[IMP] surveys: rewrite of create surveys doc for 17

closes odoo/documentation#8215

Signed-off-by: Kevin Scannell (ksc) <ksc@odoo.com>
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KC (ksc) 2024-03-19 09:20:15 -07:00
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=================
Survey essentials
=================
==============
Create surveys
==============
Companies often use surveys to collect valuable information from their customers and employees,
which in turn, allows them to make more informed business decisions.
In Odoo, surveys are used to collect customer feedback, evaluate the success of a recent event,
measure the satisfaction of customers (or employees), and gain more insight into shifting market
sentiments.
Getting started
===============
To begin, open the :guilabel:`Surveys` application and click :guilabel:`Create`. Odoo then
redirects the page to a blank survey template form.
On the survey form, add a :guilabel:`Survey Title` and then add a cover image to the survey by
hovering over the photo icon and clicking on the :guilabel:`Edit (pencil)` icon. When the file
explorer window opens, choose an image from the local files.
Below the :guilabel:`Survey Title` are various tabs in which the survey questions and format can be
created and customized. These tabs are labeled as follows:
- :guilabel:`Questions`: the list of questions to be asked in the survey
- :guilabel:`Description`: contextual information to aid in understanding the survey
- :guilabel:`Options`: choices for survey respondents to answer the questions
.. image:: create/questions-description-options.png
:align: center
:alt: Various tabs that can be found on the survey template page.
Questions tab
=============
Add questions and sections to the survey in the :guilabel:`Questions` tab. A section divides the
survey into parts in order to visually group similar questions together. To make a section, click
:guilabel:`Add a section` and type in a section name. Then, add questions or drag and drop
questions into the divided sections.
Clicking :guilabel:`Add a question` opens the :guilabel:`Create Sections and Questions` pop-up to
create and customize the survey question.
.. image:: create/survey-question-pop-up.png
:align: center
:alt: The survey question pop-up window.
Create questions
----------------
In the :guilabel:`Create Sections and Questions` pop-up, type the question in the
:guilabel:`Question` field. Then, choose the :guilabel:`Question Type`. A preview of how the
question type looks is shown in the preview window.
Choose from the following :guilabel:`Question Types`:
- :guilabel:`Multiple Lines Text Box`
- :guilabel:`Single Line Text Box`
- :guilabel:`Numerical Value`
- :guilabel:`Date`
- :guilabel:`Datetime`
- :guilabel:`Multiple choice: only one answer`
- :guilabel:`Multiple choice: multiple answers allowed`
- :guilabel:`Matrix`
To create a survey in the Odoo *Surveys* application, navigate to :menuselection:`Surveys app -->
New` to reveal a blank survey form.
.. note::
Different features appear in the :guilabel:`Answers` and :guilabel:`Options` tabs, depending on
the :guilabel:`Question Type` chosen. However, the :guilabel:`Description` tab always remains
the same, regardless of what question is chosen.
The :guilabel:`New` button is **not** present on the *Surveys* dashboard if in the *Activities*
view.
Create sections and questions
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Once a :guilabel:`Question Type` has been selected, there are three possible tabs where information
can be customized for the question. These include the :guilabel:`Answers` (if applicable),
:guilabel:`Description`, and :guilabel:`Options` tabs.
Each tab offers a variety of different features depending on what :guilabel:`Question Type` was
chosen.
For example, in the :guilabel:`Options` tab, the following options may appear:
- :guilabel:`Mandatory Answer`: the question must be answered.
- :guilabel:`Matrix Type`: for matrix-type questions, select if one choice or multiple choices can
be selected per row.
- :guilabel:`Number of columns`: select how many columns are displayed.
- :guilabel:`Images on answers`: allow images on the answer options.
- :guilabel:`Conditional Display`: determine if the question is displayed based on the
participant's answer to a previous question.
- :guilabel:`Show Comments Field`: allow the participant to type a comment in a text box.
