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Editing a survey template

To edit a previously created survey template, access the "File Survey template" menu. Then, locate the selected record, select it, and click on the button on the main screen.

At this point, the system will display the survey template data screen. If it is not the first revision of the survey template and, in its type, the revision process has been set as:

▪ISO9000 based / Workflow: To enable the fields described below for editing, it will be necessary to click on the Add new revision button on the toolbar.

▪Simplified: To enable the fields described below for editing, it will be necessary to click on the Enable editing button on the toolbar.

Follow the next steps to configure the sections available after the creation of the template:

General data

General data

This section displays the template data and the general configurations entered during its creation.

See the details of the configuration of the General data fields in the Adding a survey template topic.

Section

Create the questions within the sections to configure the presentation structure of the surveys based on this template:

1.On the side toolbar, click on the button to add one of the following options.

▪Section: Allows adding a new section in the template structure. See more details about this operation in Survey structure Section.

▪Existing section: Allows adding a section from a survey recorded in the system to the template structure.

▪Question: Allows adding a new question to the section selected in the template structure.

▪Existing question: Allows adding a previously recorded question to the section selected in the template structure.

▪Randomization: This option will only be displayed if the section is being added to a "Test" mode template. It allows configuring for the questions of the section selected in the template structure to be randomly chosen by the system.

2.After adding the desired options, click on the button if you wish to edit an item selected in the template structure.

3.The system already displays the Introduction, Thank you and a pre-created Section in the structure. By hovering the mouse over the "Conditional" column of a question in the template structure, the "Conditional expression" button will be displayed. Click on it to configure a condition for this question to be displayed.

Respondent

This section must be filled out if you wish to preset the users who will answer the surveys based on the template in question.

If the respondents you wish to add belong to SE Suite, follow the steps below:

1.Click on the button on the side toolbar and select the SE Suite option on the screen that will be opened.

2.Use the Control field to select one of the following options to define the respondents of the survey:

▪Organizational unit: Users of a particular organizational unit will be survey respondents.

▪Position: Users who hold a specific position will be survey respondents.

▪Department/Position: Users of a defined department and who hold a specific position will be survey respondents.

▪User: A specific user will be a survey respondent.

▪Team: Users who compose a team already registered in SE Survey will be survey respondents.

▪External user: External users configured in the SE Administration component will be survey respondents.

3.According to the selected access type, Filters will be enabled to be filled out. Use them to make it easier to search for desired records.

4.If the control is Organizational unit, the hierarchy of business units and the departments belonging to them (if any) will be displayed.

▪Check the business units and/or desired departments. By checking the "Consider sublevels" option at the bottom of the screen, the system will also consider the organizational units that are down in the hierarchy of the selected organizational unit. Note that by checking this option, if new organizational subunits (whether they are business units or departments) are subsequently added, they will be automatically added to the respondent list.

▪Next to the hierarchy, the system also makes available buttons that allow you to check all the sub-levels of a particular organizational unit or uncheck all sub-levels. It is important to point out that by using the "Check all sub-levels" button if new organizational sub-levels are subsequently added, they will not be included in the security list.

5.After completing the fields above, press ENTER on the keyboard. Depending on the selected access type and the values entered in the filters, the result will be displayed in the list of records, located at the bottom of the screen. Select the ones that will compose the respondent list. Hold the SHIFT or CTRL keys down or check next to each item to select more than one record at a time.

If the respondents you wish to add are Guests who do not belong to SE Suite, follow the steps below:

1.Click on the button on the side toolbar and select the Guest option on the screen that will be opened.

2.Drag a file or use the select button to upload a .csv or .xls files with the names and e-mails of the desired respondents. The respondents entered in the spreadsheet will be displayed in the Respondent list.

3.Obtain a template spreadsheet through the "CSV import template" and "XLS import template" options.

4.If you prefer not to use a file to create the respondent list, on the Respondent list field, enter the name and the e-mail of each guest respondent, separating them by ",". For example: John,john@email.com. Press ENTER on the keyboard to add the entered respondent to the listing.

5.Click on the "X" on the card of the respondent you wish to remove from the list. To remove all respondents simultaneously, use the Clear option on the upper part of the list.

If the respondents you wish to add belong to a previously created Survey, follow the steps below:

1.Click on the button on the side toolbar and select the Clone record option on the screen that will be opened.

2.On the Survey field, locate and select a survey created in the system whose respondents you wish to copy to this template.

3.The bottom part of the list will display the respondents of the selected survey. Check those you wish to copy.

After performing the necessary configurations, click on the Save button at the bottom of the screen. If you wish to remain on the screen, check the corresponding option next to the "Save" button. Otherwise, the system will close the screen and add the respondent to the listing.

