Survey Launch Tool

Companies using Perceptyx-led listening events can request the inclusion of the Survey Launch tool for their platform administrators. This tool gives administrators limited access to edit basic respondent information, send email invites, open or clear a respondent’s survey, or assign new links. Administrators can also set a respondent’s survey status to available or unavailable, and view email log information for respondents.

This article walks through:

• Access the Survey Launch Tool
• Navigate the Survey Launch Tool
• Apply Actions to Records
• View Email Log Information

Access the Survey Launch Tool

If you have access to the Survey Launch tool for a listening event, you can access it from the event’s Advanced Reporting dashboard.

1. Log in to the Perceptyx Platform.

2. Navigate to the Analyze page.

3. Access the Advanced Reporting dashboard for the event you want to work with.

From the Report Eligible section:

1. Click View Report or Live Report in the appropriate event card.

From the All Reports section:

1. Use the Search feature, if necessary, to locate the event.

2. Click Actions, and then click View Report or Live Report.

4. In the left panel, click Functions, then select Survey Launch. 

The Survey Launch tool opens.

Navigate the Survey Launch Tool

The Survey Launch tool contains a records table that displays details for each user record, including first and last name, email address, employee ID, when the most recent email was sent, whether the survey is completed, and the authorization code (fields can vary by customer). Each record includes an Actions option for applying survey level actions and an Information option for viewing demographic prefill and email log information. 

The tool also contains three search options to help you find and display the record(s) for which you want to apply actions or view information:

• Search

• Multiple Record Search (Email)

• Multiple Record Search (Emp ID)

In addition to the Actions option for each record, there is an Actions option below the records table. When you want to apply actions to multiple records at the same time, use one of the Multiple Record Search options, then scroll to the bottom of the screen and click Actions.

Search

Use the Search box to search by a single record field (first name, last name, email, or employee ID). The search feature is dynamic. As you type your search criteria, the record table updates to show only the records that match your search.

1. At the top of the screen, click the Search box.

2. Type your search criteria.

The table refreshes and displays the record(s) matching your search criteria.

Multiple Record Search (Email) 

Use the Multiple Record Search (Email) feature to search for multiple records by email address.

1. At the top of the screen, click Multiple Record Search (Email).

The Multiple Record Search (Email) dialog box appears.

You can type or paste the email address for each record you want to see (one record per line). 

2. Click the text box, then type or paste the email address for each record you want to view.

Note: Ensure you use a separate line for each record.

3. Click Search.

The table refreshes and displays the records matching the email addresses you specified.

Multiple Record Search (Emp ID)

Use the Multiple Record Search (Emp ID) feature to search for multiple records by Employee ID.

1. At the top of the screen, click Multiple Record Search (Emp ID).

The Multiple Record Search (Emp ID) dialog box appears.

You can type or paste the employee ID for each record you want to see (one record per line). 

2. Click the text box, then type or paste the employee ID for each record you want to view.

Note: Ensure you use a separate line for each record.

3. Click Search.

The table refreshes and displays the records matching the employee IDs you specified.

Apply Actions to Records

You can use the Actions option to apply the following actions to user records:

• Edit Name/Email

• Send Email

• Re-Open Survey

• Set Survey Status 

• Clear Survey

• Assign New Auth Code and Clear Survey

• Assign New Auth Code

Edit Name/Email

Use this option to modify a respondent’s name, email address, or employee ID number.

1. Use the Search functionality to display the record you want to modify.

2. Click Actions, then select Edit Name/Email.

The Edit Name/Email dialog box appears.

3. Modify the information as needed, then click Save.

The Send Email dialog box appears, giving you the option to resend an email to the respondent.

4. If you want to resend an email, display the Email Body dropdown and select the option you want to use. (If you don’t want to resend an email, you can click Cancel.)

5. If applicable, you can optionally display the SMS Message Body dropdown and select an option for sending the information via text message.

6. Click Send.

A confirmation message appears.

7. Click OK.

Send Email

Use this option to send an invitation or reminder email to a respondent during the live survey event.

1. Use the Search functionality to display the record for which you want to send an email.

2. Click Actions, then select Send Email.

The Send Email dialog box appears.

Note: To send an email to multiple respondents, use the Multiple Record Search feature to display the applicable records, scroll to the bottom of the screen, click Actions, and then select Send Email.

3. Display the Email Body dropdown and select the option you want to use. 

4. If applicable, you can optionally display the SMS Message Body dropdown and select an option for sending the information via text message.

5. Click Send.

A confirmation message appears.