- :guilabel:`Question Time Limit`: for live session surveys, set a time limit for the question.
Conditional Display
*******************
:guilabel:`Conditional Display` means the question is only displayed if the specified conditional
answer has been selected in a previous question.
When the box next to :guilabel:`Conditional Display` is selected, the :guilabel:`Triggering
Question` field appears. Select a question from the survey.
Then, a :guilabel:`Triggering Answer` field appears. Here, select which answer will trigger this
:guilabel:`Conditional Display` question.
Options tab
Survey form
===========
Back on the main survey template form, under the :guilabel:`Options` tab, there are different
sections of settings that can be modified.
.. image:: create/blank-survey-form.png
:align: center
:alt: How a blank survey form looks in the Odoo Surveys application.
The sections include:
At the top of the survey form are four radio buttons, each representing a survey style. The radio
button options are:
- :guilabel:`Questions`: focuses on the overall presentation of the survey
- :guilabel:`Scoring`: decides how the survey is scored
- :guilabel:`Candidates`: manages access to the survey
- :guilabel:`Live Session`: enables the survey into a real-time group activity.
- :guilabel:`Survey`
- :guilabel:`Live Session`
- :guilabel:`Assessment`
- :guilabel:`Custom` (selected by default)
Questions
---------
These options are here to streamline the survey-making process, by providing users with automated
settings and options that are ideally specific to those types of surveys. Each of those survey type
options comes equipped with its own specific selection of options.
First, select the :guilabel:`Layout` of the survey. The following options can be chosen:
The :guilabel:`Custom` option, selected by default, offers all the options from every potential
survey type (located in the :guilabel:`Options` tab).
- :guilabel:`One page with all the questions`
- :guilabel:`One page per section`
- :guilabel:`One page per question`
Beneath those radio survey type options is a blank field in which a name for the survey **must** be
entered.
If either the :guilabel:`One page per section` or :guilabel:`One page per question` options are
chosen, then the :guilabel:`Back Button` option appears. If selected, the :guilabel:`Back Button`
option allows the participant to go back to a question during the survey.
Below the survey name field, is the :guilabel:`Responsible` field. Choose a user from the drop-down
menu to be in charge of the survey. By default, the user who initially created the survey is
selected as the default :guilabel:`Responsible`.
Under the :guilabel:`Layout` options is the :guilabel:`Progression Mode` setting, which indicates
how the participant's progress during the survey is displayed. It is shown as either a
:guilabel:`Percentage` or a :guilabel:`Number`.
To the right of those fields, and above the tabs, is the option to add a background image,
represented by a :guilabel:`📷 (camera)` icon. When clicked, the option to upload an image becomes
available. This image would be used as the background image for the entire survey. This is **not** a
required option.
Next, there is an option available to add a :guilabel:`Survey Time Limit`. To implement this
option, simply check the box, and enter the amount of time (in minutes) participants have to
complete the survey.
Below those fields and options are four tabs: :guilabel:`Questions`, :guilabel:`Options`,
:guilabel:`Description`, and :guilabel:`End Message`.
After the :guilabel:`Survey Time Limit` option is a section labeled :guilabel:`Selection`. Here,
questions can be :guilabel:`Randomized per section`, in other words, the number of random questions
can be configured by section. This mode is ignored in a live session.
Questions tab
-------------
.. seealso::
:doc:`time_random`
View, access, add, and/or delete questions and sections to the survey in the :guilabel:`Questions`
tab.
Scoring
-------
By default, two columns are present in the :guilabel:`Questions` tab: :guilabel:`Title` (i.e. the
question) and :guilabel:`Question Type`.
The following options are available when deciding how a :guilabel:`Scoring` method:
If the :guilabel:`Randomized per Section` option is enabled in the :guilabel:`Options` tab of the
survey form, a column titled, :guilabel:`# Questions Randomly Picked` appears in the
:guilabel:`Questions` tab.
