Surveys

Surveys are a great mechanism to increase data quality in LeanIX by reaching out to responsible people without recourse to spreadsheets, as well as to collect further information, e.g. related to IT Security or GDPR.

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.

Fundamentals

Who can send/create surveys?

Surveys can only be created and sent by a workspace administrator. To access the configuration, the admin must navigate to the survey option in the menu of advanced settings.

13041304

Creation of a new survey

Who can receive surveys?

Every user can receive a survey, this will need to be defined in the scope of the survey.

  • Active user only: admins, members, or viewers roles that have the status of ACTIVE
  • Active & invited users: admins, members, or viewers roles that have the status of ACTIVE or INVITED
  • All users (incl. contacts): admins, members, viewers, or contact with the status of ACTIVE, INVITED, or NOT INVITED
15131513

Scope definition - role types

❗️

Attention:

When a survey contains Fact Sheet Segments and Elements it 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 including as many people to contribute to LeanIX as possible. So do not hesitate to invite your business contacts to the tool.

📘

Information

Complementary to this guide you find a nice step-by-step video tutorial on how to create your first survey here.

List of available surveys

The list shows which surveys have been created for that workspace, when they were created, and how many executions have occurred.
Also on the page, you can create a new survey by selecting the "New Survey" button

29382938

Survey list

Design your survey form

LeanIX offers different question types that can be dragged to and edited in the box on the right side of the screen.

Question types

  • Fact Sheet ➡️ Use an actual section of a Fact Sheet or fields to more direct questions
  • Basic ➡️ Most common question types like text input, date, radio button, etc
  • Advanced ➡️ If you would like to get a result based on the answers provided, select the calculated field option
32583258

If you don't want to start from scratch, you can always import another survey file or use the template option (visit here)

470470

Additional settings in survey design

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.

25662566

import functionality

Fact Sheet element

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 are 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 form 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 showing 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 by pressing the Preview button on the top right of the survey designer.

Fact Sheet segment

As the name suggests are sections of the Fact Sheet selected by you, for example, the application lifecycle section or any other type.
Per survey, it is only possible to select one Fact Sheet type, (if you select the segment)
Be aware that Fact Sheet segments will be illustrated by a placeholder in the preview mode.

12011201

preview with a segment

Run your Survey

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 invitation according to its purpose.

14011401

configuration of the scope and notification

1️⃣ Fact Sheets & Recipients
Enables you to narrow down the to specific Fact Sheets and subscribers that should be addressed by the survey.

2️⃣ 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.
Two optional settings are available here, check for changes and send email on updated, select them if you want to automatically update the scope of the survey and notify the new recipients of any change

3️⃣ 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

List of 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

Scope

Clicking on Fact Sheets or Recipients brings you to our standard search dialog. Here you can narrow down the list of applications (or other FS types) you want to address in your survey using the filter options on the left side of the window.
Select also the role of the subscribers beneath the filter bar.

30463046

👍

Best Practice

Introduce subscription roles according to the role model you have in your organization. This will enable you 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

If you have several subscribed users 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.

28022802

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.
This overview is important as every survey is linked to a Fact Sheet and the corresponding subscribers, if there are no subscribers then the survey cannot be completed

28022802

No recipients for the FS

To test your survey select the option Test Run (at the bottom of the page). You can add any e-mail address here to see how the survey looks to your recipients.

21022102

test run dialog

Status & Results

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.

28582858

1️⃣ Started at
The actual date of when the survey run was initiated. By clicking on the link the overview per recipient and FS will be displayed

2️⃣ Status and refresh
Preparing (the survey is being initiated and notifications are being sent), Started (active survey open to received answers), Finished (closed survey, does not receive any more answers)
Use the refresh option to update the status of the runs

3️⃣ Recipients and Fact Sheets
Number of replies/total expected

4️⃣ Reminders and date
How many reminders have been sent and date of the last one

5️⃣ Language
the actual language the survey has been sent out in

6️⃣ Download & Settings
Provides the option to download your survey results in excel, send a reminder, finish/restart the poll, check for changes (e.g. new subscribers) and delete the run

🚧

Attention

Make sure to finish your survey as soon as all the answers are logged so nobody will be able to edit them afterward.

📘

Information:

There are four different statuses for the replies in surveys:

  1. New: the survey run is new
  2. In progress: the user answered but didn´t finish
  3. Done: finalized
  4. 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

Recipient survey view

To enter a survey form the user has 3 options: email link, to-do survey panel or directly un the survey tab of the Fact Sheet.

17141714

My surveys to do panel

🚧

Edition permissions

Be aware that if you don't have enough permissions to edit and you have been invited to a survey that includes a FS element or segment, the finalization of the survey will fail. Please contact your admin to upgrade your user status

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 or the dropdown to select the one you want to answer.

13321332

survey form

The results of the survey will be shown in the survey-tab on the related Fact Sheet.

20182018

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.

19911991

Advanced

Contacts as recipients

There might be a situation where you want to send surveys to persons that are not using LeanIX.

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.

20182018

Conditional questions

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.

Insert a link to a survey

529529
  1. Paste the word in which you insert the link into this bracket "[...]"
  2. Insert the link directly behind those brackets in this parenthesis (Be aware, that there should be no space between those two parentheses) "(...)"
364364

Calculated Fields

The "Calculated Fields" functionality provides Survey Designers the option to quantify the survey results to derive a certain score. It takes standard JavaScript as an input and is expected to return an Integer, as demonstrated in the following example:

// Enter any JavaScript code to calculate a value based on the user's responses
// saved in the 'answers' object and return that value at the end. The response to
// any single questions can be accessed either by the question's index or label text.
// (Hidden questions and Fact Sheet questions are always present in the array with the
// value 'null'. Questions groups have no impact on the answers array whatsoever.)
// The following example is based on the availability demo survey:


var score = 0;
score += answers[0] === 'Many outages' ? 10 : 0;
score += 5 - answers['Which channels of communication did you use to inform your users about availability issues?'].length;
score += /crucial customer/i.test(answers[4]) ? 50 : 0;
return 'Overall score: ' + score;

Survey API

We provide an open API to access survey runs and results. Check out hereto learn more.


Did this page help you?