Introduction

AppJetty provides an effective solution in the form of Survey Rocket – A SuiteCRM based Plugin which is helpful for entrepreneurs to conduct surveys.

It enables you to know your customers better by sending them a Survey questionnaire with several important questions; the answer to which can help you build better business strategies. Let your customers tell their preferences and provide them with an honest feedback about your services.

Benefits of Survey Rocket

Survey Rocket helps you to collect and store the valuable feedbacks of your customers. Given below are some of the benefits it can provide you with:

Customer satisfaction is the key to success. Survey Rocket helps you to bridge the gap between businesses and customers. It allows you to sneak into the hearts of your customers.

Get to know the value of your products/services and the improvements required if any.

Feedback could be helpful from marketing and sales point of view.

Create eye catching surveys with industry specific themes and prebuilt questionnaires which the customers will tend to fill up.

The survey questionnaires can have different answer types.

Generate various type of reports based on different statistics.

Prerequisites

Following points must be followed before starting Installation.

You should login as an Administrator in SuiteCRM.

Check that your SuiteCRM Instance is compatible for Survey Rocket.

You must have a valid License Key Provided by AppJetty.

If you are installing Survey Rocket, make sure your SuiteCRM system doesn’t have an old version of Survey Rocket Plug-in installed. If any, you might have to uninstall that plug-in first.

Make sure that CRON is configured for the scheduler Jobs.

Set an Outbound email for your SuiteCRM system. Survey Emails use the SuiteCRM Outbound Email Account.

Note: If you are already using survey rocket and upgrading to a newer version, then you need to put your SuiteCRM system under maintenance mode (To avoid survey submission entries). Once the upgradation is complete, you can exit the maintenance mode.

To start with the installation, Log-in as Administrator into SuiteCRM. Go to the Administration page and click on ‘Module Loader’ to install the package.

Browse the zip file and click on ‘Upload’ button under Module Loader screen. After uploading package, click on the ‘Install’ button to install the package.

Click on ‘Commit’ button to finish the installation. After successful installation, you can see ‘Survey Rocket’ Plug-in in Installed plug-in list on Module Loader page.

Now, you need to repair your SuiteCRM Instance. For that go to Administration page, and click on ‘Repair’ link, then click on ‘Quick Repair and Rebuild’ Link.

Get the activation key from the Order Confirmation Mail. OR

Login to your AppJetty account then go to Downloadable options and copy the activation key for the Survey Rocket plug-in.

After successful package installation, you need to validate your license and activate your Survey Rocket from Survey Rocket Configuration panel.

Log-in to your SuiteCRM as admin and go to Administrator Page. You can see the ‘Survey Rocket’ section on this page.

Now, click on ‘License Configuration’ link, this will re-direct you to License Configuration tab.

Enter License activation key provided by AppJetty. Validate your license by clicking on the ‘Validate’ button.

After successful license validation, you can enable the plug-in by selecting ‘Enable’ option from the selection list and then click on ‘Save’ button. Now, your Survey Rocket plug-in will be activated.

One of the most common methods of a Survey Template creation is via the ‘Create Survey Template’ option in the Survey Template module tab. This opens up the edit view layout which allows you to set Survey form with different Survey Questions with pagination.

Use the following steps to create a Survey Template via the Survey Template module:

Hover on the Survey Template module and select ‘Create Survey Template’.

The first step to building your survey is adding questions to your survey page. When you add a question to your survey, review the Answer Type options and settings to fine tune each one to meet your needs.

Survey Rocket provides various answer types for Survey form:

To add a question to a page, just Drag & Drop that question type to the survey page

Advanced Options includes question type settings and validations. You can also add Help tips for each Survey Question. Help Tips are text you can set to help guide respondents during the survey. For example, if you think you may need to clarify a term used in a question, you can use a tip to clarify the term.

You can make any question mandatory for respondents during survey. Check the ‘Is required’ box in Advanced Option to make a question mandatory.

Once you enter all necessary information, click on ‘Save’. It will redirect you to Survey Template Detail View.