- :guilabel:`No scoring`
- :guilabel:`Scoring with answers at the end`
- :guilabel:`Scoring without answers at the end`
Indicate whether questions require a mandatory answer by clicking the :guilabel:`(optional columns)`
icon to the far-right of the column titles. Then, select :guilabel:`Mandatory Answer` from the
drop-down menu to reveal the :guilabel:`Mandatory Answer` column in the :guilabel:`Questions` tab.
If either the :guilabel:`Scoring with answers at the end` or :guilabel:`Scoring without answers at
the end` options are selected, a :guilabel:`Success %` field appears. Set the percentage of correct
answers needed to pass the survey.
.. image:: create/mandatory-answer-dropdown.png
:align: center
:alt: The slider drop-down menu with the Mandatory Answer option selected in Odoo Surveys.
Next, there is the option to make the survey a certification. To do so, check the box next to the
option labeled :guilabel:`Is a Certification`, and two additional fields appear. Select a color
theme in the :guilabel:`Certification Template` field and then choose an :guilabel:`Email
Template`. When a participant passes the certification with the required score, an email from Odoo
will automatically be sent to that person using the selected email template.
Add a question
~~~~~~~~~~~~~~
If the :guilabel:`Give Badge` feature is enabled and the :guilabel:`Certification Badge` is set,
the survey participant also receives a badge upon passing the certification.
To add a question to a survey, click :guilabel:`Add a question` in the :guilabel:`Questions` tab,
and proceed to fill out the :guilabel:`Create Sections and Questions` pop-up window that appears.
.. seealso::
:doc:`scoring`
To learn how to create and customize questions, refer to the :doc:`create questions <time_random>`
documentation.
Candidates
----------
.. important::
There **must** be a survey title entered in order for the :guilabel:`Create Sections and
Questions` pop-up window to appear. If no title is entered for the survey, an error pop-up
message appears in the upper-right corner, instructing the user to enter a survey title.
To determine access to the survey, the :guilabel:`Access Mode` has two options to choose between:
:guilabel:`Anyone with the link` and :guilabel:`Invited people only`.
Add a section
~~~~~~~~~~~~~
Below the :guilabel:`Appraisal Managers Only` checkbox is the :guilabel:`Login Required` option to
require a login to participate in the survey. If this option is activated, an :guilabel:`Attempts
Limit` field also populates, in which the number of survey attempts is defined for the participant.
A *section* divides the survey into organized parts, in order to visually group similar questions
together. To make a section, click :guilabel:`Add a section` at the bottom of the
:guilabel:`Questions` tab, proceed to type in a desired name for the section, then either press
:kbd:`Enter` or click away.
Live Session
------------
The section line appears in dark gray in the :guilabel:`Questions` tab.
The :guilabel:`Live Session` section is dedicated to users who are conducting surveys in real-time,
wherein they directly engage with and collect answers from a live audience.
Then, drag-and-drop desired questions beneath a section, or drag-and-drop a section title on top of
(i.e. *before*) the desired question(s) in the survey. Doing so populates the section with questions
that align with its theme.
Customize the :guilabel:`Session Code` here; this code is needed for participants to access the
live session survey. Reward participants for quick answers by selecting the checkbox labeled
:guilabel:`Reward quick answers`. By checking it, attendees will get more points if they answer
quickly.
If the :guilabel:`Randomized per Section` option is enabled in the :guilabel:`Options` tab of the
survey form, the number `1` appears, by default, on the section line, beneath the :guilabel:`#
Questions Randomly Picked` column.
This indicates that `1` question from that section will be picked at random for each participant
taking the survey, bypassing every other, non-chosen question from that section. To change that
number, select that figure, and type in the desired number in its place. Then, either press
:kbd:`Enter`, or click away.
