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Surveys: Create, Copy, Edit and Delete

Convergence Training Support
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Article Links Introduction | Create a Survey | Assign a Survey | Preview a Survey | Edit a Survey | Copy a Survey | Restore a Previous Version of a Survey | Delete a Survey | Change a Survey's File Repository |

The Express LMS is a basic feature LMS and does not include all the features of a full service LMS. The Express LMS does not include the ability to create surveys.

 

INTRODUCTION

You can create a survey to evaluate and poll your employees. Examples of surveys you may want to create are:

  • Evaluate instructor-led training
  • Employee satisfaction surveys
  • Poll workers for feedback on recent or upcoming changes

Once created, surveys become activities that can be assigned to your users. The results of the Survey can be viewed by running a Survey Results Report. Refer to the Survey Results Report article to learn how to run the report.

 

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CREATE A SURVEY

Follow these steps to create a survey:

  1. Click the Administration tab at the top of the screen
  2. Click Training Import and Creation, then Content Wizard on the left menu bar

Screen 1: How do you want to add content?

  1. Click the Create button
  2. Click the Start button

Screen 2: What type of content do you want to create?

  1. Click the Survey button
  2. Click the Next button

Screen 3: Please specify a save location

  1. Click the Select a Repository link or the Select button 
    Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Files and Repositories Overview article for more information on Repositories.
    1. Select the checkbox to the left of the desired repository
    2. Click the Select button (you will be returned to the specify import location screen)
  2. Click the Next button

Screen 4: Set Activity Properties

  1. Display Name:Required field. Enter the name of the survey.
  2. Description: Optional field. Use to type a description of the activity.  This field is visible to all users.
  3. Activity Duration:Required Field. Enter the estimated time to complete the activity.
    Note: Be as specific as possible.  This field appears on the Learner's Training Tab and will inform the user how long it will take to complete the activity so they can budget their time accordingly.
  4. Make Public: Choose to allow this item to be shared with other LMS Administrators in different parts of your organization so they can upload it to their location. Refer to the Sharing Files between Locations article to learn more about file sharing and making files public.
    NO: Default. The file will not be shared
    YES: The file will be shared
  5. Click the Next button

Follow the steps below to:
Add Information Fields | Add Survey Questions | Reorder  Survey Questions | Copy Survey Questions | Edit Survey Questions | Set Survey Properties | Publish the Survey | Media Library: Add Remove Media from a Quiz, Tasklist or Survey |

Back to Create a Survey or Back to top

 

Add Information Fields

An Information field is useful when you would like to:

  • Provide instructions to the user about completing the survey.
  • Provide a link to a video or document to view/read prior to taking the survey. Then, have the user answer questions related to the video or survey just viewed.
  • Provide a link to a website or document the user can refer to before or during the survey.

Follow these steps to add information field(s) to a survey:

  1. Click the Info button
  2. Type a title of the Information field in the Title, Text, & Media text box. For example, Survey Overview or Survey Instructions
  3. Enter any additional instructions in the Slide Text textbox that you would like the User to know about the survey
    Note: Use the button bar above the text box to format the text with bold, italic, increase or reduce the font size, add a bulleted or numbered list, or add a link to the content.
  4. Add an image or video by clicking the Add Media link. Refer to the Media Library: Add Remove Media from a Quiz, Tasklist or Survey section to learn how to add or remove media from the media library.
  5. Enter a URL in the Link URL text field.
    Notes: (1) You can add a link to a file on a network (file://) or website, intranet or SharePoint site (http://) (2) Keep in mind that if the link you provide is behind your firewall, the user will not be able to launch the link if accessing the LMS outside of your company’s network.
  6. Click the Done button to save changes to the information field
  7. Refer to the Add Survey Questions section below for steps to create questions in the survey.

