Template Builder

The survey template builder will let you initiate a new survey you are about to build/create in the system. Access this page from the Left-hand Navigation Menu > Add New > Survey.

Figure 1.1: Accessing template builder

Add a New Survey

Note: Surveys can be added only by users with the 'Survey Add' permission, and edited with the 'Edit Survey Details' permission, assigned to them via a Super Admin.
  • STEP 1: Once accessed the Template Builder page, enter a survey template name, template description, and the confirmation message to appear when the survey has been submitted successfully.
    Note: Details entered in the survey name and description will be updated automatically in the left-hand panel to display how it will be displayed to users.
  • STEP 2: Click on the 'Save' button at the top-right corner of the page to save the new survey and add questions, linkages, etc. to the survey. A success notification displayed at the top-right corner will confirm a successful addition. Figure 1.2: Save survey


Questions

Once you add a survey, click on the Questions tab to add questions to the survey.

Adding Sections

You can group questions into sections prior to adding questions if required. This will only be to enhance the preview of the survey. Add a section as follows:

  • STEP 1: Click on the 'Add Section' link in the 'Questions' tab.
  • STEP 2: Enter a section title, section description, and click 'Add'. Now all questions added, will be listed under the added section. You may skip adding sections if it is not needed.
    Figure 2.1: Adding sections

Adding Questions

  • STEP 1: Click the 'Add Question' link in the 'Questions' tab. You may add a new question or select from an existing question. You may add all your questions in one area or group them into sections as above. To add a question:

To add a new question

  • STEP 2.1: Click the 'Add Question' link and select the 'Add new' option.
    Note: Go to Step 3 for details on fields to be filled in. Mandatory fields will be marked with a red asterisk next to it, and will be required to be filled in to save the survey successfully. If not, a validation error will be displayed.

    Figure 2.2: Adding questions

    To add a question from an existing question

  • STEP 2.2: Click the 'Add Question' link and select the 'Add from existing' option.
    Select a question title from the 'Question Title' dropdown and click 'Insert'. Or click on the 'Filter' button and filter details such as Survey Title, Tags, Question Type, and click 'Search' to filter questions to select from. This will add the question in an editable format to be amended as required.
    Note: Only certain attributes of an existing question are copied on to the new question. Links and conditional logics does NOT get copied on to the new question.
    Figure 2.3: Add question from existing question
  • STEP 3: Enter the following details to add a question.
    Field
    Description
    Question
    Enter a question here. This is a mandatory field.
    Question Description
    Enter a question description if needed, for clarification purposes.
    Move Question To
    Once you have several questions, use this dropdown to move your question around. Choices are: after a selected question, before a selected question, top of the page, or bottom of the page. 
    Notes: 
    • Alternatively, you may move questions around in the preview pane in the right-hand side by dragging and dropping where you wish it to be.
    • When moving a question, if the question is the first question, the 'Before' and 'Top of page' functions will not work. Likewise, if the question is the last question, the 'After' and 'Bottom of page' functions will not work. Furthermore, an added 'Section' will not be considered when moving questions around.
    Mandatory
    Tick this checkbox to make this question a mandatory question.
    Question Tags
    Select from a set of pre-created tags in Camms.Risk (under Menu > Administration > Configuration > Tags Settings >[add/edit tags in Interplan page]) to attach to a question. This will help when required to search a question easily.
    Links
    Link at a question level, to Controls, Compliance Obligations, and/or internal Recipients. Alternatively, you may link controls and/or obligations at a survey level, in the Linkage tab. And add recipients at a survey level in the Recipients tab.
    • Controls: Linking to a control requires a user to be registered with the Camms.Risk product. Additionally, only the risk controls that are active will be listed here to be linked. Once linked to a control, the question will be listed in the Risk Control Details page, under the 'Control Assessment' tab.
    • Compliance Obligations: Linking to a compliance obligation requires a user to be registered with the Camms.Risk Compliance product. Additionally, only the obligations that are active will be listed here to be linked. Once linked to an obligation, the survey will be listed in the Compliance record page, under the 'Questionnaire' tab.
    • Recipients: Link questions to internal recipients here. Once the survey is shared, the added recipients will be able to view ONLY the  linked questions in the Survey module, if the user is not a recipient of the Survey. If the user is a recipient of the Survey too, then they will view all questions regardless of linking or not.
    Question Types
    You can have different question types such as: short answer, paragraph, dropdown, multiple choice, checkbox, radio button, date, or time fields. This is a mandatory field.