Options tab
-----------
In the :guilabel:`Options` tab of the survey form, there are many options to choose from, separated
in four different sections: :guilabel:`Questions`, :guilabel:`Time & Scoring`,
:guilabel:`Participants`, and :guilabel:`Live Session`.
The options available in this tab vary on the survey type chosen, via the radio buttons at the top
of the survey form: :guilabel:`Survey`, :guilabel:`Live Session`, :guilabel:`Assessment`, or
:guilabel:`Custom`.
The :guilabel:`Custom` survey type showcases all the possible options in the :guilabel:`Options`
tab. So, if any of the following options do **not** appear in the :guilabel:`Options` tab, it is
likely because the selected survey type does not offer it.
Questions section
~~~~~~~~~~~~~~~~~
.. image:: create/questions-section-options-tab.png
:align: center
:alt: The Questions section of the Options tab on a survey form in Odoo Surveys.
The first field in the :guilabel:`Questions` section revolves around the :guilabel:`Pagination`,
or overall layout, of the survey.
Choose between :guilabel:`One page per question`, :guilabel:`One page per section`, or
:guilabel:`One page with all the questions` in the :guilabel:`Pagination` field.
.. note::
If :guilabel:`One page with all the questions` is selected, all the remaining options in the
:guilabel:`Questions` field, apart from :guilabel:`Question Selection` is removed, as they are no
longer needed.
Next, select one of the following options in the :guilabel:`Display Progress as` field:
- :guilabel:`Percentage left`: displays the percentage of the survey remaining to participants.
- :guilabel:`Number`: display the number of questions answered along with the total number of
questions to answer.
In the :guilabel:`Question Selection` field choose to have the survey show :guilabel:`All questions`
or :guilabel:`Randomized per Section`. If :guilabel:`Randomized per Section` a new column appears in
the :guilabel:`Questions` tab, titled: :guilabel:`# Questions Randomly Picked`.
In the :guilabel:`# Questions Randomly Picked` column, designate how many questions, in that
particular section, should be chosen at random to the participant.
Lastly, there is the :guilabel:`Allow Roaming` option. When enabled, participants are able to
navigate back to previous pages in the survey.
Time & Scoring section
~~~~~~~~~~~~~~~~~~~~~~
.. image:: create/time-scoring-section-options-tab.png
:align: center
:alt: The Time and Scoring section of the Options tab on a survey form in Odoo Surveys.
The first option in the :guilabel:`Time & Scoring` section is the :guilabel:`Survey Time Limit`
option. If enabled, proceed to enter in an amount of time (in :guilabel:`minutes`) to be set as the
time limit for the survey.
Next, in the :guilabel:`Scoring` section, determine whether there should be: :guilabel:`No scoring`,
:guilabel:`Scoring with answers after each page`, :guilabel:`Scoring with answers at the end`, or
:guilabel:`Scoring without answers`.
If the :guilabel:`No scoring` option is selected, no other options are available in this section.
However, if any *other* :guilabel:`Scoring` option is selected, two additional fields appear:
:guilabel:`Required Score (%)` and :guilabel:`Is a Certification`.
In the :guilabel:`Required Score (%)` field, enter the minimum percentage participants **must** earn
in order to pass the survey. Scores below this threshold are considered fails. This figure is also
used to determine if a participant is 'certified' or not, if the :guilabel:`Is a Certification`
option is enabled.
If the :guilabel:`Is a Certification` option is enabled, that makes the survey a *Certification*,
which is represented on the main *Surveys* app dashboard via a half-tropy image behind the survey
title, while in the default Kanban view. Or, via a full-trophy icon, while in list view.
When the :guilabel:`Is a Certification` option is enabled, three additional fields appear -- one
beside the option, and two below.
In the field that appears beside the option, users can select (and :guilabel:`Preview`) a
certification template.
Beneath that, in the :guilabel:`Certified Email Template` field, users can select a preconfigured
email template, or create one on-the-fly, to be sent to certified participants of the survey upon
completion.