Back to Create a Survey or Back to top

 

Add Survey Questions

Follow these steps to add questions to the survey:

  1. Click the Survey Question button
  2. Enter the question or statement in the Text & Media text box.
    Note: Use the button bar to format the text with bold, italic, increase or reduce the font size, add a bulleted or numbered list, or add a link to the content.
  3. Add an image or video by clicking the Add Media link. Refer to the Media Library: Add Remove Media from a Quiz, Tasklist or Survey article to learn how to add or remove media to a question or information field.
  4. Type the responses in the available response section
    Note: If you would like to provide more than three responses, click the Add Answer button to add additional responses.
    1. Click Flag in Reports to view the response in the Survey Results Report. Refer to the Survey Results Report article to learn how to run the report.
      Note: Flag in Reports is limited to one response. The Survey Results Report includes a filter that will allow you to only see ALL responses or just the responses you have flagged. For example, if you were creating a survey, you may only want to see responses that are either very good or very bad.
    2. Click Require Comment to require a comment for one or more responses. Comments can be viewed in the Survey Results Report.
    3. Click the Done button to save the question and return to the Edit Survey screen.
  5. Repeat these steps until all survey questions have been entered.
  6. Click the Save button to save the survey if all questions have been entered
  7. Click on the links below to locate instructions to make any desired changes to the survey:
    Add Information Fields | Add Survey Questions | Reorder  Survey Questions | Copy Survey Questions | Edit Survey Questions | Set Survey Properties | Publish the Survey | Media Library: Add Remove Media from a Quiz, Tasklist or Survey|
  8. Follow the steps to Publish the Survey if you have completed the survey.

Back to Create a Survey or Back to top

 

Reorder Survey Questions

From the Edit Survey screen:

  1. Click on the question or information field to be re-ordered
  2. Holding the left mouse button, drag and drop the item to the new placement in the survey
  3. Click the Save button to save the changes.
  4. Refer to the Publish the Survey section of this article to publish the survey and create/update the activity to assign to Users.

Back to Create a Survey or Back to top

 

Copy Survey Questions

From the Edit Survey screen:

  1. Click the Copy button to the left of question or information field to be copied
  2. The item will be copied and added to the bottom of the list of questions appended with the word “Copy”
  3. Refer to the Edit Survey Questions section of this article to edit the copied item

Back to Create a Survey or Back to top

 

Edit Survey Questions

From the Edit Survey screen:

  1. Click the Edit button to the left of question or information field to be edited
  2. Make any desired changes to the question and answer fields
  3. Click the Done button
  4. Click the Save button to Save the Survey once you have completed all edits
  5. Refer to the Set Survey Properties section of this article to set the Survey Properties
  6. Refer to the Publish the Survey section of this article to publish the survey and create the activity to assign to Users.

Back to Create a Survey or Back to top

 

Delete Questions

From the Edit Survey screen:

  1. Click the Delete button to the left of question or information field to be deleted.
  2. Click the Yes button on the Confirmation screen
  3. Click the Save button to Save the Survey once you have completed all edits
  4. Refer to the Set Survey Properties section of this article to set the Survey Properties
  5. Refer to the Publish the Survey section of this article to publish the survey and create the activity to assign to Users

Back to Create a Survey or Back to top

 

Set Survey Properties

Properties allow you to set a passing score, randomize questions and answers, customize feedback, limit the attempts a user can answer a question and more.

From the Edit Survey screen:

  1. Click the Properties button
  2. Refer to the Activity Tab | Questions Tab | Advanced Tab sections in this article below to learn about the available properties
  3. Once all selections are made on all the tabs, click the OK button to save the changes. You will be returned to the Edit Survey screen
  4. Click the Save button to save the survey if you have completed entering questions and are ready to publish.
  5. Refer to the Publish the Survey section of this article to learn how to publish the survey.

Back to Create a Survey or Back to top

 

Activity Tab

  1. Survey Title: The name of the survey defaults in this field. Modify the name of the survey, if desired.
  2. Description: Optional Field. Use to describe the survey.
  3. Activity Duration:Required Field. Enter the estimated time to complete the activity.
    Note: Be as specific as possible.  This field appears on the Learner's Training Tab and will inform the user how long it will take to complete the activity so they can budget their time accordingly.

