OVERVIEW
This article details instructions about how to create a new General Survey in Lighthouse
INSTRUCTIONS
LOG IN & OVERVIEW
1. Log in to your Lighthouse instance.
2. In the top menu bar, select ‘Manage’.
3. Select ‘General Surveys’ from the menu.
4. Select ‘Create New’.
5. Select ‘General Survey’.
CONFIGURATION
1. The following page will then appear (screenshot below), complete it as follows:
- a. Give the survey a title.
- b. Leave this as is. This is automatically generated.
- c. Select the access method of the survey.
- d. Enter the date the survey will open.
- e. Enter the date the survey will close.
- f. Select if you would like an organisation unit to be selected.
- g. Tick if you would like survey question numbers to be displayed.
- h. Select if you would like to enable managers to see/not see the responses of their subordinates.
- i. Tick if you would like to enable someone to delegate their survey to someone else.
- l. Tick if users can respond to the survey more than once.
2. Click the blue ‘save‘ button in the bottom right corner.
PREAMBLE
1. Select the ‘Preamble’ tab at the top of the screen.
2. In the text box, type in the preamble text that you would like to appear at the start of the survey.
3. Click the blue ‘save’ button in the bottom right corner.
DECLARATION (OPTIONAL)
Note: please skip this step if a survey declaration is not required.
1. Select the ‘Declaration‘ tab at the top of the screen.
2. Tick ‘Require Deceleration’.
3. In the textbox provided, type in the declaration text that survey responders will need to agree to when submitting their survey. For example: “I confirm, to the best of my knowledge, that all the information I have provided is accurate and complete.”
4. Click the blue ‘save‘ button in the bottom right corner.
EMAIL REMINDERS (OPTIONAL)
Note: please skip this step if survey email reminders are not required.
1. Select the ‘Email Settings’ tab at the top of the screen.
2. Reminders start = enter the date of when you would like reminders to start being emailed to people who haven’t completed their survey.
3. Cycle (days) = enter how frequently you would like the emails to go i.e. 1 = everyday, 7 = weekly.
4. Subordinate Progress emails, Cycle (days) = enter how frequently you would like progress emails to go to managers i.e. 2 = every second day.
5. Click the blue ‘save‘ button in the bottom right corner.
EMAIL NOTIFICATIONS
1. Select the ‘Notifications’ tab at the top of the screen.
2. Click the pencil icon next to the notification email/s you would like to edit.
3. The details of the notification template will appear. Click the ‘edit‘ button on the right-hand side to edit the subsequent email notification fields (as required).
- Subject = subject of the notification email.
- To line = name of the person the email will be going to. You can use merge fields so the name is automatically populated when sent. Please refer to our notification user guide for more information.
- Description = details about what the email is asking them to do i.e. reminder that they need to complete a survey.
- Button Text = a button will automatically be set up that hyperlinks straight to the survey. You can edit the text that displays in this button to read a certain message i.e. “go to survey”.
- Hide Button = if you would like to hide the hyperlinked button, check this box.
- Prefooter = if you would like any further text added before the signature block, add it here i.e. a call to action.
- Footer = insert signature block/email sign off.
- Send email = If you would like for the email to not be sent/used, untick the ‘Send Email’ button.
4. Once this is complete, click the green tick button in the bottom right corner.
5. Click the blue ‘save‘ button in the bottom right corner once all edits and updates have been made.
PERMISSIONS (OPTIONAL)
1. Select the ‘Permissions‘ tab at the top of the screen.
2. If you would like to restrict access to the survey, tick ‘Restricted Survey’. This means survey management access (i.e. those who can update the survey configuration and review survey responses) will only be allowed to users you nominate.
Note: those who are not nominated will not have access to the survey configuration and survey results.
3. You then need to nominate the user/group you would like to provide survey management access to. To do this, click the black plus button.
4. Search for the name of the person and/or a group you would like to add.
5. Update their survey access by checking the preferred access buttons displayed on the right side. If you would like that user/group to view the survey configuration and results, select ‘View Access’. If you would like them to have full control (i.e. ability to make updates/changes to settings), select ‘Updated Access’.
6. Select the green tick button on the left-hand side.
7. Repeat steps 3 – 6 until all required users have been entered.
8. Press the ‘save‘ button once all updates have been completed.
Note: In Lighthouse you can restrict surveys to a finite amount of people.
CONFIGURING SURVEY QUESTIONS
1. Click the ‘Questions’ tab at the top of your survey menu bar.
2. On the right side select ‘Add Question’.
3. In the question ‘Title’ bar, give your question a title (optional) i.e. Question 1, Risk Matrix Question etc.
4. In the main text box, type in the survey question.
5. Scroll down and select the question response type. Depending on your selection you may be required to populate additional fields. For example, if you select a ‘Short Text’ response type, you will be required to input the maximum answer length (number of words) a user can enter in their response. If you select Single Select List, you will be required to enter a list of values the user can select from when responding to that question. Depending on your selection, you may also be required to answer the following questions:
- Include document upload = tick this box if you would like to allow users to upload supporting documents. You must select the value/s that will cause the document upload option to appear. You can customise the label as required.
- Capture additional information = tick this box if you would like to allow users to provide additional commentary. You can customise the label as required.
- Record exceptions = tick the box if you would like to allow exceptions to be recorded. You must select the value/s the exception relates to.
- Correct answer required = if you would like to force users to select the correct answer before they can successfully submit the survey, tick this box. You must select the correct value (the correct answer).
- Require an answer = tick this box if you want to force users to respond to this question before the survey can be successfully submitted.
6. Scroll down to the ‘Help’ heading.
7. If you would like to provide some help or further details to support this question, tick ‘include help’ and enter the supporting text to support the question.
8. Click ‘save‘ once complete.
ADDING PARTICIPANTS INTO A SURVEY INDIVIDUALLY
1. Select the ‘Participants’ heading.
2. Select ‘Add Participant’.
3. In the search bar, search for the participant’s name.
4. Press the blue ‘Search’ button.
5. From the list of users that appear, click on the name of the participant you are wanting to add.
6. That user has now been added to the survey.
7. Repeat the above steps until all required users have been added to the survey.
IMPORTING PARTICIPANTS TO A SURVEY
1. Select the ‘Participants’ heading.
2. Select ‘Import’.
3. Click on the hyperlink titled ‘Download your current participants in the correct format here’.
4. A CSV file will download, open this file.
- Note: if there are already participants in the survey, their upload information will also be included in this downloaded file.
5. Populate the fields as per the requirements of the column headings.
- Note: Columns B-E are mandatory to complete. Columns C-E requires you to enter either ‘N’ or ‘Y’. N= No and Y = Yes.
6. Once complete, save the file.
7. Go back into your Lighthouse screen and select ‘Browse’.
8. Locate the file on your computer.
9. Select ‘Upload’.
10. All participants have now been added to the survey!