Lastly, if the :guilabel:`Give Badge` field is enabled, a preconfigured badge is then displayed on
the contact page for that certified survey participant.
Participants section
~~~~~~~~~~~~~~~~~~~~
.. image:: create/participants-section-options-tab.png
:align: center
:alt: The Participants section of the Options tab on a survey form in Odoo Surveys.
The first available option in the :guilabel:`Participants` section is the :guilabel:`Access Mode`
field. This is where users can determine who has access to the survey. Users can select either:
:guilabel:`Anyone with the link` or :guilabel:`Invited people only`.
Next, there is the option to :guilabel:`Require Login`. Enabling this feature means users **must**
login before being able to take the survey, even if they have a valid token.
Lastly, in there is the :guilabel:`Limit Attempts` field. If enabled, an additional field appears
beside it, in which users can determine how many times users can attempt this survey.
Live Session section
~~~~~~~~~~~~~~~~~~~~
.. image:: create/live-session-section-options-tab.png
:align: center
:alt: The Live Session section of the Options tab on a survey form in Odoo Surveys.
.. note::
The :guilabel:`Live Session` section in the :guilabel:`Options` tab of the survey form **only**
pertains to *Live Session* surveys.
The first option in the :guilabel:`Live Session` section is the :guilabel:`Session Code` field. In
this field, enter a custom code, consisting of letters, numbers, and/or symbols, to be used by
participants in order to access the live session survey.
Next, is the :guilabel:`Session Link` field, which **cannot** be customized, but it *can* be sent
out to potential participants.
.. note::
If a :guilabel:`Session Code` has been entered, the URL in the :guilabel:`Session Link` field
ends with that specific :guilabel:`Session Code`.
If that complete :guilabel:`Session Link` (ending in the custom :guilabel:`Session Code`) is used
by participants to access the live session survey, that link would *already* be entered for them.
At that point, they'd simply have to wait until the host of the live session begins the survey,
and then they'd be able to enter.
If the :guilabel:`Session Link` (ending in the custom :guilabel:`Session Code`) is sent
**without** including the :guilabel:`Session Code` ending, participants trying to access the live
session, via that link, will need to enter the custom :guilabel:`Session Code` to gain access.
If the :guilabel:`Session Code` field is empty, a slightly longer, more complicated URL populates
the :guilabel:`Session Link` field. When participants attempt to access the live session via that
link (without a configured :guilabel:`Session Code`), all they have to do is wait for the host of
the live session to begin the survey, and they'd be able to participate.
Lastly, in the :guilabel:`Live Session` section, there is the option to :guilabel:`Reward quick
answers`. If that option is enabled, participants who submit their answer quickly receive more
points.
Description tab
===============
---------------
Back on the main survey template page is the :guilabel:`Description` tab, where a custom
description of the survey can be added. This is displayed beneath the title on the survey's
homepage, which is on the front end of the website made through the Odoo :guilabel:`Website` app.
In this non-required tab, users can enter a custom description about the survey, along with any
explanations or guidance that a survey participant may need in order to properly participate (and
complete) the survey.
Test and share the survey
=========================
End Message tab
---------------
Once the survey is created and saved, run a test to check for possible errors before finally
sending it out to the participants by clicking :guilabel:`Test` in the upper left corner of the
survey template page.
In this non-required tab, users can enter a custom message that participants see upon completing the
survey.
When activated, Odoo redirects the page to a test version of the survey on the front end of the
website. This page displays how the survey will look to participants. Proceed to run through the
survey, like a normal participant, to check for errors.
Survey form buttons
===================
To return to the survey template form in the backend, simply click the :guilabel:`This is a test
survey. Edit Survey` link in the blue banner along the top of the page. Once Odoo redirects the
page to the survey template in the backend, make any further changes, as needed, before officially
sending the survey out to participants.
