Join Gini von Courter for an in-depth discussion in this video Create the survey, part of SharePoint for Enterprise: Create Web Surveys.
- [Instructor] With your survey plan in hand, it's time to create the survey and you need to be able to add apps to your site, specifically you need permissions to create lists. If you don't have that you'll need to talk with your SharePoint admin. But assuming that you have the necessary permissions to be able to create lists on the site, what we'll do then is we'll go to Site Contents, which you can find here. You can also find it up on the Gear if you wish. And I'm going to create a new app in this site. Here are the apps that are available and if you scroll down, you'll find it.
It may not be on the first page like mine is, and this is a built-in SharePoint app. Therefore if you don't see it, talk to your SharePoint administrator. Let's click the icon. We'll be asked to provide a name for this survey. If you click Advanced Options, there aren't a lot, you have the ability to add a description. And remember that if you call this Survey, then if there's a second or third or fourth survey, that's unhelpful, so I'm going to call this ServiceCalls. I'm not going to put a space in-between in the name, and the reason is I'm not offered the opportunity to create a URL.
Therefore whatever I enter as name will become part of the URL. If I use a space there, there'll be a %20 in every single URL, it's less human readable. I could also do something like SvcCalls, if I wished, to have a nice tight URL. But this isn't a library. There won't be documents underneath this so I'm just going to say ServiceCalls. And then a description. If you're creating this for colleagues, it's not unreasonable to ask them to give you a description to put here.
We then have two survey options that are important options. The first is when users fill out this survey, do we want to see their name in the results? In this particular case we do. However, if you wanted to create a survey where people could respond more confidentially then you would say No. Are we going to allow multiple responses? A reminder of our use case, this survey will be filled out by a technician each time they do a service call, therefore we must allow multiple responses.
Say Yes and click Next. And we're now in our survey ready to provide the very first question. My first question is about service call date. If you are working with a survey of your own, you'll look at your first question. But this is service call date. Date and Time. Require a response? Yes. You should only require a response if the user will actually have the data when they fill this out. One of mistakes that people make is saying well, by the time we're done editing this form, the user should have this information but really you're being asked if you make something required, would this information be available when your user is initially filling this out.
And I'm going to say Yes. They should know the date of the service call, or they shouldn't be filling this out. If I enforce unique values, then every day will have to be different. That doesn't work. We could have 20 service calls on one day. So what is this used for? This is used, for example, if we are filling out something that each item would have a unique number. For example, a list of invoices. Each invoice number should be unique. A list of customers. Each customer number should be unique. But we do not want the date and time to be unique.
I want the date only. The display format, I have two choices. I have standard and friendly. Standard is fine. Default value could be today's date, and the reason I would do that is our technicians will hopefully fill this out the same day and that value will simply allow them to move to the next field. There's information here about branching logic and column validation. We are going to leave that for now. Let's go on to the next question. The next questions is about the type of location. And this is a choice field for us.
Now with a choice field, there are several possibilities. First, if the choice is someone on our network, then I'd use the person or group type. If it was managed metadata like a list of departments or locations, I'd use the managed metadata type. If it's some other list elsewhere on our site, I would use lookup. But if it's none of those, then I have a choice of my own to make. If this is a set of information that I would use over and over and over again in SharePoint in different surveys and different lists, then I might choose to actually create a SharePoint list that I could use as a lookup.
And we will be doing that for a different field later. In this particular case what I want to do is simply type the information. So first I'm going to ask the question: which is location type? Next, choice, menu to choose from. Require a response? Yes. Enforce unique values? No, because each of these types could be used multiple times. And our choices are Commercial, Residential, Agricultural, Governmental.
And then I could do one of two things. I could either say have a choice of Other, and if Other is chosen, ask the users to tell us more about it. Or I could say we are going to have a dropdown menu of choices that also allows Fill-in. Now, if I'm going to do that, I might want to then after "Location type" say "choose from list or enter a new type". That provides the information my user needs to know what they're going to do.
I'm going to allow fill-in choices and I'm going to go on to the next question. The third is Company name. It's a single line of text, very easy. Require a response to this question? No, and the reason I won't require a response to this question is some of these aren't companies, they're residencies. I'm going to limit this to 50 characters and click Next Question. The next few questions are contact, first name, last name, street, address, and so on. Very similar to our company name.
State, however, is a little bit different. With state, we are going to do a single line of text. Require a response: Yes. Two characters. And because we're in California, I am going to make the default text California. A couple of other types that we are going to use, for example, technician. We are going to use person or group. And after I select the Person or Group control, require a response? Yes. Allow multiple selections. No.
Either people only or people and groups. In your directory, if I want to make sure that we're choosing only people but not, for example, the accounting group or the manufacturing group, then I would make sure I choose People Only. Although sometimes it's possible that what you want to allow is the choice of either people or groups. I can also choose from a specific group within SharePoint. For example, I might say that I'm looking for someone who has, or I might say that for this particular question I'm not looking for a technician, I'm looking for someone who is an owner of the site, and I could then choose from the Team Site Owners or any other specific group.
But I'm going to say Choose From All Users, and the choice of what I'm looking for includes pictures, name with presence, name with pictures and details, so on, this is the default name with presence. Let's choose Next Question. And I am going to finish this survey. Notice that our list of questions shows whether they're required or not, the type of answer. I can add more questions here, which we'll do later, or I can change the order of the questions as well.
- Creating a survey
- Validating responses
- Changing the order of survey questions
- Reviewing survey permissions
- Testing a survey
- Sending a survey to recipients
- Managing survey results