Running a Survey

step 1 before you build — configure de identified reporting (step 1 only applies to de identified surveys) if you're running a de identified survey, do this before you create your form the demographic fields available as reporting dimensions need to be configured in org settings first go to admin > configuration > modules under the engagement section, find de identified forms and add the fields you want to slice results by under recorded fields — for example, department, location, employment status, tenure range, or gender supported field types are single select, multi select, and group fields set your minimum group size the default is 5 groups below this threshold are rolled up into an "other" bucket so no individual can be identified from a small group the hard floor is 3 and this is configurable per org one thing worth knowing demographic data is captured at the moment of submission, not at the start of the survey cycle if someone's department changes mid cycle, their response is tied to their department at the time they submitted step 2 build your form navigate to people ops tools and open the forms section click new form give your form an internal name (how it appears to admins and in cql expressions) and a display name (what participants see) keep the internal name consistent — it's what your dashboard charts will reference, so changing it later will break any charts already built against it add your questions in the form builder tab use question types — short text, long text, single select, multiple choice, numeric scale, yes/no open the settings tab to configure the following distribution who is this form about? select no one specifically this is the correct setting for engagement surveys — the ui describes it as "for surveys or polls where the response isn't stored on a person's profile " this setting also determines how conditional logic works because the form isn't about a particular person, you'll use me fieldcode syntax in question filters rather than unprefixed field references (more on that below) who can complete this form? choose anyone in the org for a standard company wide engagement survey, or custom if you want to restrict to a specific group access and anonymity how should the identity of the respondent be recorded and displayed? choose one of three options identified — linked to a person and their demographic information use this only when individual attribution is needed and expected by respondents de identified — hides identity but allows demographic information and limits reporting this is the right choice for most engagement surveys anonymous — not linked to any personally identifiable information use when you want zero attribution and no demographic reporting who can view the form responses? this controls who can access the form responses page for this form leave this set to default for engagement surveys default means form responses are visible to the user who submitted the form, admins with formresponse\ read permission, and anyone the survey has been explicitly shared with for engagement surveys that use questions rather than fields, this setting is what determines access — so default keeps results appropriately restricted to admins and whoever the survey is shared with, rather than the broader org the other options (the person the form is about, managers of the person the form is about, etc ) are intended for performance review forms where responses need to be released to the subject or their manager they aren't applicable to engagement surveys set to "no one specifically " add any conditional logic (see below if needed) adding conditional logic you can show or hide individual questions and text blocks based on conditions every question block supports a cql filter — if the filter evaluates to true, the block is shown; otherwise it's hidden engagement surveys work differently from other form types like performance reviews, because they aren't "about" a particular person this changes the syntax for conditions based on the respondent's own attributes to write a condition based on who is filling out the form, use me \<fieldcode>\ value for example me department\ engineering — only show to respondents in engineering me employment\ full — only show to full time employees me is\ manager — only show to managers if you've used conditional logic in performance reviews before, note that unprefixed references like department\ engineering won't work in engagement surveys the me prefix is required here this syntax has been validated by the charthop product team you can also show or hide a question based on how someone answered an earlier question in the same form for field backed questions, use dot notation answervalue fieldname \["value"] for non field yes/no questions (not backed by a charthop custom field), use bracket notation with single quotes around the question id answervalue\['\<questionid>']="true" the single quotes inside the brackets are required — without them, the expression won't evaluate correctly step 3 launch your survey once your form is ready, create a survey (assessment) to manage the cycle create a new survey and attach your form to it configure your audience — who should receive a task to complete the survey set a due date if you add a hard deadline, be aware that tasks are automatically removed when it passes the form may still accept responses via direct link after that point, but those responses won't be counted in the survey's participation tracking if you need to extend a survey, re send on a new survey without a hard deadline send tasks to participants every participant receives an initial notification when tasks are sent step 4 track participation and send reminders to monitor who has completed the survey and send reminders to those who haven't, go to the tasks tab within the survey from there you can filter tasks by status to see who still has an open or pending task, and send a reminder to just that group people who've already submitted won't be included one important nuance for anonymous surveys the tasks tab shows who was asked to complete the form — not who submitted a response tasks are assigned to people before they respond, so names are visible in the task list regardless of the anonymity setting this doesn't compromise response anonymity, but it does mean an admin can see that a specific person has or hasn't completed their task if your org needs stricter participation privacy, keep this in mind when deciding who has access to the survey for full detail on tracking participation, see monitoring participation in a review step 5 analyze your results the form responses page open the form and navigate to responses you'll see three views summary shows auto generated charts for each question, a participation count, and a group by dropdown that lets you segment results by any of your configured demographic fields the built in manager or ic smart bucket is also available as a grouping option for open text questions, if ai summaries are enabled for your org, you'll also see a synthesized written overview of what respondents said sheet shows a list of all responses for de identified surveys, only the configured demographic data appears alongside answers — no names or identifying information individual lets you drill into a single response when a manager views engagement results filtered to their team (using under\ me), the same minimum group size threshold applies a group that meets the threshold org wide may still show as "other" within a manager's slice if their team is small results can be exported from the form responses page for de identified surveys, the export respects the de identification rules — the "other" rollup applies and no individual identities are included ai summaries when ai summaries are enabled for your org, charthop generates written summaries of responses on the form responses summary page — for every question type, including long text and short text for open ended questions, this turns a wall of individual responses into a concise overview of themes and sentiment across the group, without reading every response individually ai summaries can also be added to dashboards as text blocks when placed on a manager dashboard, these blocks re render based on who's viewing, so each manager sees a summary scoped to their own team's responses this is the foundation of the action plan insights dashboard pattern managers land on a dashboard with ai generated summaries per question, already filtered to their org, that they can use as a starting point for taking action if you don't see summaries appearing on your summary page, reach out to your charthop team to confirm the feature is enabled for your org