Back to Create a Survey or Back to top

 

Questions Tab

  1. Answer Choice Enumeration: Select one of the following three options:
    None: Answers are not numbered or lettered.
    Numbered: Identify answer choices with a number (1, 2, 3, 4…)
    Lettered: Identify answer choices with letters (A, B, C, D…)

Back to Create a Survey or Back to top

 

Advanced Tab

  1. Make Public: Choose to allow this survey to be shared with other LMS Administrators in different parts of your organization so they can upload it to their location. Refer to the Sharing Files between Locations article to learn more about file sharing and making files public.
    NO: Default. The file will not be shared.
    YES: The file will be shared.
  2. Custom CSS: Please contact the Convergence Support Department at support@convergencetraining.com if you would like to further modify the look of the survey.  These changes may include an additional cost to implement.

Back to Create a Survey or Back to top

 

Publish the Survey

Publishing the Survey creates the activity to be assigned to the user. You will not be able to assign a survey until the survey is published.
Notes: (1) If the Save and Publish buttons are inactive, it means that the most current version of the survey has already been saved and published. (2) You do not have to publish the survey until you are ready to assign the survey. If you do not publish the survey, it stays in "draft" mode and you can continue to make changes until you are ready to publish and assign to users.

From the Edit Survey screen:

  1. Click the Save button to save the survey if you have not already done so.
    Note:     The Publish button will not become active until the survey has been saved.
  2. Click the Publish button.
  3. Review Settings: Review the settings and select one of two options:
    Cancel button: cancels publishing the survey 
    Publish button:     click to continue publishing the survey
    1. Previous Completions: displays the number of users that have completed a current version of the activity.
      Note: (1) This screen will not display the first time you publish a survey. (2) The fields below will only display if users have previously completed the survey.
      Select from two options:
    2. Publish and don’t change users’ completion status: this option keeps a user’s completion status intact and they will not be required to complete it again.
    3. Publish and set users back to incomplete: requires the user to recomplete the activity even if they completed it before.
    4. Publish Notes: Optional. Describe the changes since the survey was last published
    5. Click the Publish button
  4. Click the OK button on the Alert (Publish Complete) screen
  5. You will be returned to the Edit Survey screen
  6. Click the Close button to close the survey
  7. You will either be returned to the:
    1. Content Wizard screen (when you create a survey)
    2. Manage Surveys screen (if you were editing an existing survey)

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ASSIGN A SURVEY

Refer to the articles below to assign a survey to your employees

  1. Refer to the Assign Training: Basic Scheduling to learn how to make a one-time assignment
  2. Refer to the Assign Training: Advanced Scheduling to learn how to make a recurring assignment
  3. Refer to the Assign Training: Examples Basic and Advanced Assignments to view examples and an explanation of when you would use Basic or an Advanced Assignment

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PREVIEW A SURVEY

Preview on the Edit Survey Screen

While you are editing a survey, follow these steps:

  1. Save the Survey prior to previewing
  2. Click the Preview button on the menu bar to preview the survey.
    Note: A warning will appear if you have not created any answers to a question. This must be resolved prior to previewing the survey.
  3. Click the “X” button at the bottom of the screen to return to the Edit Survey screen.

Preview After Publishing

Follow these steps to preview a survey after the survey has been published:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Surveys link on the left menu bar

Preview the Survey

  1. Search and locate the survey following the directions provided in Using Search article
  2. Click the Preview button to the left of the survey. The survey will open.
  3. Click the “X” button at the bottom of the screen to return to the Manage Surveys screen

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EDIT A SURVEY

Follow these steps to edit an existing survey:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Surveys link on the left menu bar
  3. Click the Edit button to the left of the desired survey.
  4. Click on the links below to locate instructions to make any desired changes to the survey:
    Add Information Fields | Add Survey Questions | Reorder Survey Questions | Copy Survey Questions | Edit Survey Questions | Set Survey Properties |Media Library: Add Remove Media from a Quiz, Tasklist or Survey|
  5. Click the Save button to save the changes
  6. Refer to the Publish the Survey section of this article to learn how to publish the survey.

