Surveys

Defining Questionnaires

To define a questionnaire:

1. Select (Collaboration) > Questionnaire.
2. Click on Start Search and then on New.
3. Click on (Add/Find Catalog Values) next to the Questionnaire field. The Find or Add Catalog Value window opens.
4. Enter a name for the questionnaire.
5. Click on New.
6. Save.
7. Define the questions and answers used by the questionnaire.

   Defining Questions

   You need to define the individual questions in the questionnaire and what answers can be given.

   1. Click on Questions in the questionnaire’s tree view and click on New.
   2. Enter the Question.
   3. Enter the Question No.. This number determines the order in which the questions are displayed in the questionnaire.
      Note: If you do not enter a number, the questions are displayed in the order they were added when filling out the questionnaire. update recommends always assigning a question number. Do not number the questions sequentially (i.e. 1, 2, 3) but leave gaps (e.g. 10, 20, 30 etc.) so that you can insert additional questions later.
   4. The following options are available for questions:
      • Do not display: The question is not displayed when carrying out the survey.
      • New section: The question is not handled as a question but as the title of a section.

        Sections allow you to structure the questionnaire. All questions in the same section are displayed at once, and you can switch between sections while carrying out the survey.

        You need to enter a Question No. for section titles to ensure they are displayed in the right order. Enter the title of the section in the Question field.

      • Weighting: A percentage value that determines how the points awarded for answers to this question are weighted in the overall points total.

        For example, if you define that an answer is worth 50 points, and weight the question with 200%, 100 points are awarded for the answer when carrying out the survey.

      • Mandatory Answer: Enable this option to determine that answering this question is mandatory.
        Note: Although you can save and navigate within the questionnaire without answering a mandatory question, all mandatory questions need to be answered to finalize the survey. If a question leads to a branch in the questionnaire, the question is automatically set as a mandatory question.
   5. The following options are available for the answers to a question:
      • Choose one answer from a number of predefined answers (radio buttons): The Multiple Answers and Edit Answer options must be disabled.
      • Select several answers from the list of available options (check boxes): Enable the Multiple Answers option.

        You need to define answers for these two types of questions.

      • Enter the answer manually: Enable the Edit Answer check box.
      • Select a catalog value as the answer: Enable the Edit Answer check box and select the Info Area Code and Field Number of the corresponding catalog field.
        Note: Child catalog fields cannot be used in questionnaires.
      • The default answer is the current value entered in a field of the current company or person, which can either be accepted or updated: Select the applicable Info Area Code and Field. Enable the Edit Answer and Read answer check boxes. If you enable the Save answer check box, any changes you make to the suggested answer are updated in the corresponding record.
        Note: Values in the database are only updated if a question is actually answered. Default answers or empty answers in questions that are not answered do not overwrite the value in the database.
      • You can add a new record based on the answers received. The data required by the new record can be collected over multiple questions.

        Enable the Edit Answer check box and select the Info Area Code and Field Number that the answer should be written to for each question. Switch to the Add new tab and enable the Add Record check box.

        You can add two separate records to the same info area from a questionnaire (e.g. two activity records).  Enable the Add Further Record check box (instead of Add Record) for all questions whose answers should be stored in the second record.

        Use the Default Values field to select the default values that should be entered in the new record.

        Note: If you fill in the questionnaire multiple times, a new record is added each time.
      • You can enter a trigger in the Trigger field. This trigger is started once the question has been answered.
      • Default answer: You can select the default answer that is automatically suggested when carrying out the survey.

Defining Answers

To define an answer:

1. Click on Answer in the questionnaire’s tree view and click on New.
2. Enter the Answer No. and Answer.
3. You can define Points that are awarded for this answer.
4. To define that this answer should be followed by a specific question, enter the question’s number in the Follow-up question field.

   Follow-up questions allow you to define branches in the questionnaire, i.e. to ask different questions based on the answers you have received.

   Note: The follow-up question’s number must be higher than the current question’s number. Follow-up questions are not available for questions where the Multiple Answers option is enabled (if a follow-up question is defined, it is ignored).

Carrying Out a Survey

To carry out a survey within the context of an activity:

1. Enter the questionnaire in the Questionnaire field of the activity (on the Survey tab).
2. Save.
3. Select Start Survey from the activity’s context menu.

   

   • Click on the Previous Section and Next Section buttons to switch between sections in the questionnaire.
   • Follow-up questions are displayed once the answer that leads to the follow-up question has been selected.
   • Click on Show mandatory questions only to restrict the display to only the mandatory questions. Mandatory questions are displayed in orange and indicated with an asterisk (*).
4. You can answer questions by:
   • Typing the answer
   • Selecting one or more answers from the list of predefined answers (radio buttons or check boxes).
   • Selecting answers from an Aurea CRM catalog (catalog fields).
   • Select dates from the mini calendar (date fields).
5. Click on Summary to display an overview of the questions that have been answered. You can return to previous sections and correct the answers you have entered.
6. Save the questionnaire.

   Depending the questionnaire’s configuration, records may be added to the Aurea CRM database or existing records may be updated automatically based on the answers you entered.

   You can still edit the answers in a questionnaire that has been saved. Once you have clicked on Finalize survey, the questionnaire can only be edited by your administrator.

Evaluating Questionnaires

To display the evaluation of a questionnaire:

1. Select Questionnaire Analysis from the questionnaire’s context menu.
2. Click on a question to display the analysis graphically.

   

• The answers given to individual questions are displayed on the right (selected answers graphically, answers entered as text in a list).
• By default, answers that none of the participants gave are also displayed.

Displaying the Questionnaires Answered by a Person

To display the questionnaires that a person has answered:

1. Select Go to All Related > All Surveys from the person’s context menu. All surveys carried out for this person are displayed.

   

   The Result (%), Max. Points and Points Attained columns are calculated from the answers given by the person (taking into account the weighting).

2. Click on a survey in the list of results to display the answers the person gave.