Once you save a survey template, you will be able to create multiple surveys using that template. In Survey Template Detail View, you will see a Drop-down arrow besides the Edit button at top right corner. By selecting ‘Create Survey’ Option from the list you can create a survey using that template.

You can edit questions at any time, but editing limitations apply once the survey has been sent to targeted audience.

To create a new survey, select ‘Create Survey’ option from the Survey Template detail view or navigate to Survey module and click on ‘Create’ button.

Fill up necessary details required for the survey.

Give a Title to your Survey, mention the Start & End Date of the survey. You can also upload a logo of your choice and/or add brief description of the survey, upload a background image for survey.

You can also choose an attractive theme that suits your business requirements from the options provided.

To disable a survey, click on the toggle button at the top and turn survey into Inactive mode.

Scoring feature can be enabled for 4 types of questions viz. Checkbox, Dropdown list, Radio Button and Multi Select List.

To enable scoring while creating survey, check the ‘Enable Scoring’ checkbox. This will enable boxes to enter scores besides the answer choices.

Enter score for each answer choice. The overall score can be analyzed using the survey reports.

To allow respondents to give some other answer than those mentioned in the options, the ‘Other’ option feature can be used.

Check the ‘Add other option textbox’ box to add an extra blank field along with the answer choices.

You can also change the label as per your requirement to match the question.

“Show Image” option in Radio Button and Check Box Question Type

Radio Button and Check Box question type can have images as their options.

Check the Show Image Option checkbox in radio button and check box question type to add images as options.

Attachment Question Type

Under advanced option available within Attachment Question Type, user can restrict file upload size and file extensions for particular file upload. Upload size can range between 1 MB – 5 MB.

Supported types for file extensions are csv, doc, docx, html, htm, jpg, jpeg, ods, odt, pdf, png, ppt, pps, rtf, sxw, tab, txt, text, tsv, xls, xlsx.

These restrictions applied for the question give validations to survey responder at time of survey submission.

To add a section header inside a survey page, click on the ‘Section Header’ icon on the top right corner of a question.

This will add a section header above that question. By doing so you can categories questions into different sections in a single page.

Skip Logic feature allows you to customize your survey for each respondent by applying logic to the answer choices. Based on a respondent’s answer, branching logic will be created as per the conditions defined by you.

To apply skip logic, you need to create the survey first and save it. Once you save a survey click on ‘Edit’ button, which will enable the ‘Logic’ tab.

Click on the ‘Logic’ tab to set the logic for a question

To redirect a respondent to a later page in survey, select ‘Redirect to Page’ option from the dropdown and then select the Page on which the redirection must occur.

To hide questions and show them during survey based on the responses, select ‘Show/Hide Questions’ option from the dropdown and then select the questions.

These questions will be hidden during survey and will be shown only when the respondent chooses the option on which the logic is applied.

You can only apply ‘Show/Hide Questions’ logic for questions which comes after the current question.

To redirect a respondent to an external URL, select ‘Redirect to URL’ option from the dropdown and then mention the URL on which the redirection must occur.

To redirect a respondent to the end of a survey, select ‘End of Survey’ option from the dropdown.

To change the question type for an already selected question in the survey page, click on the ‘Type’ field. This will convert it into a dropdown with all the question types.

Select a question type from the list and the existing type will be converted into the selected one.

You can add a survey welcome page to give a brief introduction of your survey before the respondent starts to attend. You can customize the welcome page as per your requirements using the inbuilt Tiny MCE Editor

Set customized footer for surveys using the TinyMCE editor.

Similarly, you can add a Thank you page at the end of a survey. You can customize the Thank you page as per your requirements using the inbuilt Tiny MCE Editor

Data Piping allows you to pre-fill your survey form with the existing CRM data. At the same time, you can also update your CRM records using your survey responses.

To enable Data Piping for your survey, check the ‘Enable Data Piping’ check box.

Now select a module from the following: Accounts, Contacts Leads or Targets

This will Pre-fill the data into the survey submission form and/or update the records in that module on survey submission by a respondent.

You can also create a new record in the selected module.

To create a new record in the selected module, choose ‘Create Records’ option from the ‘Sync Type’ field.