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COPY A SURVEY

Follow these steps to copy a survey:

  1. Follow the steps to Edit a Survey
  2. Click the Save As button located on the Menu bar to create a new version of the survey.
    Note: Modifying or reordering a question/answer will not create a new version of the survey. A new version is created when a change is made to the content of a question or information field.
  3. Type the new survey title in the Survey Title Field
  4. Click the Select a Repository link or the Select button
    Note: A repository is much like a folder on a network or local hard drive and is used to store training content imported in the LMS. Refer to the Files and Repositories Overview article for more information on Repositories.
  5. Select the checkbox to the left of the desired repository
  6. Click the Select button (you will be returned to the Save As screen)
  7. Click the Save button
  8. Click on the links below to locate instructions to make any desired changes to the survey: Follow the steps below to:
    Add Information Fields | Add Survey Questions | Reorder Survey Questions | Copy Survey Questions | Edit Survey Questions | Set Survey Properties | Media Library: Add Remove Media from a Quiz, Tasklist or Survey|
  9. Click the Save button when your edits are complete
  10. Follow the steps to Publish the Survey
    Note: The new version of the survey will not be made available to users until the Publish button is selected.
  11. Click the Close button.

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RESTORE A PREVIOUS VERSION OF A SURVEY

The LMS stores previous versions of surveys that you have created and allows you to restore any version of any survey previously created.
Notes: (1) The Version column on the Manage Surveys screen indicates the number of previous versions available. When the column reflects 1, there are no other previous versions to restore from. (2) Restoring a previous version will overwrite the current version and is NOT reversible.

Follow these steps to restore a previous version of a survey:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Surveys link on the left menu bar
  3. Search and locate the survey following the directions provided in the Using Search article
  4. Click the Edit button to the left of the desired survey
  5. Click the Previous Versions button on the button bar to select desired survey
    Note: The Previous Versions button will not be active if there have not been any previous versions saved.
  6. Click the button to the left of the version to be restored.
    Note: This will overwrite the current version and is NOT reversible.
  7. Click the Revert button
  8. Click the Yes button on the Confirm screen to replace the current version with the selected version.
  9. You will be returned the Edit Surveys screen
  10. Click on the links below to locate instructions to make any desired changes to the survey: Follow the steps below to:
    Add Information Fields | Add Survey Questions | Reorder Survey Questions | Copy Survey Questions | Edit Survey Questions | Set Survey Properties |Media Library: Add Remove Media from a Quiz, Tasklist or Survey|
  11. Click the Save button if changes were made to the survey
    Note: The save button will not become active until a change has been made to the content of the survey.
  12. Follow the steps to Publish the Survey
    Note: The new version of the survey will not be made available to users until the Publish button is selected.
  13. Click the Close button.

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DELETE A SURVEY

Deleting a survey is generally discouraged as all user completion records associated with that survey will also be deleted. Deactivate a survey instead of delete. Refer to the Activities: Deactivate and Activate article for instructions to deactivate a survey.

Follow these steps to delete a survey:

  1. Click the Administration tab at the top of the screen
  2. Click the Training Import and Creation link, then the Surveys link on the left menu bar
  3. Search and locate the survey following the directions provided in Using Search article
  4. Click the Delete button to the left of the desired survey name
    Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete surveys.
  5. Click the Yes button on the Confirm Delete screen
  6. Click the OK button on the Delete Confirmation screen. The survey will be deleted from the LMS.

Should a survey be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted survey and restore any user completion records associated with the survey.  

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CHANGE A SURVEY'S FILE REPOSITORY

Use this feature to move a survey to a different file repository. This feature is useful when a survey is stored in the wrong repository.

Refer to the Activities: Manage Activities article for instructions to move a survey to a different repository.

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