6. Click OK.

Re-Open Survey

Use this option to allow a respondent who has completed their survey to access their survey again to update or review responses. They must click Submit at the end of the survey to submit their revised responses.

1. Use the Search functionality to display the record for which you want to re-open the survey.

2. Click Actions, then select Re-Open Survey.

A confirmation message appears.

3. Click OK.

Note: To re-open the survey for multiple respondents, use the Multiple Record Search feature to display the applicable records, scroll to the bottom of the screen, click Actions, and then select Re-Open Survey.

Set Survey Status 

Use this option to make the survey available or unavailable for a respondent to complete.

1. Use the Search functionality to display the record for which you want to set the survey status.

2. Click Actions, then select Set Survey Status to Available or Set Survey Status to Unavailable.

A confirmation message appears.

3. Click OK.

Note: To set the survey status for multiple respondents, use the Multiple Record Search feature to display the applicable records, scroll to the bottom of the screen, click Actions, and then select Set Survey Status to Available or Set Survey Status to Unavailable.

Clear Survey

Use this option to remove all of a respondent’s previously submitted responses. Once the survey is cleared, the previous responses cannot be recovered.

1. Use the Search functionality to display the record for which you want to clear the survey.

2. Click Actions, then select Clear Survey.

A confirmation message appears.

3. Click OK.

The Send Email dialog box appears, giving you the option to send a new invitation email to the user.

4. If you want to resend an email, display the Email Body dropdown and select the option you want to use. (If you don’t want to resend an email, you can click Cancel.)

5. If applicable, you can optionally display the SMS Message Body dropdown and select an option for sending the information via text message.

6. Click Send.

A confirmation message appears.

7. Click OK.

The survey is cleared and, if applicable, an email is sent to the user. The status in the Survey Complete column is reset to No.

Note: To clear the survey for multiple respondents, use the Multiple Record Search feature to display the applicable records, scroll to the bottom of the screen, click Actions, and then select Clear Survey.

Assign New Auth Code and Clear Survey

Use this option to delete the unique survey link that was sent to the respondent, create a new unique link for access, and delete all previously submitted responses. This option is useful if a user forwards their unique link to coworkers and another employee completes their survey in error. This sends the user a new unique link so they can take the survey, and it will delete the old link so no one else can use it to access the survey. The previously submitted survey is deleted and cannot be retrieved. 

Note: This option applies only to unique auth code links, not SSO.

1. Use the Search functionality to display the record for which you want to assign a new auth code and clear the survey.

2. Click Actions, then select Assign New Auth Code and Clear Survey.

A confirmation message appears.

3. Click OK.

The Send Email dialog box appears, giving you the option to send a new invitation email to the user.

4. If you want to resend an email, display the Email Body dropdown and select the option you want to use. (If you don’t want to resend an email, you can click Cancel.)

5. If applicable, you can optionally display the SMS Message Body dropdown and select an option for sending the information via text message.

6. Click Send.

A confirmation message appears.

7. Click OK.

The survey is cleared, a new link is generated, and, if applicable, an email is sent to the user. The status in the Survey Complete column is reset to No.

Assign New Auth Code

Use this option to delete the unique survey link that was sent to the respondent and create a new unique link for access. This option is useful if a user deletes the email containing their unique link before completing the survey. This sends the user a new unique link so they can take the survey. Unlike the Assign New Auth Code and Clear Survey option, this option creates a new code without clearing any responses (since the respondent has not yet completed the survey).

Note: This option applies only to unique auth code links, not SSO.

1. Use the Search functionality to display the record for which you want to assign a new auth code.

2. Click Actions, then select Assign New Auth Code.

A confirmation message appears.

3. Click OK.

The Send Email dialog box appears, giving you the option to send a new invitation email to the user.

4. If you want to resend an email, display the Email Body dropdown and select the option you want to use. (If you don’t want to resend an email, you can click Cancel.)

5. If applicable, you can optionally display the SMS Message Body dropdown and select an option for sending the information via text message.

6. Click Send.

A confirmation message appears.

7. Click OK.

A new link is generated, and, if applicable, an email is sent to the user. The status in the Auth column displays the new auth code.

View Email Log Information

The Information option available for every user record enables you to view the history/log of emails that have been sent to a user.

1. Use the Search functionality to display the record for which you want to view information.

2. Click Information, then select Show Email Log.

The Email History popup appears, showing all invitation and reminder emails sent to the user through the platform.

Note: The time is always shown in Pacific Standard Time (PST).

3. Click Close to close the popup.