To update an already existing record or to create a new record (if no such record exists), choose ‘Create or Update Records’ option from the ‘Sync Type’ field.

Enabling ‘Data Piping’ will add a new ‘Piping’ in each question.

Now sync your survey questions with the fields of your selected module. To sync a question with a CRM field, navigate to the ‘Piping’ tab in that question.

There will be a ‘Sync Field’ dropdown with all the possible fields from the selected module. Choose a field with which you wish to sync the question.

While mapping fields with the survey questions, there might be some fields which already have some predefined values in it. A popup will appear to sync those values with your answer choices. Click on ‘Confirm’ to sync the values.

If Data Piping is enabled then you will have to include all the mandatory fields of the selected sync module in your survey. If all mandatory fields are not included, then an error message will appear.

Also, all questions with mandatory fields should be marked as required. If any of the questions with a mandatory field is not marked as required then a warning message will appear.

Click on ‘Confirm’ to make all such questions as required.

You can also disable Data Piping for a particular question. To disable Data Piping, check the ‘Disable Piping’ checkbox.

Once you finish syncing all the questions, save the survey.

Note: Once data piping is enabled for a module then mapping can be done only for that selected module. If you are changing the selected module after mapping the fields then you will have to remap the fields for the newly selected module.

Surveys with Data Piping are not qualified for Survey Automation.

Pre-filled Data will only appear for existing CRM contacts. If Data Piping is enabled for surveys which are shared online (Web links) then there won’t be any pre-filled data to display and records will be created (not updated) in the selected sync module.

Send automated reminder email for the survey to a recipient who hasn’t responded in a certain time frame.

To send a reminder email, check Recursive Email checkbox and choose an interval to set how often the reminder mail should be sent. You can also decide the number of times you want to send reminders for.

For sending out surveys to people other than the existing CRM records, or to send surveys using a web-link, use the shareable web link feature.

To generate a shareable link, you can navigate to Detail view of that survey and click on ‘Get Shareable Link’ button.

This will generate a shareable web link, which you can post on Social Medias or share with people to get responses online.

You can also directly copy survey link from the list view of surveys shown in the Survey Module by clicking on Copy Survey Link icon.

You can preview the survey that is created before sending. Survey can be previewed by selecting preview option available on the list view and in the detail view of the particular survey.

In the list view of surveys, click on preview icon available in the list with every survey created.

In the detail view of the survey you can see all the details of created survey. Click on the dropdown arrow and select ‘Preview’ option. This will open up the preview of created survey in a new tab.

Translate Survey option allows you to translate a particular survey into different language provided by CRM.

To translate a survey, select ‘Translate’ option from the actions dropdown besides edit button.

Default Survey Language will be the CRM Default Language. You can add a language for translation by clicking on ‘Add Language’ button.

This will open a popup to add language. Select a language and the direction in which that language is written, from the dropdown.

Click on ‘Save’ Button and it will redirect you to survey translation page. This page displays all the survey components in the default language. You can enter the translated text for each of the components against the boxes provided.

To load data from the Default Language, click on ‘Load Data from Default language’ button.

Once you finish translating your survey, click on ‘Next’. This will redirect you to a page to translate default survey messages.

Translate all the messages in your selected language and click on ‘Next’

This will redirect you to page where you can translate the Advance Contents of your survey like Survey Welcome Page, Survey Thank you page etc.

Once you finish translating all the pages, click on ‘Save’ button. This would display the translated text when a respondent selects that language while attempting the survey.

To export the survey form in PDF or DOC format, click on ‘Export as PDF’ or ‘Export as Doc’ option from the actions drop down besides Edit button.

This will export the survey form as it is into a PFD or DOC file.

Once a survey is sent or shareable link is generated, i.e. Survey is published, that survey cannot be edited again. Using the copy feature a copy of that same survey with all the configurations can be created.

To create a copy of a survey, click on ‘Copy’ option from the actions dropdown besides Edit button.

You can take survey on behalf of the customer. Take survey option will be available for modules like accounts, contacts, leads and targets.

You can take survey on behalf of the customer. Take survey option will be available for modules like accounts, contacts, leads, and targets.

