Distributing the survey

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When a survey is created, you can distribute the survey to participants and manage the responses to the survey.

Before you begin

  • Respondents log in to the IBM® Envizi ESG Suite to respond to the survey. Participants must be configured with login access and must be set up as a notification contact for their location to receive notifications as issues. For more information, see Setting up notification contacts.
  • For the survey administrator and the respondents to communicate about questions and response by using the Issues Management system, in Issue Settings, you must enable the Notify Reporter and Assignee option. For more information, see Setting up notification contacts.

About this task

When you distribute the survey, you can select one or more locations to send the survey. Respondents who are set up as the notification contacts for each location receive the request.

Note: A maximum of 200 locations can be selected in a request responses action. As a best practice, organize locations into groups of 200 or less locations. Then, when you request a response, you can select the group and select All locations.

The Surveys and Assessments module uses the Issue Manager module to send requests and to track the responses.

Procedure

  1. From the main menu, click Manage > Suveys to open the Surveys grid.
  2. Select a survey in the grid and click either Action > Request Response(s) or Action > Request Survey Portal Response(s).
  3. Optional: Select which group to send the survey to.
    You can select a specific group if you want to filter the locations that are available for selection.
  4. Select one or more locations.
    Surveys are distributed to the notification contacts at these locations.
  5. Specify the due date for responses.
  6. Add a message that appears as a description in the issue that is sent to respondents.
  7. Click Save.

Results

An issue is sent to the respondents to request responses by the due date. If you sent the request to facility managers at 3 sites, then 3 issues are created. A survey response entity is created in the platform to represent each survey response and is available from the Survey responses grid.

What to do next

  1. The notification contact at each location responds to the survey. If no notification contact is defined at the location, the survey response is assigned to the system user, but can be assigned to a respondent later.
  2. The respondent communicates with the survey administrator by adding a comment to the associated issue to ask questions or to give a status update.
  3. The survey administrator monitors the responses from the Survey responses grid. Click Manage > Surveys > Actions> > Responses to open the Survey Responses grid.
  4. The survey administrator can send reminders to survey participants by adding comments to the issue.