Poor data quality is costing organizations an average of 14 million $ / year (Gartner). As Enterprise Architects are often more involved with keeping data up-to-date than with creating value, we designed Surveys as one more tool in the EA repertoire. It allows you to collect information from responsible people without the hassle of sending out individual emails.
You can send Surveys to
Viewer, Member, Admins and Contacts - (the same rights apply here as in the tool, see here)
Attention: The survey cannot be sent out to Contacts, when you have a "Fact Sheet segment" or a "Fact Sheet element" used (so that user can edit fields in the Fact Sheets)
As you can see, you cannot choose a contact:
Complementary to this guide you find a nice step-by-step video tutorial on how to create your first survey here.
To create a new survey you need to go to the admin area and chose Surveys.
Create New Survey: Here you can start to create a new survey. It will bring you to the next screen.
Survey Titles: List of surveys that have been run or are still active.
Survey Runs: Number of times a survey has been run.
Create Date: Creation date of the survey.
The first part of creating a survey is the survey design. LeanIX offers you different questions types that can be dragged to and edited in the box on the right side of the screen.
Question Types: Gives you a choice of possible question types like text inputs, number inputs, date inputs, mulitiple choice, single select, Fact Sheet segments, calculated fields, and question groups
Edit Box: The area to edit your survey. You can either drag & drop your items there or upload an existing survey (see 4).
Save & Next: You can save your survey here and move to the next screen. Besides that you can have a preview of your survey or import/export it using the "..." button.
Import Survey: Gives you the chance to import existing surveys or templates for re-use.
The Import Survey option brings you to a dialogue where you can either import a .txt file containing JSON code or you can directly paste the code to the editor on the right. To make your life easier for re-using surveys you can build a survey using the drag & drop functionality and then export the JSON to re-use it at a later point in time or for another workspace.
While creating the survey you will already have a good idea about how it is going to look like. Make sure to enter titles for all sections and the survey itself.
Survey Name & Section: Shows you all the sections you put into your survey.
Fact Sheet Segments/Elements: To include segments or attributes from the Fact Sheets to your survey just check the boxes that you want to include. The segments/elements will appear in the survey and the answers will be directly saved in the fact sheet.
Configuration: Use this option to add explanations to questions or configure conditions to single questions.
Insert a link to a survey
If you want to insert a link to a survey this is the way how to proceed (see screenshot below):
- Paste the word in which you insert the link into this brackets "[...]"
- Insert the link directly behind those brackets in this parenthesis "(...)"
Be aware, there should be no space between those two parentheses.
If everything works the way it should, it should look like this (see screenshot below).
Conditionality enables you to show/jump to a question depending on the answers given before. To configure a rule, you first need to choose a question the rule should be applied to and then specify the rule. In this example, the question "Are you sure you are the IT-Owner of the Application..." needs to be answered with "Yes" to let this question pop-up in the survey.
The survey also supports a type of survey question called Fact sheet element, which allows the survey designer to bind a single fact sheet element as the answer. The following types of fact elements can be selected
- Fact sheet fields of type single-select or text - in this case a drop-down with the field values is used as the answer form for the survey question
- Tag groups - in this case the tag values for the tag group are used as an answering form. They are rendered as a single select drop-down, if the tag group is configured to be single-valued, and as a multi-tag picker otherwise. Tags in the survey for are rendered in the same visual form as on the single fact sheet
- Subscriptions - here the survey designer needs to select a subscription type, and an (optional) subscription role. In the survey form, subscriptions are rendered as a multi-select type ahead showng user names and their corresponding email addresses
Selected fact sheet elements in the survey response are saved as part of the survey, as well as in the fact sheet itself as soon as the survey page has been finished by the survey recipient. They are shown as answers in any survey export, as well as on the Survey tab on a fact sheet.
Once you finished the design of your survey you can have a preview pressing the Preview button on the top right of the survey designer. Be aware that Fact Sheet segments will be illustrated by a placeholder in the preview mode.
After the final check of your survey design you can move on to step 2 clicking Save & Next.
The Run Survey section enables you to scope your survey to a defined set of recipients, configure general survey settings, and configure the text of the survey invite according to its purpose.
Using the "Survey Test Run" option, each of the workspace users will receive an invitation to participate in the survey. It will be listed in the "TO-DOs" panel on the home screen.
Fact Sheets & Recipients: Enables you to narrow down the to specific Fact Sheets and subscribers that should be adressed by the survey.
Selection: Provides an overview of the number of recipients and addressed Fact Sheets of the survey after scoping it. Also, it shows how many Fact Sheets do not have a relevant subscriber.
E-mail Setting: Offers you the chance to change the language of the pre-configured mail template or insert your own text according to your needs.
