respondents (such as customers or business partners). This option is suitable for surveys outside your organization
Requiring Completion
This setting is only available for internal surveys (intended for employees).
Require completion: Checking this box activates automatic notification of respondents about the unfilled survey.
After activation, the following fields appear:
- When to send survey info: Set the date and time when the first email with a link to the survey and a request to complete it should be sent to respondents
- Already sent: Indicator whether the information email has already been sent. The system updates this field automatically
- Completion deadline: Set the date and time by which the survey must be completed. If the respondent does not complete the survey by this time, they will receive an automatic email reminder
The system automatically tracks who has completed the survey and only sends reminders to those who have not yet done so.
Visual and Content Settings
Anonymous: Checking this box creates an anonymous survey. The system will not save information about who specifically completed the survey. This setting is suitable for sensitive questionnaires where you want to ensure respondent anonymity.
Logo: Upload a logo image that will be displayed in the upper right corner of the survey. Recommended size is 300 × 150 pixels. The logo helps visually identify the purpose of the survey.
Introduction text: Enter text that will be displayed to respondents before the first question. Use it to explain the purpose of the survey, expected completion time, or other important information. This field is optional.
Closing text: Enter text that will be displayed after completing the survey. The default text is "Thank you for completing". You can change it, for example, to a thank you with further instructions.
Next button color: Choose the color of the Next button that respondents use to move between questions. The default color is blue (#337ab7).
Allow going back in survey: Checking this box allows respondents to return to previous questions using the Previous button. If not checked, respondents can only proceed forward.
Editing Questions
After creating a survey, you need to add questions. Click the Questions button next to the relevant survey in the survey management table.
Adding a Question
- In the question editor, click the Add new question button
- Enter the question text
- Select the question type (text field, choice selection, rating, etc.)
- Set additional parameters specific to the question type
- Optionally set the question number color for visual distinction
- Save the question with the Save button
Question Types
The system supports various question types enabling collection of different types of data:
- Text field for short answers
- Multi-line text field for longer answers
- Single choice selection
- Multiple choice selection
- Rating scales
- Date and time
Conditional Question Display
You can set certain questions to appear only when specific conditions are met. For example, if the respondent answers "Yes" to question #3, question #4 will be displayed, otherwise it will be skipped.
Conditions are set when editing each question. This feature allows creating dynamic surveys adapted to the respondent's answers.
Changing Question Order
Questions can be reordered using drag and drop or order change buttons. The question order corresponds to the sequence in which they will be displayed to respondents.
Managing Existing Surveys
In the Survey Management section, you see a table with all your company's surveys. The following actions are available for each survey:
Editing a Survey
Clicking the Edit button opens a form for editing basic survey settings. You can change the name, time period, visual style, and other parameters described above.
Warning: Editing an already distributed survey may affect data consistency. We recommend editing only surveys that have not yet been completed.
Copying a Survey
The copy feature allows creating a duplicate version of an existing survey including all questions and settings. Procedure:
- Click the Copy button next to the survey you want to duplicate
- The system will create a new survey named "Copy - [original name]"
- Modify the name and other settings as needed
- Review and optionally modify the questions
This feature is useful if you regularly conduct similar surveys and don't want to create them from scratch.
Deleting a Survey
To delete a survey, click the Delete button. The survey will not be permanently removed but moved to trash. You can view deleted surveys by clicking the red Deleted button at the top of the table.
Restoring a Deleted Survey
In the deleted surveys view, you can restore each survey by clicking the Restore button. The survey will return to the regular survey list and be available for use again.
Survey Results
Viewing Results
Access survey results in the Survey Results section. A list of all surveys with the option to view detailed results is displayed.
After clicking on a specific survey, you will see:
- Response statistics - aggregated results for each question, charts, and overviews of most common answers
- List of completed surveys - table of all respondents who completed the survey, including completion date and time
- Individual response details - ability to view complete responses of a specific respondent by clicking on their record in the table
For anonymous surveys, respondent identification is not displayed.
Data Export
Survey results can be exported to a spreadsheet for further analysis.
Export to Excel
- In the survey results detail, click the Export to Excel button
- The system will generate a file containing all responses
- The file will automatically download to your computer
Exported Data Format
The exported file contains:
- Columns for individual questions
- Rows for individual respondents
- Completion date and time information
- For identified surveys, respondent name
- For anonymous surveys, only completion order number
Advanced Features
External Surveys (for customers)
External surveys enable collecting feedback from people outside your organization, such as customers, suppliers, or partners.
Creating a Survey with Unique Link
- When creating a survey, select Unique link in the Accessible to users section
- After saving the survey, the system will generate a special URL address
- Copy this address and share it with target respondents
- Respondents don't need to be logged into the system and will complete the survey directly via this link
Requiring Respondent Email
For external surveys, you can set mandatory respondent email address entry. This allows you to:
- Identify respondents (even in otherwise anonymous surveys)
- Contact respondents if needed
- Prevent multiple submissions from the same person
Sharing the Link
The generated link can be shared in these ways:
- Sending in an email campaign
- Placing on websites
- Sharing in a newsletter
- Publishing on social networks
- Sending via SMS message
Security tip: The link is public and anyone with it can complete the survey. Don't share it publicly if you want to limit the respondent pool.
