Manage Survey

Overview

Purpose

This application enables organizations to design, manage, schedule, and analyze surveys for diverse stakeholder groups. It supports both manual and bulk operations, reusable templates, and automation through scheduling and event triggers, enabling the collection of valuable insights and feedback.

Scope & Audience

Primary Users:

• Admins

• Survey Managers

Secondary Users:

• Respondents such as employees, suppliers/vendors, customers, and event attendees

Core Use Cases

• Employee Feedback – Gather opinions on workplace satisfaction, performance, and engagement

• Supplier Evaluation – Assess vendor reliability, quality, and compliance

• Customer Insights – Understand customer preferences, product feedback, and satisfaction

• Compliance & Audits – Ensure adherence to legal and regulatory standards

• Innovation & Ideas – Collect creative suggestions for product or process improvements

• Event/Training Feedback – Evaluate the effectiveness of events, workshops, and training sessions

Architecture & Technical Design

High-Level Architecture

Client:

• Web Client

• Mobile Client (phone or tablet)

Backend:

• Azure SQL Database

Data Sources:

• Flip Organizations Data

• Flat Files (CSV uploads)

Integration:

• Authentication via Azure AD (Single Sign-On)

• REST API for Flow Automation

Components

Component	Description
Examination MCQ Answer Management	Manage answer templates and create MCQ answers
Manage Bulk Exam Questions	Upload and display exam questions via CSV
Manage User Groups	Import participant details in bulk and manage groups
Connect Organization Selection	View users linked to organizations and application packages
Survey Automation	Schedule surveys, monitor expiry, send reminders, and trigger or clone surveys based on events

Key Technical Decisions

• Dedicated ‘Survey’ schema for database consistency

• Server-side validations for data integrity

• Excel exports for reporting

• Email notifications for reminders and updates

Functional Descriptions

Function	Description
Create and Manage Survey	Admins can create, edit, view, and delete surveys. Inputs include survey details; outputs are stored in Azure SQL after validation.
Create and Manage Survey Questions	Users can add, edit, delete questions or bulk upload via CSV. Validated questions are linked to surveys and stored in the database.
Create MCQ Answer Templates	Allows saving reusable answer templates (private/public) for multiple-choice questions. Templates are stored for future use.
Clone Existing Surveys	Duplicates an existing survey, including questions and participants, and creates a new survey record.
Manage Survey Candidates and Groups	Organize participants into groups or bulk upload via CSV. Data is stored in the database for targeted deployment.
Survey States	Manage lifecycle states (Planned, Confirmed, Published, Finished, Cancelled) with database updates and notifications.
Survey Scheduling and Deployment	Automates survey publishing based on a scheduled date. Updates state to Published automatically.
Event-triggered Survey Deployment	Publishes a survey clone based on an external REST API event trigger.
Reordering Question Sequence	Allows changing question orders. Updates sequence in the database and reflects in the UI.
View Survey Results	Displays individual and aggregated survey results. Supports export and reminders for pending responses.
Survey Response Submission	Respondents submit answers. The system validates and stores responses in the database for analysis.

Detailed User Guide

On the first screen of the application, there are two sub workflows named manage survey and view survey results. From manage surveys, it is possible to create a new survey.

Figure 1 – First Screen

Manage Survey

Step 1: Survey List

Users can view all existing surveys in the system. From this screen, they can start creating a new survey, manage existing ones, or clone a survey.

State Colors:

• Yellow = PLANNED

• Purple = CONFIRMED

• Green = PUBLISHED

Figure 2 – Survey List Screen

Available Actions:

• Create Survey – Start a new survey creation process.

• View Survey – Shows the summary of an existing survey.

• Clone Survey – Duplicate an existing survey for reuse.

• Cancel Survey – Discard the current survey setup.

• Back – Navigate to the main screen.

Step 2: Survey Setup

This screen allows users to define the basic details of the survey, some of which are mandatory to fill out.

Figure 3 – Survey Setup Screen

Mandatory Fields:

• Survey Name

• Starting Date

• Closing Date

Optional Fields:

• Description

• Introduction Text

• Ending Text

Additional Options:

• Bulk Upload Questions – Checkbox to enable uploading questions via CSV.

Available Actions:

• Next – Proceed to question creation.

• Back – Return to the survey list.

Step 3: Question Creation

Users can add questions to the survey. A survey can contain a variety of different question types.

Figure 4 – Question Creation Screen

Fields:

• Question No (Auto-generated)

• Question Text

• Question Type

• Remarks

Question Types:

• Yes/No

• True/False

• Multi-Choice

• Single-Choice

• Numerical

• Free text – Short

• Free text – Long

• Picture

• Signature

• Date

• Time

• Date/Time

Available Actions:

• Next – Proceed to set up answers for MCQ, or save the question and add it to the survey.

• Back – Return to the survey list.

Step 3.1: Multiple Choice Question Answer Template

Users can select pre-created answer templates for MCQ questions based on their access permissions.

Figure 4.1 – Multiple Choice Answer Template

Available Actions:

• Next – Proceed to answer options.

• Back – Return to question creation.