Placeholders to use in survey email templates:
- recipientFirstName: first name of the Survey recipient
- recipientLastName: last name of the Survey recipient
- factSheetNumber: number of involved Fact Sheets
- factSheetNames: comma-separated names of all involved Fact Sheets
- addedFactSheetNumber: number of newly added Fact Sheets to the Survey
- addedFactSheetNames: comma-separated names of newly added Fact Sheets to the Survey
- surveyTitle: title of the Survey (as seen when answering the Survey)
- surveyLink: link which directs the user to LeanIX to answer the Survey
- senderFirstName: first name of the Survey sender
- senderLastName: last name of the Survey sender
Clicking on Fact Sheets or Recipients brings you to our standard search dialog. Here you can narrow down the list of applications you want to address in your survey using the filter options on the left side of the window. Besides scoping the survey you want to address the right persons to answer your questions. You can do that by choosing the needed subscription roles in a drop-down beneath the filter bar.
To focus your survey it is best practice to introduce subscriptions roles according to the role model you have in your organization. This will enable you to not only to address a responsible person but it will allow you to reach out to a specific e.g. Application Owner, Solution Architect or Data Security Officer.
Behavior in Surveys for only one fact sheet with several subscribed users
Notice: If you have several subscribed user to only one Fact Sheet and run a survey - it will be closed by the first one who answers it.
After scoping, the selection section gives you a comprehensive overview about recipients and referenced Fact Sheets.
In case there are Fact Sheets in scope that do not have the subscription role needed - and thus will not be received by any person - you can walk through a specific list of fact sheets without recipients and edit the subscriptions.
If you want to test your survey doing a Test Run you will find the option to do so on the bottom of the page. You can add any e-mail address here to see how the survey appears to your recipients.
As soon as you run the survey you will be forwarded to the results and status page. Here you get an overview of general information regarding your survey runs.
Recipients: Number of recipients that already answered the survey compared to the number of overall recipients.
Fact Sheets: Number of Fact Sheets that have already received answers in comparison to overall number of Fact sheets.
Reminders: Number of reminders sent for survey run and the time when the last one was sent.
Language: Actual language the survey has been sent out in.
Refresh: Refresh functionality to update the status of the survey runs.
Download & Settings: Provides the option to download your survey results in excel, send a reminder, finish the survey or check for changes (e.g. new subscribers) while the survey is running.
Make sure to finish your survey as soon as all the answers are logged so nobody will be able to edit them afterward.
As soon as the recipient clicked on the survey link in the email, she/he that received the survey will be viewing the survey in a regular LeanIX window. In case you need to answer questions for more than one Fact Sheet you can jump to another Fact Sheet using the arrows on top of the survey.
Besides getting a notification via email, open survey request will appear up in your personal To-Do Panel on the home screen.
There are four different status for the replies in surveys:
- New: the survey run is new
- In progress: the user answered but didn´t finish
- Done: finalized
- Obsolete: answer not required based on two points:
a) there is no user subscribed to the Fact Sheet
b) attribute targeting in the Fact Sheet has changed, and the Survey is not in the pool anymore
The results of the survey will be shown in the survey-tab on the related Fact Sheet.
An exception is Fact Sheet Segments of your survey. This values will be directly edited as updated values in the Fact Sheet itself. To keep track of any changes you have the chance to look them up in the "Last Updates" section.
Once the survey is designed, there are two options in the tab "Run survey" which provide added value:
- Automatically check for changes: This is when you e.g. create new Fact Sheets or add new subscribers to Fact Sheets that are matching the current survey filters the system sends updates to the new recipients. A new survey run is not necessary.
When selected "Automatically check for changes" the survey will constantly check the changes in the scope of the filtered criteria.
As soon as you change the filter criteria for the running survey e.g. new lifecycle status or you want to add “Responsible” or “Accountable” to the survey you have to start a new survey run.
- Send email on updates: Notify the recipients if a Fact Sheet is added or removed from the survey.
From the administration point of view, we can also check if there are changes in any of the Fact Sheets, which in result will impact the survey. In the tab Status & Results, click on the option "Check for changes", the system will then display a message when changes are made in the Fact Sheets.
There might be a situation where you want to send surveys to persons that are not using LeanIX. To do this make sure that your edition includes the feature to subscribe contacts to Fact Sheets. To find out more about handling contact check our section Working with Fact Sheets.
So if you want to send surveys to a contact without inviting them to LeanIX the following steps are required:
- Add your business contacts to the Fact Sheets that are responsible for and give them a defined Subscription Role (e.g. “Business Contact”). To find out about how to define your own subscription roles, please have a look at our section Subscription Roles.
Design your survey as described above.
Go to “Run Survey”
Go to “Fact Sheets – Click here to select” to select the Fact Sheets and Subscribers you want to address
On the right-hand side choose “All users (incl. contacts)” from the drop-down (see attachment)
- Narrow down the filter for the recipients to subscription role (e.g. “Business Owner”), so that just your business contacts are getting the survey.
- As you proceed with the survey process, the survey will now be sent out to the contacts without inviting them.
When using Fact Sheet Segments and Elements the survey cannot be sent to contacts. This is because you need the right permissions to be able to edit information within the fact sheets. As soon as you want the recipient to directly edit information in a Fact Sheet, the addressed person needs to be an active LeanIX user.
We strongly recommend to include as many people to contribute to LeanIX as possible. So do not hesitate to invite your business contacts to the tool.
We provide an open API to access survey runs and results. Check out https://eu.leanix.net/openapi-explorer?urls.primaryName=Poll to learn more.
Updated 6 months ago