Surveys

Surveys enable structured collection of critical information from external parties as part of your business workflows. Instead of untracked back-and-forth communications, surveys provide a consistent, auditable way to gather required data, approvals, or feedback from recipients.

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How Surveys Work in Workflows

Surveys are created and linked to a workflow stage for organizational context, then sent manually to recipients each time information needs to be collected. Each send requires filling out delivery details — including expiration date, due date, reminder date, email subject, instructions, and recipients — before the survey is dispatched.

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Business Use Cases

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Adding Surveys to Your Layout

Before configuring surveys, you need to add the Survey component to your record layout:

1. Click Record Details Layout under User Interface in your app menu.
2. In the layout builder, go to the Components tab
3. Find and drag the Surveys component to your desired section
4. The page automatically saves your layout changes

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Survey Setup Process

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Create a Survey

1. Click Surveys under Workflows and processes in your app menu.
2. Click Create New.
3. If you already have surveys, choose whether to start from an existing survey. Otherwise, continue with Create New.
4. Add the following details:
   • Survey Title: Clear identifier for internal tracking
   • Stage: Link the survey to a specific workflow stage for organizational context
   • Description: Internal context about survey purpose and expected outcomes
   • Email Username: Display name for survey sender
   • Friendly Name: Organization or department name
   • Email Content Title: Subject line for survey invitation
   • Custom Button Text: Call-to-action button label
5. Click Next and continue to the Survey Builder.

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Survey Builder

Create multi-page surveys with various question types to gather comprehensive information:

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Page Management

• Add Page: Click Add Page and enter the page name and description
• Edit Page Details: Click the Edit (pencil) icon next to the current page name to update the page name, description, or page ordering after a page is added

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Question Types Available

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Question Configuration

• Required/Optional: Control data collection requirements
• Helper Text: Provide additional context or instructions
• Question Numbering and Placement: Maintain logical flow with question numbering. To move a question to a different position on the current page or to a new page, use Move Question.

When you are finished creating your survey, click Preview, then click Activate. If you need to edit a survey, return to the Surveys page. Click the More icon and Edit.

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Sending a Survey

Surveys are always sent manually. Each time you send a survey, you will fill out the delivery details before dispatching it to recipients.

1. Add the Surveys component to your Record Details Layout.
2. Open any record.
3. Click Send in the Survey component.
4. Add the expiration day, due date, and reminder date.
5. Add an Email Subject.
6. Enter instructions for your recipients.
7. Add attachments (if desired).
8. Add your recipients. You can either choose a user or group in your Elementum org, or type an email address and click Add.
9. Click Send.

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Response Management

1. Open a record.
2. In the Survey component, click the More icon.
3. Select View Results.

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Real-time Tracking

Monitor survey completion status and identify non-responders for follow-up communications.

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Completion Analytics

• Sent: Total number of survey invitations sent
• Not Started: Recipients who have not started the survey
• In Progress: Recipients who started but have not submitted
• Completed: Recipients who submitted the survey
• Responses by User: View responses grouped by recipient
• Responses by Question: View answers grouped by question

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Data Integration

Survey responses automatically populate workflow data, enabling immediate processing and decision-making.

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Export Options

Export survey results in various formats for analysis, reporting, or integration with external systems.

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Data Aggregation and Analysis

Survey responses can be accessed through:

• Individual Response View: Review each survey submission separately on the workflow record
• Response-Based Automations: Trigger workflow actions when a survey response is received

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Storing Survey Responses in an Element

For structured, queryable storage of survey responses, create a dedicated Element and an automation that writes a new record each time a response is received. This makes response data available for reporting, further automation, and cross-record analysis.

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Step 1: Create a Response Element

Create a new Element with fields that correspond to each question in your survey.

1. In your app, click Elements and then Create New Element.
2. Name the element to reflect its purpose (e.g., Survey Responses — Vendor Onboarding).
3. Add a field for each survey question, matching the field type to the question type:

4. Add a Relationship field to link each response record back to the originating workflow record.
5. Save the Element.

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Step 2: Create the Automation

Create an automation that fires when a survey response is received and writes the response data into the Element.

1. In your app, click Automations and then Create New Automation.
2. Set the trigger to Survey and select the survey you want to capture responses from.
3. Add a Create Record action:
   • Select your response Element as the target.
   • Map each survey response field to the corresponding Element field.
4. Add a Relate Records action to link the newly created response record to the original workflow record.
5. Save and activate the automation.

Once active, every submitted survey response will automatically generate a new record in your response Element, with all answers captured as structured field data and linked back to the originating record.

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Best Practices

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Troubleshooting Common Issues