Publish Surveys
When you access to this option, GlobalSUITE provides a table that displays the following information:
Changes: It reports whether the publication of the survey has changed since its creation.
Name: Name of the survey.
Type: It indicates the type of the survey ("BIA per time", "BIA per Impact", "Items, Risks & Controls", "Employees", "Critical Human Resources", "Compliance").
Configuration/Model: It indicates the survey model based on which the survey was conducted.
Enabled: It displays if the survey is enabled or not for being completed by the recipients.
Opening Date: It indicates the opening date of the period in which the survey can be completed.
Closing Date: Indicates the maximum date of the period in which the survey can be completed. Once this date is past, the surveys are not accessible.
These are the options that GlobalSUITE can perform on the initial table:
New: When you click on the button, GlobalSUITE creates a new publication on the table of surveys. To do this, it is necessary to define the Type and Model of the survey through the drop-down menu that is displayed.
Type: This drop-down menu contains all type that can be generated. According to the modules you have enabled of GlobalSUITE, some other types of surveys will be deployed. These are the types available: "BIA per time", "BIA per Impact", "Items, Risks & Controls", "Employees", "Critical Human Resources", "Compliance").
Model: This drop-down shows the survey models available based on the survey type selected. This list is completed once you have selected a survey type.
Remove: It allows you to remove a survey already created. To do this, you have to select the specific survey and click on the ‘Remove’ button.
Download: It offers the possibility to download the list of surveys in editable format (xlsx) or in PDF format.
By clicking on any record in the table, you access to the specific information of the survey publication.
General Data of the Survey
This section allows you to define the following information:
Name: Name of the survey
Published: It indicates when the survey is published. The check is automatically marked once the "Publish" button at the top is clicked.
Model: It displays the model used to conduct the survey.
Status: It indicates the status of the published survey.
Note: If the survey model does not have configured statuses, the Status field is not displayed.
Business Process: It indicate the business process on which the survey will be conducted.
Note: This field is only displayed in BIA type surveys.
Type of Delivery: It offers the possibility to send the surveys according to the following types:
Empty: The survey is sent to users with incomplete or empty fields (for "BIA" type surveys) or it’s sent with information that currently exists on GlobalSUITE (for all other types of surveys).
Last publication: It allows you to select a previous survey already published, and this way the survey is completed with the fields of the previous one. If a previous survey is not selected (in the "Associated Recipients/Select Previous", the survey is created empty (for "BIA" surveys) or It’s created using the information currently in GlobalSUITE for all other types of surveys).
Employee Data: This type only appears for the "Employee" type of surveys. Selecting this type creates the survey with the current employee data that are stored in GlobalSUITE.
Supervisor: It establishes the supervisor for the publication of the survey. At the end of the survey, this person receives an email notifying them of this.
Alert Changes: It provides the possibility for the supervisor to be alerted to any changes made by a user on the survey.
Comments: It allows you to include a text or comment for helping the users who are going to complete the survey. The text entered in this field appears in the email sent to the survey recipients.
Enabled: This option enables the survey for the users. If this check is marked, the surveys will be available during the period established between ‘Opening Date’ and ‘Closing Date’. If this check is not marked, the survey is not enabled ignoring the established dates. If no opening and closing dates are indicated, and the check is checked, the survey will always be enabled, and it will be necessary to disable it manually.
Opening Date: It indicates the opening date of the period in which the survey can be completed.
Closing date: Indicates the maximum date of the period in which the survey can be completed. Once this date is past, the surveys are not accessible.
Associated Recipients
This section allows to define the recipients of the survey for being completed. These are the actions that the table allows you to perform:
Add Employees: It allows you to add recipients to the survey using employees who are registered in the platform. By clicking on the button GlobalSUITE displays a popup window with the list of employees, allowing you to select one or more employees. Once you have selected the specific employees, click on the "Associate Employees" button at the top of the window.
New: It allows you to add a recipient that is not registered in the platform. Clicking on this button, GlobalSUITE displays a window that allows you to indicate the recipient's name and e-mail address. Additionally, the registered recipient can be created as an employee in the platform by marking the check "Create Employee".
Remove: It allows you to remove a recipient already included in the table. To do this, you have to select the employee and click on the ‘Remove’ button.
View Survey: It allows you view the specific survey of the selected user in the table.
Select previous: It allows you to associate information from a previous survey for the surveys which are included in the publication. There are two options:
Show all: This option associates a previous survey in the publication with an earlier survey. To do this, it is verified that the previous survey has the same Employee and the same Survey Configuration to perform the association.
Manually: This option allows you to select the previous survey you want to associate. To do this, you have to select a survey from the table and clicking on this option, GlobalSUITE displays a window containing all previous surveys that have the same survey model, allowing you to select the survey you want to associate with the current survey.
Send Reminder: This option allows you to send messages by e-mail to the recipients. The notices contain an introductory text of the survey, including the comments indicated in the publication and the link to the survey. There are 3 options:
Send to all: An email is sent to all recipients
Not Alerted: An email is sent to recipients who have not been notified so far.
Selected: An email is sent to the recipients selected in the table.
The information offered by the recipient table is as follows:
Name: Indicates the name of the survey recipient.
E-mail: Indicates the email of the survey recipient.
Process: It indicates the process associated with the survey.
Note: This column only appears in the BIA type surveys.
Token: It shows the authentication security code associated with the survey. This code is generated automatically for each survey created
Previous: Indicates the name of the survey publication associated with the current survey. If a previous survey is not associated, this column appears without information.
Note: type of Delivery This column appears only in surveys with type of Delivery -"Last Post".
Alerted: It indicates whether the survey has been sent to the user.
Status: It indicates the status of the survey
Note: This column is only displayed in surveys whose model has configured statuses.
Ended: It indicates whether the survey has been completed. Each recipient can indicate if they have completed a survey by clicking on a button available in the survey.
Survey
This section allows you to manage the monitoring of a survey to a specific recipient. To do this, you have to select the recipient of the table above, you can do the following:
URL: It displays the URL that the user receives by email to complete the survey. If this URL is clicked, the survey is accessed directly as viewed by the recipient.
Monitoring: It offers the possibility to establish comments or observations on the survey through the "Add" button, and you can send those comments via e-mail by clicking on the "Send e-mail" button. In addition, automatic follow-ups are recorded corresponding to the reminders that are sent to the recipient as well as the modifications made on the survey by the user.
NOTE: Once the survey is published, the users receive an email with the survey access URL and all information associated with the survey. The following image shows an example (both the content and format of the email may be different depending on each entity and the type of survey):
In each of the surveys that are completed by accessing from the link, we have the possibility to perform the following actions:
Save: It allows to store the complete information so far, but without terminating the survey and without notifying any supervisor.
End Survey: Save and end the survey, depending on how the change of status is defined, GlobalSUITE will send an email notifying the person responsible for the publication, Automatic to no, or will go to the next status. In the case that there are no defined states for the survey, GlobalSUITE will end the survey and notify the person responsible for the publication.
Back to the previous state:It's only available for surveys that have status and that have been configured Back to Back in that state, GlobalSUITE allows you to return the survey back to the previous status.