    For multi-select options such as dropdowns, multiple choice, checkbox, and radio button, two more functionalities: add options and add conditional logic will be added.

    • Add Options: If you chose a multiple answer option, a Label field will be added along with an Add Option link, letting you add several answer options.
      Remove Option: If you chose a multiple answer option, an answer can be removed by clicking on the Remove Option link next to an answer.
    • Add Conditional Logic: You can further add conditional logic to multiple answer questions by clicking on the Add Conditional Logic link. There are two types of conditional logic available to be selected from:
      • Display a comment box: This will let you enable a comment box to be displayed to add a comment if a user selects a particular answer. The comment can be made mandatory to move forward.
        Figure 2.4.1: Add conditional logic - comment box
      • Show question: This will let you select an already added question to be displayed, if this answer was the selected value. You can select more than one question to be displayed.
        Notes: 
        • If the selected question to be shown is deleted at any point, the conditional logic will not work as expected, and the deleted question will not display when the answer is selected.
        • If question 'X' has been selected under the 'Show Question' conditional logic for question 'A', please do NOT select a 'Show question' conditional logic for question 'X' as question 'A'. Which will result in a loop.
        Figure 2.4.2: Add conditional logic - show question
      • Click the 'Add' button to enable the conditional logic.
    Figure 2.5: Questions preview
  • STEP 4: Keep adding questions as required, and click the 'Save' button at the top-right corner of the page to save survey. The draft preview of the survey will be displayed on the right-side of the page.

Edit Questions

To revisit any question for editing:

  • STEP 1: Click on the question link from the left question list grid panel OR click on the question from the right preview panel, and edit as needed.
  • STEP 2: Click on the 'Save' button at the top-right corner of the page to save survey.
    Figure 2.6: Edit questions

Filter and Search Questions

If your survey has several questions, you can filter and search it using the following steps:

  • STEP 1: Click the 'Filter' button at the top of the question list.
  • STEP 2: Enter your filter criteria such as: question title, question type, tags, recipients, controls, and/or obligation and click 'Search'.
    Note: Click on the 'Save As Default' checkbox to save the filter as a default search criteria for your login.
  • STEP 3: Alternatively, you may navigate to the question you wish to search using the bottom panel, if there are few questions to search from.
    Figure 2.7: Filter and search questions

Delete Questions

To delete a question:

  • STEP 1: Click on the question link you wish to remove from the left panel in the question list.
  • STEP 2: Click 'Yes' in the confirmation window to confirm the deletion. This will remove the question from the survey.
    Figure 2.8: Delete questions


Linkage

The main purpose of the Survey module is to be able to create a survey and assess a risk control or how well a compliance obligation is being managed. You can link these controls or compliance obligations for a survey, using this tab. 

Add linkages as follows:

  • STEP 1: Click on the 'Linkage' tab.
  • STEP 2: Click on the 'Controls' link to link one or more controls, and click on the 'Compliance Obligation' link to link one or more compliance obligations.
    • Controls: Linking to a control requires a user to be registered with the Camms.Risk product. Additionally, only the risk controls that are active will be listed here to be linked. Once linked to a control, the survey will be listed in the Risk Control Details page, under the 'Control Assessment' tab.
    • Compliance Obligations: Linking to a compliance obligation requires a user to be registered with the Camms.Risk Compliance product. Additionally, only the obligations that are active will be listed here to be linked. Once linked to an obligation, the survey will be listed in the Compliance record page, under the 'Questionnaire' tab.
  • STEP 3: In the popup window, select from the list of Controls or Compliance Obligations, and click the 'Add' button.
    Figure 3.1: Adding a linkage


Recipients

Once the survey is created, you can send it to internal and external recipients one-time, or on a selected frequency.