Interested

Use this section to add users to be notified about the surveys based on this template.

1.Enable the steps in which you wish users to be notified:

▪Start correction step: The system will send a notification when the correction step is started. This option will only be available if the template mode is "Test".

▪Start critical analysis step: The system will send a notification when the critical analysis step of the surveys is started. This section will only be displayed if, in the type that classifies the template, the "Critical analysis" option is selected.

▪Start closure step: The system will send a notification when the closure step of the surveys is started. This option will only be displayed if, in the type that classifies the template, the "Closure" option is selected.

▪Survey is closed: The system will send a notification when all steps configured for the surveys are finished.

2.Then, click on the button on the side toolbar and add the users to be notified about the previously enabled steps. The addition process is the same one used in the Respondent section.

3.After performing the necessary configurations, click on the Save button at the bottom of the screen. Use the other side toolbar buttons to view or delete the data of the interested selected in the list.

E-mail

In this section, it is possible to configure the e-mail that will be sent to the respondents of the surveys based on the template.

Select the desired e-mail sending option:

▪Default: The SE Suite default e-mail will be sent to the respondents. Use the enabled fields to enter the subject and the message to be displayed in the e-mail. In the Preview field, it is possible to preview the e-mail that will be sent to the respondents.

▪Specific: A customized e-mail, from a template, will be sent to the respondents. In the enabled fields, enter the e-mail subject and select the template file that has the e-mail template. In the Preview field, it is possible to preview the e-mail that will be sent to the respondents.

Revision

The information displayed in this section will vary according to the revision process set in the type that classifies the survey template:

▪Simplified: A history of the survey template versions will be displayed. Use the button to view the template data in the version selected in the listing.

▪ISO9000 based/Workflow: If the survey template has a revision in progress, the system will display subsections that allow configuring it. See a detailed description of those subsections in the Revision topic.

Approval

The Approval section will only be displayed if in the type that classifies the template it is defined that the planning, critical analysis and/or closure steps of the surveys based on it will go through approval.

In this case, a sub-section will be displayed for each step with configured approval, in which it is possible to view or define the users responsible for approval according to the configurations performed in the type that classifies the template.

Completing the information in each sub-section depends on the route type you have selected. If it is a "Fixed & unique" route, it may not be edited.

1 - Filled out by the system according to the configuration performed when creating the route, and it is possible to edit it.

If the route type defined for the step approval is "Variable", on the side toolbar of the list of records, it will be possible to:

▪Add a new responsible party for the approval.

▪Edit the approval responsibility data.

▪Delete the responsible party selected in the list of records.

By adding a new responsible in a route associated with the approval of the planning/critical analysis/closure, this inclusion will not be replicated to the route record made through the Configuration Responsibility route menu.

Documentation

In this section, it is possible to associate the documentation related to the survey template.

Attachment: In this section, it will be possible to add, delete, download, and view the attachments related to the survey. For further details on how to add attachments to the record, see the Adding attachments section.

Document: If the SE Document component is part of the solutions acquired by your company, in this section, it will be possible to add, delete, download, and view the electronic file and the data of the documents related to the survey. Refer to the Adding documents section for further details on how to add and/or associate documents from SE Document.

Preview

Click on this option to view how the surveys based on the template in question will be displayed to the respondents when answering them.

Reports

Click on the arrow located below it and select the corresponding option to generate a blank survey report, configure new reports and even view the parameters that may be used to configure new reports.

Import

If in the type that classifies this template it is configured that its revision will be "ISO9000 based" or "Workflow", this option will only be available for the revision activity drafters or executors with permission to edit it.

1.Click on this option to import the structure (sections, questions, answers, introduction, and thank you) exported from another survey/template to the survey template in question.

2.On the panel that will be displayed, drag and drop the files on the indicated area or click on the Select file button, browse through the files saved in the computer and select the desired one. Wait until the file is completely loaded.

3.If any error happens, the system will display an alert icon. Hover the mouse over the icon to view the error message.

4.Then, click on the Finish button. At this point, the imported structure will be displayed in the Section.

Note: This operation can also be performed by clicking on the button on the main screen toolbar.

Export

Click on this option to export the structure of the survey template (sections, questions, answers, introduction and thank you). Thus, it is possible to import it to another survey.

Note: This operation can also be performed by clicking on the button on the main screen toolbar.

After filling in all the necessary fields, save the record. If the survey template revision process is:

▪ISO9000 based: The options for executing or deleting the step may be displayed according to the step it is in and if the logged user is responsible for it. Refer to the Revision section for further details about how to perform these operations.

▪Simplified: The options to release version (thus, the configurations performed in the survey template will be applied to it and this will become the current version) and discard changes (the changes performed in the template will not be considered and the template will return to the configurations of the previous version) will be displayed.