Survey settings

Survey settings define the rules shared by every survey in your workspace: automatic reminders, the emails sent to participants, the values offered when a survey is created, and the log that records every action in the module. They are under Settings › Surveys, on three screens: Configuration, Emails and Audit. This article presents each of them. It is intended for administrators; HR staff and auditors will find what they can consult.

Before you start #

• The Settings pages require access to the Settings menu, reserved by default for the administrator, on top of each screen’s own permission.
• Configuration: the Config — Defaults (duration/lang/visibility) permission opens the screen; the Execute tier is needed to save. Without that tier, the screen says “You don’t have permission to edit this configuration.”
• Emails: Emails — Preview (invite/reminder/thanks) to view, Emails — Configure (times/batch/reply-to) at the Execute tier to edit. Only the administrator holds them.
• Audit: Audit — Activity log (Administrator, HR Manager, Auditor).
• The module’s permissions are not set here, but in Roles & permissions.

Configuration #

Open Settings › Surveys › Configuration. The Survey configuration screen brings several cards together; the Save button, top right, saves all your changes at once (“Saved!”).

Reminder frequencies #

1. The Active switch at the top of the card turns all automatic reminders on or off.
2. Each Reminder N row has its own switch and number of days. Change the number, turn a reminder off without deleting it, or remove it with the cross.
3. Add a reminder with Add a reminder, up to six. The Reminder timeline places the active reminders between launch and close.
4. Set the reminders’ Send time, the Batch size (maximum number of emails per sending) and the Exclude respondents option, which avoids reminding people who have already answered.

These reminders apply to surveys that do not have their own list of reminders. Active reminders are also offered by default when a survey is created.

Default settings #

These values pre-fill the creation wizard; each survey can then depart from them.

• Default confidentiality: Confidential or Visible, and the Minimum confidentiality threshold as a number of responses.
• Default duration (days): the gap offered between opening and closing.
• Default language: the language of automatic emails (invitation and automatic reminders).
• Results display: After survey closes, Real-time or Manual publication — see Reading results and generating reports.
• Allow going back to previous questions and Randomize question order: how the questionnaire behaves for participants.

Automatic emails #

• Three switches control the Invitation email (sent at survey launch), the Reminder email and the Thank-you email (sent after completion).
• Preview opens a preview of the matching email.

Survey access #

This card reminds you that the module’s permissions are set in the roles matrix. The Edit in Roles & permissions link opens that matrix.

Summary #

The bottom strip summarises the configuration: active reminders, send time, confidentiality, duration and emails turned on.

Emails #

Open Settings › Surveys › Emails. The Survey emails screen presents the three emails sent to employees.

1. Choose the email: Invitation, Reminder or Thank you.
2. Choose the language: Français or English. The preview shows the email’s subject and body. The values displayed (first name, dates, duration) are samples: they are filled in automatically at send time, from the survey and the recipient.
3. Click Edit content. You can edit the Subject, the Main title, the Subtitle, the Paragraphs (separate them with a blank line), the Button label and the Confidentiality note. The layout stays fixed.
4. For a field, Translate opens its entry in each language, with Copy from the other language.
5. Click Save. The message “Saved” confirms it.

The Automatic emails button takes you back to the configuration, where you turn each sending on or off.

The activity log #

Open Settings › Surveys › Audit. The Activity log traces actions taken in the module, most recent first.

• The table gives the Date & time, User, Action, Target and Detail.
• The log records in particular the creation, editing, launch, closure and deletion of a survey, manual and automatic reminders, publication of results, exports, generated reports, configuration and email changes, and the preparation of a recurring survey’s next cycle.
• Search with Search… and filter by action type with the buttons offered. The counter shows the number of entries displayed.
• Employees’ answers do not appear in it.

Good to know #

• The settings apply to the whole workspace; each survey can then adjust its confidentiality, dates and reminders.
• The activity log can be consulted, not edited.

Frequently asked questions #

Why does the Save button do nothing? #

Saving the configuration requires Config — Defaults (duration/lang/visibility) at the Execute tier. Without it, the screen is read-only.

Can I write the emails in German or Italian? #

The screen offers French and English. The language of automatic emails is chosen in the Default settings.

Where do I give a manager the right to send reminders? #

In Roles & permissions: grant the role Tracking — Remind non-respondents at the Execute tier. See Tracking responses and sending reminders.