Add recipients as follows:

  • STEP 1: Click on the 'Recipients' tab and 'Recipients' subtab.
  • STEP 2: Enter the following details to setup recipients for the created survey:
    Field
    Description
    List of Staff
    Select internal staff members to receive the entire survey via email.
    External Recipients
    Enter any external members to receive the entire survey via email.
    Note: Do not enter group emails here, where it contains more than one person. If you do, all responses will be displayed as been received from one individual.
    Staff Linked To Hierarchy Nodes
    You may further select a hierarchy node in the organisation, to which the survey is emailed to.
    Select Product
    Select the product between Risk or Compliance, to filter user roles in the next field, to select from.
    Staff Attached To User Roles
    User roles are listed to be selected from, to be emailed based on the selected Product and Hierarchy type.
    Note: If the Product selected in the previous field was 'Risk', the user roles listed will be obtained from the page Camms.Risk > Menu > Administration > Manage Users > Groups/Roles. Likewise, if the Product was 'Compliance', the user roles listed will be obtained from the page Camms.Compliance > Menu > Compliance Settings > Standard Roles.
    Standard Responsibility Owners
    Select all the required standard responsibility owners you wish to email the survey to.
    Figure 4.1: Adding recipients
  • STEP 3: Click on the 'Next' button and enter the following details in the 'Frequency' subtab to set the survey frequency:
    Field
    Description
    Sharing Options
    Select if the survey is going to be a Recurring one or a One Time survey.
    Note: For a One Time survey, the 'First Recurrence' and 'End Recurrence By' dates will be populated as same.
    Set Frequency
    If you set the sharing option to recurring, then set the frequency to either: daily, weekly, bi-weekly, monthly, quarterly, annually, bi-annually
    Notes: 
    • Upon saving the survey, based on the 'First Recurrence' date selected and the 'Frequency' selected, an email will be triggered to its recipients at midnight of the scheduled date.
    • If the 'Frequency' is changed on the same day of the 'First Recurrence' date, a new email will be triggered and sent out to recipients each time the frequency is changed and saved, instantaneously. Thereby, resulting in multiple emails.
    First Recurrence
    If it is a recurrence survey, select when the first recurrence date is.
    Note: Upon saving the survey, the survey link will be emailed to its recipients at midnight, of the scheduled first recurrence date.
    Response due in (number of days)
    Enter a due number of days you wish to specify for the survey to be submitted by. This value will be used when configuring due and overdue emails.
    Note: If this field is left blank, the date specified in the 'End Recurrence By' field will be taken as the due date.
    Survey response link validity period
    Enter in days the validity period of the survey link. The survey link will expire after these many days.
    Note: The validity period will require to have a greater value than the response due in days.
    Next Scheduled Recurrence
    The next scheduled recurrence date will auto populate based on the 'Set Frequency'.
    Note: Only applicable if 'Recurrence' is selected as the 'Sharing Option'.
    End Recurrence By
    Select a date by which to end the recurrence by, in case it should stop before a particular date.

    Figure 4.2: Adding frequency
  • STEP 4: Click on the 'Save' button to save survey.


Notifications

Once the survey is created and ready to be shared, the Notifications tab will let you setup various email triggers and email rules for users.

Add email details for a notification: 

  • STEP 1: Click on the 'Notifications' tab and 'Email' subtab.
  • STEP 2: Enter the following details in the Email subtab if you do not use the default template:
    Field
    Description
    Trigger Name
    Select from the following trigger options: 
    • Survey Shared: Email triggered when a survey is shared.
    • Survey Due: Email triggered when a survey is due.
    • Survey Overdue: Email triggered when a survey is overdue.
    Use Default Template
    • ON: If you keep this turned on, the default email template will be sent for triggered survey events.
    • OFF: If you turn off the default template, you can customise the email templates as per your requirement.
      • Email Name: Enter a name for the email notification.
      • Subject Name: Enter a subject for the email notification.
      • Email Body: Enter details in the body of the email notification to be sent. You can format your email body content using the standard formatting tools provided in the editing area.
        You can upload an image to the email body by clicking on the 'Upload Image' button.
        Include variable snippets if required in your email body using the 'Variables' button, and include the Survey Title, Survey Due Date, Recipient Name, or Survey URL.
        Click on the 'Preview' button at the bottom of the email body to view the draft display of the email. Click on the 'HTML' button to update the body content using HTML code.
    Figure 5.1: Adding email notifications
  • STEP 3: Click on the 'Email Rules' subtab and enter the following details for any email rules required to be set:
    Field
    Description
    Template Name
    Select the template to apply the email rule to: survey shared, survey due, overdue
    Reminder
    Select the number of days before or after the selected template (survey shared, due, overdue) to send the reminder.
    Continue to remind every
    Select never to remind again or continue the reminder every: day, month, quarter, year.
  • STEP 4: Click on the 'Save' button to save survey.


