Managing Questionnaires

Overview

All questionnaires, whether or not recipients have responded to them, can be seen in your instance. The Questionnaire Responses module allows users to immediately view several important fields including whether the recipient has opened, started, or completed the survey.

Accessing Sent Questionnaires

To access questionnaires that have been sent, along with recipient responses if they've been returned, complete the following:

1. Click Questionnaires | Questionnaire Responses.
   
   

Questionnaire Statuses

The following describes questionnaire statuses:

• Sent - The questionnaire is sent, but the link has not been accessed by the recipient.
• In progress - The recipient has opened the link and begun the questionnaire.
• Completed - The recipient has answered questions and returned the questionnaire.
• Closed - The link is intentionally expired by the questionnaire sender.

Resending or Closing a Questionnaire

There may be many reasons to resend or close a questionnaire. Resending an email may be necessary if the recipient never received the first notification. Closing a questionnaire causes the link to the questions to expire, which then prohibits the recipient from accessing it and responding. 

To resend an email containing the link to a questionnaire or close the link completely, complete the following steps:

1. Find the applicable questionnaire and scroll to the right.
2. In the Actions column, click the ellipses button and select Resend Questionnaire.
   
   
   
   
3. Alternatively, click the ellipses and select Close Questionnaire to remove the recipients availability to the questions.

Rules for Resending or Closing a Questionnaire:

• Once a questionnaire has been closed, it can not be reopened.
• A questionnaire can only be resent every 24 hours.
• Only a questionnaire in a Sent or In Progress status are applicable for these actions.

Reviewing Questionnaire Responses

If the questionnaire name in the Title column is linked, the recipient has responded to the questionnaire. To view those responses, click the link.

If more than one person is added to a questionnaire, there will be a row for each person. Even though the recipients were all sent the same questionnaire for the same item, their responses will be separated, which allows you to manage individual statuses.

Exporting Responses to One Questionnaire

To see questionnaires sent on one item, complete the following steps:

1. Any questionnaire in the Title column has a recipient's answers.
2. Click the link to review.

3. Click Actions | Export all objects as CSV.

4. Alternatively, to retrieve any attachments added to the survey, click Download all attachments.
   
   
   
   

Another way to export responses for one questionnaire is by completing the following steps:

1. Find the applicable questionnaire and scroll to the right.
2. In the Actions column, click the ellipses button and select Download all attachments.
   
   
   
   

3. Alternatively, to retrieve any attachments added to the survey, click Download all attachments.

Exporting Multiple Responses

To export multiple questionnaires submitted, complete the following steps:

1. Click Questionnaires | Questionnaire Responses.

2. If you want to retrieve information for all objects, there is no need to select all check boxes beside the title. Just click Actions | Export all objects as CSV to retrieve only responses, or click Actions | Download all attachments to retrieve only attachments.

   
   
   

3. To export only a subset of responses or attachments, select one or more items to display the Export dropdown.
4. Click Export | Export questionnaire responses as CSV to retrieve only responses, or click Export | Download all attachments to retrieve only attachments.
   
   
   
   

Another way to export all responses is by completing the following steps:

1. Click Tools | Data Import in the left-hand navigation.
2. In the Export object type, select Questionnaire Responses With Answers.
   
   
   
   
3. Select or deselect information to export.
4. Click Download Export.

Printing Responses

To print responses to one questionnaire or save them in a PDF, complete the following steps:

1. Access responses by following instructions in Reviewing Responses.
2. Highlight all text.
   
   
   
   
3. Right-click on a PC or Ctrl-click on a Mac to display a dropdown.
4. Click Print.
   
   
   
   
5. In the Destination dropdown, either select a printer to print the information or select Save as PDF to save to your computer.
6. Click More settings for additional options.
   
   
   
   
7. Deselect Headers and footers to remove text between pages.
8. Review the preview in the right-hand side to verify options.
9. Click Save.
10. In the dialog box, give the document a name and select an area on your network or computer to save.
11. Click Save.