Before deciding to pre-create survey records or keep creating them whenever respondents click on the survey links, here is what changed starting in version 5.0 of Simple Survey:

• New "Automatically Create Survey Records" setting: Simple Survey is now packaged with an "SS Create Surveys for <SObject>" Flow that can automatically create survey records whenever related object records meet specific criteria.
• New "Automatically Send Survey Emails" setting: if you are automatically creating survey records through the setting above, you may also choose to automatically send surveys via email after a specific period following the creation of survey records using Simple Survey’s packaged “Send Survey Emails” Flow. 
• The "Survey Fatigue" setting is now in the Survey Builder and works on a program-per-program basis.

 

Scenario 1: Update existing survey programs to pre-create survey records and automatically send survey emails via the new packaged Flow.

In the builder, enable the "Automatically Create Survey Records" setting in the Configure Survey Object | Survey Record Settings tab. You will need to configure the criteria for when survey records should be created, and then, generate the Flow that will create the records. Adjust the Survey Fatigue setting to determine how many days to wait before surveying the same Contact/Lead/User again.

Then, proceed to the Delivery & Deployment Settings | Email Template tab to configure the "Automatically Send Survey Emails" setting. Enable the setting, define who the recipients should be and the amount of time after the survey record is created to send the survey email. Once the page is saved, the Flow is created and survey emails will be automatically sent.

 

Scenario 2: Update existing survey programs to pre-create survey records only.

In the builder, enable the "Automatically Create Survey Records" setting in the Configure Survey Object | Survey Record Settings tab. You will need to configure the criteria for when survey records should be created, and then, generate the Flow that will create the records. If using your own custom Flow to send out the surveys, account for survey fatigue in the Flow, by using our "Survey Sent" and "Survey Last Requested On" packaged fields. 

 

Scenario 3: Keep using existing programs as-is

For Existing Survey Programs: if you are satisfied with how your survey programs work and would not like to pre-create survey records, then there are no actions to be taken. If you currently use the "Avoid Survey Fatigue" setting and have your current local automation using our packaged fields to not over-survey respondents and are happy with how it's working, please don't change anything. 

 

For New Survey Programs: if you have new survey programs to create and would like to keep having survey records created whenever respondents click survey links on emails or take surveys directly from a survey URL, make sure that the "Automatically Create Survey Records" and the "Automatically Send Survey Emails" settings are disabled for the program in the builder. You may update your Flow that sends surveys out to include this new survey program. Assuming the Flow uses the packaged fields to account for survey fatigue, configure the new "Survey Fatigue" setting in the builder to '0' Days. (technically the survey fatigue setting doesn't matter if people don't use our Flow to send survey emails, but setting it to 0 for peace of mind is a good approach). 

 

For any questions or issues during the transition process, please open a case with Vicasso's support team by emailing simplesurvey@vicasso.com.