Response

Once the survey is active and users start submitting their answers, the responses can be monitored and analysed in the Response tab, in the Survey Workspace of the survey.

Note: Alternatively, survey responses can be viewed from within the Survey Register page too.

Access survey from the Survey Register and click on the 'Response' tab to view and analyse responses:

Field
Description
You are viewing responses forSelect as 'Current Period' to select answers for the current assessment period (the latest recurrence of the survey), or select a previous period to analyse a past assessment.
Total QuestionsWill denote the total number of questions of the assessment.
Responses DueWill denote the the total number of responses that are due.
Responses ReceivedWill denote how many responses have been received so far from the assessment.
Response RateWill denote the the percentage of responses received against the total number of responses expected.
Yet to RespondWill denote the total number of respondents that are yet to respond. Click on the number to view the respondents who are yet to respond to the assessment in a popup window.
Figure 6.1: Yet to respond
Select QuestionSelect 'All Questions' to view all questions and its answers to load one below the other, or select a particular question and analyse its answers from the various users.
  • If 'All Questions' are selected, all questions will be listed below, and will be expandable or collapsible and will have the following tabular structure:
    • Respondent name: User's name who responded to the question.
    • Date & Time: Date the question was answered.
    • Responses: The answer provided to the question.
      Note: If a multiple answers were available for selection, these will be graphically denoted by a donut chart next to the question, with the percentages of each answer.
    • Yet to Respond: Users who were emailed the survey and yet to respond to the survey will be listed in this section.
  • If a particular question was selected, the following additional fields will be displayed:
    • Respondents Sent: This will denote the number of respondents this question was sent to.
    • Responses Received: This will denote how many responses were received for this question.
    • % Responses: This will denote the percentage of responses for this question.

Figure 6.2: Responses

Note: Click on the 'Return' button at the top-right corner of the page to go back to the Survey Register.

Export to Excel

You can export answers to an Excel sheet along with the users answered it and those who have not, using the following steps:

  • STEP 1: Click on the Response tab in the Survey Workspace.
  • STEP 2: Under the 'Select Question' dropdown, select either the 'All Questions' option or select the question from the dropdown which you wish to export answers.
  • STEP 3: Click on the 'Export to Excel' button to download the questions/answers to an Excel sheet.

Figure 6.3: Export responses to Excel

Note: The Excel sheet will include the selected question or all questions, with the response period, responded user, responded date, response, comments, along with the list of users yet to respond.


Share Survey

  • Once the survey is finalised, you can share the survey link with the selected recipients by clicking on the 'Share' button at the top-right corner of the page, and click 'Share' in the popup window. This will email the survey link to all recipients.
  • You may access the survey from the Survey Register page.

Figure 7.1: Share survey

Notes: 
  • You will not be able to share a survey if it is in an 'Active' state, listed in the Survey Register.
  • Once a survey is shared, if you delete the survey, it will be gone forever, and will have to be created from the start.
  • If a survey is shared, and if you have made a mistake or need to make amendments after sharing, you will have to wait till the next day to do so. Changing the 'First Recurrence' date to today's date will not send the survey the same day, if it has already been shared.


Delete Survey

Note: Surveys can be deleted with the 'Survey Delete' permission, assigned to them via a Super Admin.
  • To delete a survey, within the survey workspace, click on the 'Delete Survey' button at the top-right corner of the page, and click 'Yes' in the confirmation window to remove survey.
  • You may access the survey from the Survey Register page.

Figure 8.1: Delete survey

Note: You will not be able to delete a survey if it is in an 'Active' state, listed in the Survey Register.


End Assessment

  • To end a survey assessment, within the survey workspace, click on the 'End Assessment' button at the top-right corner of the page, and click 'Yes' in the confirmation window to end the assessment.
  • You may access the survey from the Survey Register page.

Figure 9.1: End assessment

Notes:
  • You will be able to end the survey assessment, only if it is in an 'Active' state, listed in the Survey Register.
  • Once the survey is ended, no more responses will be accepted from the survey and no more reminders will be emailed to users.