Responding to Surveys

Introduction

Responding to surveys allows you to provide feedback on different aspects of enterprise architecture. Your input plays a crucial role in helping your organization make informed decisions, prioritize initiatives, and enhance its architecture management practices. Moreover, participating in surveys fosters collaboration and engagement within the organization, as it encourages stakeholders to share their perspectives and contribute to collective goals and objectives.

Accessing the Survey Response Form

All surveys that need your response are found in the Collaboration tab in a centralized location for easy access and management. This centralized location ensures that survey responses are organized and readily available.

To access a survey, do the following:

1. Navigate to the Collaboration tab.
2. In the left side pane, under Surveys, select Assigned to Me.
3. Open the survey from the list by clicking on the survey title.

Alternatively, recipients can access the survey directly through the Surveys tab of the relevant fact sheet. Click Edit against the survey you want to answer, and it opens the respective survey response form.

When you are the recipient of a new survey, you receive an email notification asking you to participate in the survey. In the email, click Go to Survey to open the survey response form.

Accessing Survey from the Dashboard

My Surveys panel on the dashboard provides easy access to all the surveys that need your response. This allows you to quickly access them without navigating pages. It offers a clear overview of pending surveys and their status, helping you prioritize and complete them in a timely manner. Selecting any of the survey items opens the survey response form, and clicking on Show more takes you to the Collaboration tab.

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Note

If the My Surveys panel is not visible in the dashboard, it is likely because the dashboard has been customized or a custom dashboard has been set as the default by your admin.

To learn how to add the My To-Dos panel or any other available panel, see Creating and Editing Dashboards.

Responding to Surveys

On the left side pane of the survey response form, you will find the list of all fact sheets included in the survey. You can choose any fact sheet in any order and answer the related questions. Click Submit for each fact sheet after providing your answers. If there is already an answer, review it for accuracy and modify it if needed. Once submitted, the questions become read-only. However, If changes are necessary, you can press Edit and provide your response again.

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Note

If multiple users are subscribed to a fact sheet when the survey is run, a question is considered answered as soon as the first user responds to it. However, other relevant recipients can edit and overwrite the previous respondent’s answer at any time.

For questions on relations and fields on relations, related fact sheets and fields are listed in a table. You can add a new relation by clicking Add Relation and also edit existing fields on relations. If there are more fields, scroll sideways to access them.

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Note

When you submit the response for a fact sheet, the values are directly updated in the fact sheet. However, changes to fact sheet relations and field-on-relation values are saved immediately as you change them, without needing to submit. You can see those updates in the Last Update tab in the fact sheet.

Mandatory questions are indicated with an asterisk at the end of the question. As a respondent, you must answer mandatory questions to complete the survey. However, if the fact sheet field or relation of the mandatory question already has a value, you are able to submit the survey without making any changes.

The progress bar on the left side pane offers an overview of completion by displaying the number of submitted fact sheets. A green check mark indicates the completion status of each fact sheet. This allows you to monitor progress and ensure that no questions are missed during the survey.

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Auto-Save

The auto-save feature prevents data loss if the survey is interrupted or the browser window is accidentally closed. Users can resume their progress without needing to manually save their responses.

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Update Permissions

The survey response form considers users' update permissions configured in the meta model. As a survey recipient, when you lack the needed permission on a surveyed fact sheet, you see a read-only status on the fields, denoted by a lock icon and accompanied by a tool-tip message.