Survey Manager

This page helps users of IRIS Cascade to utilise the Survey Manager module. 

To be able to access the Survey Manager module, you must be licensed for it. It assumes Survey Manager training has been done and the user has a basic understanding of enhanced office reports.

The survey Manager Module can be found by going to: HR > Reports & Analysis > Survey Manager.

Survey Catalogue

The Survey Manager uses the same catalogue structure as other report areas within IRIS Cascade.

New categories can be added by going into Administration > System Lists > System Catalogue.

Create New Survey

To create a new survey, select Create New Survey.  You’ll see a pop-up window.

Survey Name

To name the survey, select the words Enter Survey Name (Click on the title to edit), and you’ll see a text box where you can enter a name.  Select OK when complete.

Survey Type

These two options allow you to specify how you want the survey to be completed.

All at once

Selecting this option means that the whole survey will be shown in the pop-up window and any question can be completed in any order.

Section at once

Selecting this option means when the survey is taken, each section is shown and the user can’t progress to the next section until any/all questions have been answered.

Survey Category

This option dictates which category the survey will be saved in. 

Designing the survey

Editing the Section name

Each section in the survey can be renamed by selecting once on the wording ‘Section 1’.

Type the new section name and select OK.  This field is limited to 50 characters.

Adding questions

When a new survey is created, the first question shows on screen by default.  The text for this question can be changed by selecting on the text ‘Enter the text for the Question’.

All questions have two additional options that can be set, Optional & Mandatory.  Mandatory places a red asterisk at the end of the question text.  Please note that if questions are marked as mandatory and the survey type is ‘Section at Once’, you will not be able to move to the next section if there is no answer in the mandatory question.

Question types

Each question can be set to 6 different types. These are detailed below.

Text Field

Selecting this option creates a standard text box suitable for both letters and numbers.  The limit is 50 characters.

Text Box

This option is a larger narrative box that allows up to 250 characters.  It will display scroll bars if needed.

Radio

Selecting this option allows for the creation of multiple radio buttons. The radio option only allows one answer to be selected.

You will notice that there’s now an option to [Edit radio options]. Selecting on this will allow you to put the answers to the question into a pop-up box.

Type each answer on its own separate line, then select Save options.

Dropdown list

This option allows you to have a list of answers that look like a standard IRIS Cascade system list.

Tick box

This is a single tick box option.

Multi check

This option allows for several tick box answers to be selected at once.

Survey Actions

Survey actions are located within the Survey Catalogue section of IRIS Cascade Reports & Analysis > Survey Manager.

[Start] – selecting on this will allow you to start a new occurrence of the survey.  This will be covered later in this document.

[Design] – This allows you to continue designing your survey.  If the survey has at least 1 occurrence, then this will be greyed out, and a padlock will appear next to the survey name.

[Properties] – This is where general information can be changed, publish dates can be set, and where security rights, keywords and audit data can be viewed.  These options are covered later in this document.

[Occurrences] – This section holds all the occurrences of the survey.  Here you can also see the results for these occurrences.

[Preview] – Previews the survey.  No changes can be made in this view.

[Delete] – This will delete the survey and remove all occurrences and results for that survey.  Any reports created will also be deleted.

[Clone] – This will create a copy of the survey but no occurrences will be copied.

Starting a new occurrence

To start a new occurrence of a survey, select on [Start].  The Survey Starter – My New Survey screen will open.

Details

Occurrence Name

The default is the name of the survey and the date it was created.  This can be changed if needed

Start Date

This defaults to the date it was created (can be changed if needed).

End Date

Left blank by default.  If an end date is entered, then any survey tasks outstanding cannot be completed.

Anonymous

If this is selected, any results will not have the employee’s personal data, just the results to the questions.

Targeted

The ‘Targeted’ tick box located at the bottom of the details tab only allows employees who have been entered on the Target tab to access the survey.

*If both of these boxes are ticked, then you can target a set of employees but you won’t know who gave what answers.

Email Design

On this tab, you can create the email that will be sent to each employee on the target tab, but only if you choose to send emails.

In this email, you can add a hyperlink that allows employees to access the login screen for IRIS Cascade.

Highlight the text you wish to hyperlink, select on the Insert Hyperlink button, and then enter the URL for IRIS Cascade.

In the box that appears, add the URL to your IRIS Cascade and select ‘New Window’ if you want a new window to appear when the link is selected.

Target

On this tab, you can specify who the survey is sent to, either via email or a task.  The screen also shows you when an employee took the survey.

Anonymous Link

If a survey is ticked as anonymous, then you will be shown a URL at the top of this target tab. This link can be used to access the survey by anyone (they do not need to be on the list).

Adding employees

Targets for the survey can be added in two ways.  Select Add Employees if you wish to select employees individually, or if you have a group already setup, then use the Add Employees from a Group option.

Notifying employees

To notify the employees you’ve selected, tick the appropriate tick box and then select Save & Notify.  This will only appear once the survey is saved and launched.

View survey results (Occurrences)

Once your survey has been sent out, you can see any results by viewing the [Occurrences].

[Results] – selecting on this option takes you to the report designer screen and allows you to create an enhanced report exactly how you would in Reports & Analysis.  Results can be seen instantly by selecting on Run the Report.

[Edit Occurrence] – This option allows you to view and edit the occurrence information, as well as add/remove and targets.

[Delete] – select on this option to delete the specific occurrence and any reports associated with it.

Surveys through IRIS Cascade

Surveys can be used in different areas of IRIS Cascade, namely the Training and Workflow modules.

When creating Training Surveys, the category needs to be set to ‘Training’. If this is not done, the survey will not appear in the Training module.

Surveys can be added to courses when scheduling them. This is done by selecting on the ‘Evaluation’ tab found within the schedule of a course. When in here, select the ‘Available Surveys’, which will populate with all of the surveys that have been created previously with the category as ‘Training’. Please note, surveys can only be added when a delegate has not passed through any stage of the scheduled course.

When attaching surveys to workflows, you will only be able to select the surveys that have not been made anonymous. Anonymous surveys will not appear when selecting a survey as a task.