Surveys

Overview

Surveys let you collect structured information from your team and field crews. A survey is made up of ordered questions, and each question has its own answer type: free text, single or multiple choice, yes/no, or file upload. Surveys belong to the project you are in and can contain as many questions as you need.

The real power of surveys comes from being able to attach them to tasks. When you add a survey to a task, you decide when it must be filled in: before the task starts or before it is completed. This lets you, for example, require a safety checklist before work begins and a satisfaction form before the work is finished.

When a survey is attached to a task as required, the task cannot move forward until the condition is met. As responses come in, you can track who filled the survey in and whether it was completed; if needed, you can manually close an unfinished response. You can also add a reference document to each question to guide the person answering.

Who uses it

• Survey designers: Project managers or process owners who create the questions, set the answer types and attach the survey to tasks.
• Respondents: Team members assigned to a task who fill in the survey. They complete the survey as it appears while they work on the task.
• Watchers: Authorized users who follow the responses. They can see who filled it in and, when necessary, force-close a response.

Step-by-step process

1. Create the survey. In the Surveys section, use “New Survey” to enter a name and an optional description and create the survey.
2. Add the questions. For each question, choose a title and an answer type (Text, Single Choice, Multiple Choice, Yes/No, File Upload). For choice questions enter the options, and make the question required if you wish.
3. Arrange the questions. Drag to reorder the questions; you can attach a guiding reference document to each one.
4. Attach the survey to a task. From the task’s Survey tab, add the survey, choose the condition (Before Start / Before Complete), set the maximum number of responses per user, and mark it as required if needed.
5. Collect the responses. When the condition is met, the users on the task fill in the survey. Answers are saved question by question; once all required questions are answered, the survey is considered complete.
6. Monitor the responses. From the Responses section, see who started, how many answers they gave, and their status (Complete, Incomplete, Force-closed). Force-close an unfinished response if necessary.

Process flow

flowchart TD
    A[Create survey] --> B[Add questions and answer types]
    B --> C[Attach the survey to a task]
    C --> D[Choose condition: Before start / Before complete]
    D --> E{Is the condition met?}
    E -- No --> F[Task waits]
    E -- Yes --> G[User fills in the survey]
    G --> H{Required questions<br/>answered?}
    H -- No --> G
    H -- Yes --> I[Response complete]
    I --> J[Monitor and report]

Frequently asked questions

How is a survey attached to a task? You select and add the survey from the task’s Survey tab. When attaching it you set a condition: should the survey be filled in before the task starts or before it is completed? If you make the survey required, the task cannot pass the relevant stage until the condition is met.

What kinds of questions can I ask? There are five answer types: Text for free writing, Single Choice for one option, Multiple Choice for several options, Yes/No for a binary answer, and File Upload for collecting documents. You can make each question required or optional.

How many times can a user fill in the same survey? When attaching the survey to a task, you set the maximum number of responses per user. A user who reaches this limit cannot start a new response for the same survey, so you can configure one-time surveys or repeatable checks.

What does a required survey mean? Depending on the condition you choose, a required survey stops the task from progressing. For example, with the “before complete” condition, the task cannot be finished until the required survey is filled in. Optional surveys do not block the task even if they are left unanswered.

How can I close an unfinished response? If a user starts filling in a survey and leaves it halfway, an authorized user can force-close that response from the Responses section. A closed response is marked as “Force-closed” and the user cannot continue filling in that survey.

Where do I see the responses and their completion status? The survey’s Responses section lists every user who started it, along with the start date, the number of answers given, and the status. The status is shown with a badge: green for completed responses, yellow for incomplete ones, and red for those that were force-closed.