> ## Documentation Index
> Fetch the complete documentation index at: https://docs.elementum.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Surveys
> Streamline information gathering from external parties through survey workflows integrated into your business processes
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.
## 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.
## Business Use Cases
Collect vendor certifications, insurance documents, and compliance information during the onboarding process.
**Example Survey Questions:**
* Upload current insurance certificates
* Confirm SOC 2 Type II compliance status
* Provide W-9 tax documentation
* Select preferred payment terms
Gather customer feedback at key touchpoints to improve service delivery and identify improvement opportunities.
**Example Survey Questions:**
* Rate your satisfaction with the project delivery (1-5 scale)
* What aspects of our service exceeded expectations?
* Would you recommend our services to others?
* Upload any supporting documentation
Streamline 360-degree feedback collection from managers, peers, and direct reports.
**Example Survey Questions:**
* Rate communication effectiveness (Multiple Choice)
* Describe key accomplishments this quarter
* Identify areas for professional development
* Set goals for the next review period
Collect security questionnaires and compliance documentation from third-party vendors.
**Example Survey Questions:**
* Confirm data encryption standards
* Upload penetration testing results
* Describe incident response procedures
* Provide security certification details
Gather project status updates from team members or external contractors.
**Example Survey Questions:**
* Current project completion percentage
* Identify any blocking issues
* Upload project deliverables
* Estimated completion date
## 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
The Survey component must be added to your layout before you can configure and use surveys in your workflows. For detailed information about layout management, see the [Layout Builder documentation](/workflows/layouts).
## Survey Setup Process
### 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.
The preview automatically updates as changes are made in the fields.
### Survey Builder
Create multi-page surveys with various question types to gather comprehensive information:
#### 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
#### Question Types Available
| Question Type | Best Use Case | Example |
| ---------------------------- | --------------------------------------------------- | ------------------------------------- |
| **Multiple Choice** | Multi-select; respondents can choose all that apply | "Select all services you use" |
| **Short Answer** | Brief text responses | "Project name" |
| **Yes/No** | Binary decisions | "Are you satisfied with the service?" |
| **Date/Time** | Scheduling and deadlines | "When did the incident occur?" |
| **Upload File** | Document collection | "Upload your insurance certificate" |
| **Multiple Choice Dropdown** | Long option lists | "Select your country" |
**File Upload Limits**: The Upload File question type supports files up to **250MB** per file. Uploaded files are saved as attachments to the survey response record.
#### 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**.
## 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 date, 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**.
## Response Management
1. Open a record.
2. In the Survey component, click the **More** icon.
3. Select **View Results**.
Results are scoped to the specific send batch associated with that record. For example, if you send a survey to 5 recipients in one batch and then send the same survey to 3 recipients in a second batch, opening the results from a record in the first batch will show only the responses from those 5 recipients — not the responses from the second batch.
### Real-time Tracking
Monitor survey completion status and identify non-responders for follow-up communications.
### 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
### Data Integration
Survey responses automatically populate workflow data, enabling immediate processing and decision-making.
### Export Options
Export survey results in various formats for analysis, reporting, or integration with external systems.
### 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
**Automating on Survey Response**
When a survey response is received, you can configure an automation using the "Survey Complete" trigger. This enables:
* Workflow progression based on survey responses
* Conditional logic that adapts to different answer combinations
* Integration with approval processes and notifications
* Data validation and quality checks
For detailed configuration instructions and examples, see the [Survey trigger in the Automation Triggers Reference](/workflows/automation-triggers-reference#survey).
**What to do after a survey response is received?**
Once your Survey Complete automation fires, you can:
* **Update the record** with survey response data using automation actions
* **Create new elements** and populate them with survey data, then link them to the original record
* **Route workflows** based on survey responses (e.g., escalate negative feedback)
* **Generate reports** or notifications based on the collected data
## 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.
### 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:
| Survey Question Type | Recommended Field Type |
| ------------------------ | ---------------------- |
| Short Answer | Text |
| Multiple Choice | Multi-select or Text |
| Yes/No | Boolean |
| Date/Time | Date/Time |
| Upload File | Attachment |
| Multiple Choice Dropdown | Dropdown or Text |
4. Add a **Relationship** field to link each response record back to the originating workflow record.
5. Save the Element.
### 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.
The Survey trigger makes all survey response fields available as variables for use in the Create Record action. Map these variables directly to your Element fields when configuring the action.
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.
## Best Practices
* **Keep surveys concise:** Target 5-10 questions maximum for optimal completion rates
* **Use clear language:** Avoid jargon and technical terms
* **Logical flow:** Order questions from general to specific
* **Mobile-friendly:** Ensure surveys work well on all devices
* **Strategic timing:** Send surveys when information is most relevant
* **Avoid survey fatigue:** Limit frequency to maintain response quality
* **Follow-up strategy:** Implement automated reminders for incomplete surveys
* **Clear value proposition:** Explain how responses will be used
* **Reasonable deadlines:** Provide adequate time for thoughtful responses
* **Incentives:** Consider offering incentives for complex or lengthy surveys
## Troubleshooting Common Issues
* **Review email subject lines:** Make them compelling and clear
* **Check timing:** Avoid busy periods or holidays
* **Simplify questions:** Reduce complexity and cognitive load
* **Add reminders:** Configure automatic follow-up messages
* **Mobile compatibility:** Test surveys on various devices
* **File upload limits:** Ensure file size limits (250MB maximum per file) are clearly communicated to respondents in your survey instructions
* **Browser compatibility:** Test across different browsers and versions
* **Question clarity:** Use beta testing to identify confusing questions
* **Response validation:** Implement appropriate validation rules
* **Duplicate prevention:** Configure settings to prevent multiple submissions