To take survey, navigate to detail page of any supported Module -> Take Survey.

It will open a pop up with the list of surveys. From there, you can click on the Take Survey button beside any of them and you will be redirected to the survey page.

To create an email template, select ‘Manage Email Template’ option from the ‘Survey’ module select ‘Create Email Template’ option from the ‘Emails’ module.

Select a survey and module (Accounts, Contacts, Users, Leads and Targets) from the drop-down list and click on ‘Insert Survey Link’ Button which will automatically insert the survey link inside the email body.

Customize the Template as per your needs and click on ‘Save’ button to save the template.

Navigate to a module from which you wish to send Survey and select the list of persons to whom the survey should be sent.

Now, click on the drop-down arrow and select ‘Send Survey’ option from the menu.

On selecting ‘Send Survey’ option from the list, a pop-up window will appear from which you can select an existing survey or create a new survey.

Click on ‘Select Existing Survey’ button to open up a list of existing surveys.

Click on ‘Send’ button against the survey you wish to send.

You can also schedule a survey to send it later.

Click on ‘Send Later’ Button to set the schedule. Select the date and time on which you wish to send the survey and click on ‘Schedule’ button. The Survey will be scheduled accordingly.

Once the survey is sent, a popup will appear displaying the ‘Summary of survey’

Send surveys automatically through survey automation module. Create a workflow from survey automation module to send surveys based on certain conditions that you set. Set Actions to determine to whom the survey should be sent to.

Navigate to Admin Panel and click on ‘Survey Automation’ link.

Now click on ‘Create’ button to create survey automation workflow.

Enter a name for survey automation workflow, select an option from the dropdown to mention when the execution must occur, select a target module for the workflow and then select the type of records on which the automation must trigger.

Click on ‘Save’ button to save the survey automation workflow

Now, create conditions for the automation to trigger. When these conditions are met, the survey will be automatically sent to the chosen respondents.

To create conditions, click on ‘Create Condition’ button

Select parameters to set the conditions and click on ‘Save Condition’ button.

Now, set the actions to determine the recipients to whom the survey will be sent. Select the recipients associated with either target or related module from the dropdown. Select the related field for the chosen recipient type.

Select a survey from the dropdown and click on ‘Save Action’ button.

Use custom SMTP to send survey invitations through your own SMTP email account. This will increase the deliverability of your survey invitations by avoiding spam issues, email bounces and IP Blocks.

To configure SMTP for sending surveys, navigate to Admin Panel and click on ‘Survey Rocket SMTP Setting’ link.

Enter the necessary details of your SMTP mail server such as the name of provider, your email credentials and SMTP Port Number and click on ‘Save’ button.

View all the survey transactions at one place. ‘Survey Transactions’ displays the list of all surveys sent along with their mail delivery status, score details and module related parameters.

You can also filter out the transactions based on different filtering criteria

You can also view the details of survey transactions for individual records from the ‘Survey Submissions’ sub-panel in the detail view of the respective modules.

You can also filter responses as needed by applying global filters to the gathered data. There are two different global filters available: Filter By Date and Filter By Question Logic.

Global Filters are available and get applied to question wise report and individual report.

Filter By Date: To filter data based on date, select Date option from the global filter by dropdown and click on ‘Filter’ button. On clicking Filter button, pop up appears where you need to enter start date and end date as required. Click on ‘Apply Global Filter’ button to view filtered results.

Filter By Question Logic: To filter data based on question logic, select Question Logic option from the global filter by dropdown and click on ‘Filter’ button. On clicking Filter button, pop up appears where you need to enter start date and end date if required and select question and its respective logic to filter results based on specific response.

In question logic filter, you can set time range by entering start date and end date to view responses in particular time period. In case if global filter by date is already applied, it shows those dates and can be changed if required.

To set the filter’s logic, select survey question from the dropdown and logic that you want to apply for the filter.

For adding logic to the question, select the condition from the dropdown and enter the required value in the text area available next to the condition dropdown.

There are different logic operators available within the Logic Operator dropdown based on question type selected.