Step 3.2: Multiple Choice Answers

If users choose Create New Custom Answers, they can define the answer options for MCQs one by one. Otherwise, previously defined answers from the selected template will be automatically populated in the grid view.

Figure 4.2 – Multiple Choice Answers

Available Actions:

• Next – Proceed to survey summary.

• Back – Return to previous screen.

Additional Options:

• Save as Template – Checkbox to create a new answer template.

Step 3.2.1: New Answer Template

Users can create reusable answer templates. If the template type is set to Private, only the creator can access it. If set to Public, the template will be accessible to all users.

Figure 4.2.1 – New Answer Template

Fields:

• Template Name

• Template Type (Private or Public)

Available Actions:

• Next – Save template and proceed to survey summary page.

• Back – Return to previous screen.

Step 4: Survey Summary

This screen displays all survey details and questions for review.

Figure 5 – Survey Summary Screen

Details:

• Survey Metadata

• List of Questions

Available Actions:

• Surveys List – View all existing surveys.

• Edit Survey Info – Modify survey details.

• Reorder Questions – Change question sequence.

• Delete Question – Remove a question.

• Edit Question – Modify question text or type.

• Bulk Upload Questions – Upload via CSV.

• Add Question – Add a new question.

• Confirm – Finalize survey setup.

Step 5: Confirm Survey

This screen shows confirmed survey details before publishing.

Figure 6 – Confirm Survey Screen

Available Actions:

• Surveys List – View all existing surveys.

• Revert to Draft – Revert the survey state to “Planned” and make changes before publishing.

• Publish – Make the survey live.

• Schedule and Publish – Set a future date or event trigger.

Step 6: Publish Survey

Once published, the survey is ready for participant assignment.

Figure 7 – Publish Survey Screen

Available Actions:

• Surveys List – View all existing surveys.

• Add Participants – Assign users or groups.

• Schedule – Adjust publishing schedule.

• Revert to Draft – Unpublish and revert the state to “Planned” to edit.

• Finish Survey – Make the survey end.

Step 7: Schedule and Publish

Users can choose how to schedule the survey.

Figure 8 – Schedule and Publish Screen

Options:

• Schedule Survey – Set a date.

• Survey Trigger by Events – Launch based on an event.

Step 8: Schedule Survey

Users select a date for automatic publishing.

Figure 9 – Schedule Survey Screen

Available Actions:

• Next – Confirm schedule.

• Back – Return to the previous screen.

Step 9: Survey Trigger by Events

Users select an event that will trigger survey publishing. The Trigger ID should be sent through a REST API from a third-party application after the event is completed.

Figure 10 – Survey Trigger by Events

Available Actions:

• Add New Event – Create a new trigger event.

• Next – Confirm event trigger.

• Back – Return to the previous screen.

Step 10: Survey Submission (Participants)

Users can add participants to the survey. If the Group Participant checkbox is selected, the user can create a group that can be reused for adding participants in future surveys.

Figure 11 – Survey Submission

Available Actions:

• Upload From Groups – Upload users from existing groups

• Bulk Upload Participants – Bulk Upload Participants via CSV

• Submit – Finalize participant list

• Back – Return to the previous screen

Additional Options:

• Group Participants – Checkbox to create a new group for the participants.

View Survey Results

This section explains the View Survey Results workflow in detail.

Step 1: Survey Results

Users start by accessing the Survey Published/Finished List screen. This screen displays all surveys that have been published or finished. From here, users can select a specific survey to view its results.

The colours of the surveys in the drop-down list signify which state it is in:

• Green = All responses have been collected

• Yellow = Partial responses from participants

• Red = No responses yet from participants

Figure 1 – Survey Results Screen

Available Actions:

• Next – Proceed to view respondents.

• Back – Return to the previous screen.

Step 2: Responded Users

After selecting a survey, users are taken to the Responded Users screen. This screen lists all participants who have submitted responses for the selected survey. Users can review the list and choose to view individual responses or a summary of all participant’s results.

Figure 2 – Responded Users Screen

Available Actions:

• Next – Proceed to individual detailed results.

• Back – Return to the survey list.

• View Summary – Navigate to the overall survey results summary.

Step 2.A: Individual Survey Summary

When a user selects a specific respondent, they are taken to the Individual Survey Summary screen. This screen displays all answers provided by that respondent, including text, MCQ selections, and images/signatures if applicable.

Figure 2.A – Individual Survey Summary

Available Actions:

• Exit – Close the summary view.

• Back – Return to the Responded Users list.

• Export to Excel – Download the individual response in Excel format.

• View Image Results – Available only for image or signature-based questions.

Step 2.B: Survey Results Summary

If the user chooses View Summary, they are taken to the Survey Results Summary screen. This screen provides aggregated data for the entire survey, including statistics on how many users responded and how many did not, along with overall response trends.

Figure 2.B – Survey Results Summary

Available Actions:

• Back – Return to the Responded Users screen.

• Export to Excel – Download the complete survey results in Excel format.

• Send Reminders – Trigger Email reminders for participants who have not responded yet.

After a survey is published, participants can start answering it using the Survey Response application.