Requiring Completion
The require completion feature ensures your employees will be notified about the survey and prompted to complete it.
Setting Up Automatic Notifications
- When creating or editing a survey, check the Require completion box
- Set the first notification date and time in the When to send survey info field
- Set the deadline in the Completion deadline field
- Save the survey
Email Schedule
The system automatically performs the following actions:
- At the set time, sends all selected respondents an email with a link to the survey and a request to complete it
- Continuously tracks who has completed the survey
- After the completion deadline, sends a reminder to those who haven't completed the survey yet
Completion Tracking
In the survey results detail, you see an overview of which respondents have already completed the survey and which haven't. This allows you to track the response rate and optionally contact individuals with a personal reminder.
Anonymous Surveys
When to Use Anonymity
We recommend using anonymous surveys in these situations:
- Employee satisfaction surveys where responses may be sensitive
- Evaluation of supervisors or colleagues
- Questionnaires about company culture and work environment
- Topics where there may be concerns about negative consequences for honest answers
- Situations where you want to encourage open and honest feedback
Impact on Results
For anonymous surveys, keep in mind:
- You won't be able to identify specific respondents
- You can't contact the respondent with follow-up questions
- You can't verify who completed the survey and who didn't (for internal surveys this is tracked but not displayed in results)
- Results are purely statistical without personalization options
- Respondents are usually more open and honest
Settings and Configuration (for administrators)
Access to Surveys Module
The Surveys module is part of the main eIntranet system menu. After logging in, you can find it in the list of available modules. Module display depends on your access rights set by the system administrator.
Module Rights System
The system administrator can assign different access levels to the Surveys module for individual users. Rights are set in the user management module in the access permissions section.
User Rights
The Surveys module uses four access levels that determine what you can do in the module:
Access Levels
No Access
User has no access to the Surveys module and the module is not displayed in the system menu. This level is for users who don't work with surveys at all.
Survey Completion
Basic access level allowing:
- Viewing the My Surveys section
- Completing surveys assigned to the user
- Viewing the list of available surveys
This level is for regular employees who need to complete company surveys.
Results Viewing
Extended level including everything from the previous level plus:
- Access to the Survey Results section
- Viewing statistics for all surveys
- Viewing details of individual completed surveys
- Exporting results to Excel
This level is suitable for managers and analysts who need to evaluate feedback.
Full Management
Highest level including everything from previous levels plus:
- Access to the Survey Management section
- Creating new surveys
- Editing existing surveys
- Creating and editing questions
- Copying surveys
- Deleting and restoring surveys
- Setting all survey parameters including advanced features
- Managing external surveys with unique links
This level is for survey administrators, HR specialists, and other users responsible for preparing and conducting surveys.
Tips and Best Practices
How to Effectively Create Surveys
- Define a clear goal - before creating a survey, clarify what information you want to obtain and how you will use it
- Be concise - long surveys have lower completion rates. Limit the number of questions to the minimum necessary to achieve your goal
- Use clear wording - questions must be understandable and unambiguous. Avoid technical terms without explanation
- Logical order - arrange questions from general to specific and group related topics
- Test before sending - try the survey yourself or on a small group of colleagues to identify any ambiguities
- Visual appeal - use logos, colors, and introductory text to create a professional impression
What Question Types to Use
- Closed questions with options - for collecting structured data and easy evaluation (e.g., "How satisfied are you with... Very satisfied / Satisfied / Neutral / Dissatisfied")
- Rating scales - for measuring opinion or satisfaction intensity (e.g., rating 1-5, 1-10)
- Text answers - for open comments and detailed feedback, but use sparingly
- Multiple choice - when multiple answers can be correct simultaneously
- Conditional questions - for obtaining detailed information only where relevant
When to Use Anonymity
Use anonymous surveys when:
- Topics are sensitive or personal
- You want honest feedback without fear of consequences
- Evaluating supervisors or company management
- Asking about company culture and interpersonal relationships
- Conducting employee satisfaction surveys
Don't use anonymity when:
- You need to contact respondents with follow-up questions
- You plan personalized follow-up actions
- You want to track who completed the survey and who didn't
- You need to link answers with other employee data
How to Motivate Completion
- Explain the purpose - in the introductory text, clearly communicate why you're conducting the survey and how results will be used
- Guarantee action - assure respondents that their feedback will lead to concrete changes
- Communicate results - after evaluation, share main findings and planned steps
- Time estimate - provide approximate completion time (e.g., "Completion takes about 5 minutes")
- Appropriate timing - send surveys during working hours and avoid overwhelming respondents with too many surveys
- Deadline - clearly set completion deadline with automatic reminders
- Management support - ask managers to support survey completion
Best Practices for External Surveys
- Professional appearance - use company logo and colors to strengthen credibility
- Mobile-friendly - verify the survey looks good on mobile devices
- Clear identification - in the introductory text, state who is conducting the survey and for what purpose
- Data protection - inform respondents how you will handle their answers and personal data
- Thank you - in the closing text, express sincere thanks for the time spent completing
- Response rate monitoring - regularly check the number of completed surveys and adjust communication if response is low
- Avoid spam - don't share the link on public forums or places where it could be misused
- Testing - before mass distribution, test the entire completion process from an external user's perspective
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Last update date: November 10, 2025