Once the survey has been configured properly, and questions have been added, the user can utilize
any of the available buttons in the upper-left corner of the survey form.
When the survey is ready to be shared with the audience, click the :guilabel:`Start Survey` button
in the upper-left corner of the survey template form. Then, click :guilabel:`Share`.
.. image:: create/survey-form-buttons.png
:align: center
:alt: The various buttons on a survey form in Odoo Surveys.
In the pop-up window, add the survey recipients in the :guilabel:`Recipients` field (for existing
contacts in the Odoo database) or the :guilabel:`Additional emails` field (for contacts that do not
want to be listed in the Odoo database). Finally, click :guilabel:`Send`.
Those buttons are the following:
As answers are received, check them by clicking the :guilabel:`Answers` smart button on the survey
template form, or the :guilabel:`See Results` button in the upper left corner. To end the survey,
click the :guilabel:`Close` button on the survey template form.
- :guilabel:`Share`: click to reveal a :guilabel:`Share a Survey` pop-up form that can be used to
invite potential participants to the survey — complete with a :guilabel:`Survey Link` that can be
copied and sent to potential participants, and a :guilabel:`Send by Email` toggle switch.
.. image:: create/share-survey-popup.png
:align: center
:alt: The 'Share a Survey' pop-up window that appears in the Odoo Surveys application.
When the :guilabel:`Send by Email` toggle is in the 'on' position, indicated by a green switch,
additional fields appear, in which :guilabel:`Recipients` and a :guilabel:`Subject` can be added
to the email. Below that, a dynamic email template, complete with a :guilabel:`Start
Certification` button appears, which can also be modified.
.. image:: create/share-survey-popup-email-toggle.png
:align: center
:alt: The 'Share a Survey' pop-up window in Odoo Surveys with the Send by Email toggled on.
Once modifications are complete, click :guilabel:`Send` to send that email invite to all the email
addresses/contacts listed in the :guilabel:`Recipients` field.
- :guilabel:`See results`: this button **only** appears if there has been at least one participant
who has completed the survey. Clicking :guilabel:`See results` reveals a separate tab containing
a visual analysis of the survey questions and responses. For more information, check out the
:doc:`scoring surveys <scoring>` documentation.
- :guilabel:`Create Live Session`: clicking this button opens the *Session Manager* in a separate
tab. It also allows participants to access the live session, but the actual survey does **not**
begin until the user hosting the live session survey clicks the :guilabel:`Start` button on the
*Session Manager* window.
Additionally, when :guilabel:`Create Live Session` has been clicked, and the *Session Manager* tab
has been opened, the :guilabel:`Create Live Session` button on the survey form is replaced with
two new buttons: :guilabel:`Open Session Manager` and :guilabel:`Close Live Session`.
Clicking :guilabel:`Open Session Manager` opens another separate tab to the *Session Manager*, and
clicking :guilabel:`Close Live Session` closes, and subsequently ends, the live session.
- :guilabel:`Test`: clicking this button opens a new tab to a test version of the survey, in order
for the user to check for errors or inconsistencies, from the point-of-view of a participant.
Users can tell if they are in a test version of the survey if there is a blue banner at the top of
the screen, reading: `This is a Test Survey --> Edit Survey`.
If the link in the blue banner is clicked, Odoo returns the user to the survey form.
- :guilabel:`Print`: clicking this button opens a new tab to a printable version of the survey that
the user can proceed to print for their records.
- :guilabel:`Close`: clicking this button closes the survey (i.e. archives it), which is represented
by a red :guilabel:`Archived` banner across the top-right corner of the survey form.
When this button is clicked, and the survey is closed, a single button appears in the upper-right
corner of the survey form, titled: :guilabel:`Reopen`. When :guilabel:`Reopen` is clicked the
survey is reopened (i.e. unarchived), and the :guilabel:`Archived` banner is removed from the
survey form.
.. seealso::
- :doc:`time_random`
- :doc:`scoring`

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