First of all we create a survey. – In case you didn’t have an account yet, just create one:
Simply click on „+ create new survey“.
Choose „+ start without template“. Type in a title for the questionnaire, like „prepare business cards“ and click on „create survey“.
After the creation the questionnaire editor opens with three objects already there:
- Welcome page
- question page
- Final page
The welcome page is suitable to give a short explanation to the concerned people. Don’t write too much in here, it is better to include some details in the invitation. We will give you an example of how the welcome page could possibly sound:
Dear team member,
from time to time job titles, phone numbers and even names change.
Please verify your professional data in the following questionnaire and correct what is necessary.
Many thanks in advance,
your HR team
You can include the topic to the survey headline as well. In this case it could be like:
Your data for the new business cards
We need to make the provided data set editable to the participant. The suitable question type is the „text response“.
Click on the „+“ symbol on the first question page and choose „question“.
The next window which will open contains the text response. We can edit it and create the business card data structure in here.
You can try to minimize typos by validating fields. Please keep in mind, names can be longer than expected. Don’t limit the space too much. Phone numbers are rather hard to describe, you can validate them only based on your corporate use, which can differ between companies. It is not possible to validate a symbol number combination by now, e.g. +49 (0) 261 …, which is rather common in Germany.
Fields you can validate easily are academic title, name, email, URL and zip codes (where they are strictly numeric).
Don’t forget to click on „save“. The question will now appear on the page, visible in the editor.
You could add further question, which aren’t really needed in this example
The final page is the place to be polite. Just say „thank you“ to the team members, actually they saved you a lot of time by checking this way. You can edit the text by clicking the „edit“ button on the final page. You could possibly add something like shown below:
Thank you very much.
In case of open questions we will contact you.
If you would have any questions, don’t hesitate to ask Mr./Mrs. X.
Your HR team
Apply your design
On top of the main menu there is layout right next to the overview. You can choose to create a classic or modern design type.
Hint: Right now you will only see example questions in the classic design previews.
Once you have made all the color and background adjustments, you get back to the overview. Choose your questionnaire, open the settings page and click „add / edit layouts“. In here you can choose your created layout and click on „Save / Update“.
You will see a preview of the design right underneath the button.
Import team member list
Now we are ready to import the „participants list“. In the tab „participants list“ you need to click on „Create new participant list“. In this new participant list you will see a block named ‚Import list of participants:“. Within this block there are downloadable templates in three formats (CSV, XLS, XLSX).
Hint: ALL data you will place in the participants list will become visible in the survey!
Once you downloaded the template, you can move the data into it. Please note, that the first column is set to have the email address. This format is mandatory for the system to process the invitations later.
Each line should look similar to the given example here:
Column A: Email
Column B: Title
Column C: First name
Column D: Last namess
Column E: Reference Text (not really necessary in this example, but very useful in case somebody needs a second invitation for a review)
Column F: Academic title
Column G: Phone
Column H: Fax
Column I: URL
Column J: No. and Street name
Column K: Zip, area code
Column L City
There is no need to fill in every column for each team member, except column A of course. All other missing ones can be left blank.
You can choose column headers as you wish. Our example shows enhanced instead of replaced headers. The reasons will become obvious later on.
Now that we completed our member list, we can import it: „Import“
Connect the data
To connect the data from the member list to the survey fields, we will need the original column numbers. Oops, if you deleted them, you can just download the template again.
We will return to the questionnaire and the text response we edited. Now we lick on „edit“ again.
The connection with the member list data is performed by square brackets with the original column names. Example: [firstname]
Hint: Please double check if you have an autocorrect function active in your browser, this often happens with Safari.
The combination of square bracket and column name e.g. [lastname] will import the value from the list into the survey. We just need to do this once per column / field in the questionnaire. This way the data will be pre-entered for the participant to just correct it or simply click on sent.
Hint: Some given column names might not work. You must enter the column names exactly like in the easyfeedback template. Remember the autocorrect interferes on some devices.
Now we are there: You finally click on „save“.
To test it, you can invite yourself and see the result. The dynamic process has not been implemented into the preview function, since the connection to the list is established later in the system’s process.
Prepare the Invitation
Choose the tab „participant lists‘ and click on ‚Email invitations“. In the „Add participant list to survey“ selector you can choose the member list and add it to your questionnaire now.
On the right you will see the list name „prepare business cards“. When you click, the email window opens. The sender information is included on the right, while the email text is entered on the left.
We give you an example to show how your invitation could look:
Hello [firstname] [lastname],
some relevant information for our business cards can change over time. We prepared a short form, where you can check what is still correct and change what is not.
Please follow the link below to access your individual business card data:
When finished, please click „send“ to process the data.
In case of any questions don’t hesitate to contact us.
Your HR team
Just like before we can use the square brackets again. In this case we used them for the name in the first line and the link in the middle.
Hint: The [Link] must be in place exactly like shown in the example. This link is automatically generated for each data set. The connection to the personal data set is made in the easyfeedback system and provides each person addressed in the line, the data entered in this line.
Below the email invitation text field you will find the invitation options. This is where you can send out the invitation to the participants, after everything has been prepared.
Publish and test
The best way to check that everything is working well, is an invitation to ourselves.
First, we need to publish the survey. In the settings tab you will see „Status: not published Publish survey“.
Just click on „Publish survey“.
Hint: You can still edit anything after you published the survey.
Now we can invite ourselves to the survey as a test.
We return to the tab „invite participants‘ and ‚Email invitations“, where we click the participants list again.
Two ways to test:
- Add another email to the list, e.g. your private email or a test account
- Invite your own mail in the list, erase your mail afterwards and add it again.
Both ways you should check that you included the right data for yourself, and that it was shown correctly.
Either way, you can add participants later by scrolling down the participants list and clicking on „add participant“.
First of all, we open the participants list again. Now we find our own data sets and click the checkbox left of the email address. Now we go back to the top for the „sending options“.
Now we need to choose the last option (5) and click on „send invitations“.
The 5th option was the choice to just send invitations to the checked addresses.
You should have an email by now. Just follow the link to open the survey displaying your data for a check.
Delete the test result
After the test we go to the tab „Evaluation“ and open „Single result“.
You will find your own participation in here. To clean up the test result, you can delete it now:
Click the checkbox left of your name and the „selected responses from the result“ checkbox on the bottom. Then hit „delete“.
Send out invitations
After these preparations, we can start to enter the real world and invite the participants. Get back to „Invite participants“, where you return to the participants list and scroll down to the „sending options“.Select the first option „Invite all participants from the list“ and click on „send invitations“.
In case you want to add some more colleagues later on, you could use one of the other options (the second one). A reminder can be sent with the third and fourth options for the specified groups who didn’t react or complete.
Export results for your printing partner
You can access the results even while the survey is running. Of course the results stay available after the chosen survey participation time, too. After the participants completed their checks and corrections, it is time to export the data sets. You can find this functionality in the „Evaluation‘ tab under ‚Results“.
On the top right you can click the export format icon to start an export. On the next page you can choose which data will be included in the export, by checking and unchecking the boxes for each value and other parameters. In this example we don’t really need the parameters like „Device‘ or ‚Traffic source“.