Multiple questions and its corresponding logic can be added at a time. To add more questions to the filter, click on ‘plus’ icon available. You can also reset the filter by clicking on reset button. For all the questions added in the filter, you can select the condition for them to work like Match All and Match Any.

On selection of Match All, And operation is applied on the filter while on selection of Match Any, Or operation is applied on the filter. Match All is the default condition.

Click on ‘Apply Global Filter’ button to view filtered results.

Note: Global filters filter results of question wise report and individual report and they don’t get applied on trend report.

In question logic filter, selecting minimum one question along with its corresponding logic is mandatory.

Manual Report displays the reports which are submitted on behalf of the customer using Take Survey in the supported modules. (Accounts, Contacts, Lead, and Targets)

You can also export reports as required by clicking on Export button available on the top right section in survey reports.

All available reports like status report, question wise report along with their different types like combined, email or open ended can be exported by clicking on Export button.

Clicking on Export option, it opens Export Report Pop up where you can select the report type, it can be Normal or Trend.

For normal status report you need to select Export As option for the report. It has three values: Pdf, Spreadsheet and CSV. And for trend report, along with export as option you must select Export By option as well. Different Export By options are: By Day, By Week, By Month, By Year.

In case of question wise report to be exported, you get Export By option in Normal Report that has two options: Default and Selected.

Selecting default option will export pdf report as it is and if any filters are applied or some different chart is to be exported, you need to select Export By: Selected. Selecting the option will show data as filtered in the exported report. Also, in case of stats to be exported, you need to select export by: Selected for including the statistics table in the exported file.

Example: When exporting normal report as pdf and export by: Default is selected, it will take bar chart in the report irrespective of chart selected. If you want some other chart/or chart as selected, you need to select export by: Selected for that report.

You also get to export individual questions as pdf or image format. Image export is available only for questions with charts. Here the chart selected, gets exported as it is.

Once a Poll is sent, you can view various types of Reports based on that Poll which represents the status of the Poll using charts and tables.

Poll reports can be viewed by selecting the Analyse Report option from the list view or the detail view of the Surveys module.

To view poll report from the list view, click on ‘Analyse Report’ icon besides preview icon. Selecting the option, report gets opened for that poll.

To view Poll reports from detail view, navigate to detail view of a Poll. Click on the dropdown arrow and select ‘Analyse Report’ option. This will open all the reports for that Poll.

Status Report displays a normal and trend report for user to select from. By default, normal report is shown.

Normal report has a pie-chart depicting the percentage of users who have submitted the poll.

Trend report lets you view and analyze trends based on poll responses. It works similar to that of trend report for survey.

Question wise report displays question summary report, that shows list of responses for each question.

Click on Normal tab to view chart and count along with percentage of the submitted data. Clicking on Trend tab you get trend chart of the responses received for each question.

Also, under normal tab, you can view different types of charts for the response data. To change the chart type, click on the chart icon available on the left in every question section and select the chart that you want to see. You can also view response statistics by checking the show stats option.

Statistics Table includes data like Range, Least frequent, Most frequent, Mean, Median, Standard Deviation and Variance calculated based on response received.

Reports are categorized into three types based on submissions:

Combined Reports – Displays combined report for Polls sent using shareable links and emails (Existing CRM Records)

Email Reports – Displays report for Polls sent through emails (Existing CRM Records)

Open Ended Reports – Displays report for Polls sent through shareable link (Existing CRM Records)

Individual Report displays the list of responses. It displays the module, type of submission, survey send date and survey submission date.

A resend option is also available to resend the Poll to a respondent.

You can sort the list according to modules or type of submission.

The results can be exported as an excel worksheet by clicking on the ‘Export Result’ button.

To view the detailed individual report of a respondent, click on the name field and it will display complete set of answers for that respondent along with time spent on survey.

Also, you can check previous answers along with current answer by clicking on the History button available with each question.

Also, data of poll results can be filtered based on date and based on question logic as required using the global filters.

You can also export poll reports. Normal status report for polls can be exported in PDF, Spreadsheet and CSV file formats, while Trend report can be further exported based on Day, Week, Month, Year.