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Surveys Overview

The Surveys Module in Fexa equips FM teams with the capability to send surveys on topics relevant to their operations and analyze data alongside survey responses. 

The survey module will be divided into three categories.

  • Survey Template Creation 
  • Survey Distribution & Assignment
  • Survey Results Review & Reporting

Use Case: Inspection and Maintenance Asset Assessment

A facility management company regularly conducts inspections of their assets and other machines/equipment to ensure proper functioning, safety, and overall facility satisfaction. The goal is to identify maintenance needs, track usage patterns, and enhance the functionality of the equipment.

Survey Template Creation 

A survey template is a ready-made outline for creating surveys. It includes questions, answer options, and style suggestions that users can tweak to fit what the respondent needs. These save time and ensures the receivers of the surveys are well-organized and covers the right topic/question.

With the proper permissions, users can create these survey templates. These templates can gather various information about stores, work orders, assignments, assets, and more.


Surveys can be sent for the following data sources:

  • Store
  • Asset
  • Assignment
  • Work Order
  • Vendor

Creating the Survey Template

  1. Go to the Navigation Panel and select the Survey Template, which will bring users to the Survey Templates grid.  
     
  2. Click the "+" sign in the top right corner of the grid
       
  3. Upon clicking the plus sign, a creation pop-out will appear. Fill out the name for the Survey Template, select the template data source, then press Create Template. 
  4. After creating the survey, users will be taken to the Survey Template record.

The photo below shows the Survey Template Details screen and what each field/icon in the screen do:


1. Name - The Name of the Survey Template
2. Description - The Description about the survey template
3. Active - If this toggle is set to true, the template is active. If the toggle is set to false, the template is inactive. 
4. Days Until Expiration - The survey can be answered up to this number of days after the survey is sent
5. Subject - What Source the survey will be sent on. This cannot be changed after creation.
6. Manual Send / Save - The plane logo will take you to the Manual Send for the Survey. The floppy disk icon will save updates made to the survey template. 

Survey Questions

Survey questions are inquiries designed to gather specific information from individuals or groups.
(Questions related to a specific work/job regarding its nature, ex: "was the work preformed to the clients expectation?" "was the equipment used, pass the quality assurance test")

  1. To add questions to the survey template, click the Survey Questions tab from within the survey
               
  2. Click on the "+" sign on the right hand side of the screen to create the question for the survey 
  3. Fill out the Question Text (what you want the question to say) and choose the Question Type.
    • If this question should be required, toggle the 'Question is Required' toggle to true
    • If this question should allow for documents to be attached to the answer, toggle the 'Document Attachment to Question is Allowed' toggle to true. 

  4. Users can rearranged the order of the questions, this can be done by clicking the "Enable Drag Mode".

    After sorting the questions, the user may either save the changes that was made or cancel it.




    After setting everything up the user may now send the survey questions either through Scheduling, Events or Manually.

Survey Distribution & Assignment

Users can send surveys manually or automatically. This module offers flexibility in sending surveys to respondents, whether individuals or teams who are responsible for completing them. Surveys can be sent 1 of 3 ways: Manually, with Events, or with a Schedule. The template must be active in order to send it any of these ways. 

 

Manually Sending Surveys

  1. To manually send a Survey, navigate to the survey that needs to be sent. From the Survey Details screen, click on the airplane logo on the right hand side of the screen.
  2. Choose the record that needs to be surveyed
  3. Choose the recipient that needs to answer the survey (type an explicit email or choose a related email). Select the ADD button on the recipient you've selected. 
  4. Select the Send button to send it to the recipients that are added.

    Note: only one recipient can be added when manually sending a survey. 

Scheduling Surveys

Use schedules if the surveys should send for something specific at a particular time in its life.
(Ex: Users want to schedule a survey every other Wednesday to check the status of their equipment. The Survey will be sent out every Other Wednesday to the recipient.)

  1. To schedule a survey, click the Survey Scheduling tab from within the Survey Template. Click on the plus sign in the top right-hand corner or the screen. 

  2. A pop-up will appear to fill out the schedule
  3. Choose the schedule the survey should be sent on and the recipient that should receive the survey on this schedule. Select the ADD button on the recipient you've selected. If you do not see a specific schedule desired, one will need to be created first. 
    After adding a schedule, criteria should be added to that schedule. Without criteria, this survey will just fire off every Wednesday to the recipient for every Asset. Think of this like a report - without any filters or criteria, this report would essentially send every piece of data for every asset, which typically isn't desired.  

Adding Criteria to a Schedule within a Survey

  1. To add criteria to a schedule, double-click the schedule to add criteria. Click the "Criteria" button and add the conditions.

    (This Filter is set up to send surveys if the work-order is assigned within District 1)
  2. To make this schedule active after creation, navigate back to the Survey Details tab within the survey template and set the active toggle to true. Click the save button after making any changes.  


    1. The Active toggle to activate the Survey Schedule. 
    2. The save button to save the template after changes are made.  

Survey Events
(Note: Users have to have proper permission to create definitions and may need to reach out to support for assistance when setting up)

A Survey Event triggers similar to a communication rule. When a certain set of definitions are met on an event, this will cause a notification to be sent out. In this case, that notification is a survey. 
(Ex: the definitions on the event could be a store being set to active or a work order moving into a specific status)

  1. On the Survey Events grid, on the right-hand side of the screen click on the "+" sign.
  2. On the create survey event tab, fill out the information needed. Toggle the Active button to make sure it will send after creating the event. 


      1. The 'Only Send One Time' toggle means this event will only be triggered once per record. 
        1. Example: if an event is set up to send once when an assignment moves into the Completed status, the survey will only be sent the first time this moves to completed and not again. If the event is set up to send multiple times, the survey will send when the assignment moves to completed and every time the assignment is saved or changed while in the Completed status
      2. Using the example above: If min. day apart is set and the 'Only Send One Time' toggle is set to False, the event will be triggered once when the assignment moves to completed, and then it will send again after however many days are set. This will only happen if the event definitions are still met (so in this case, as long as the assignment is still in the Completed status).
  3. After creating and adding all the details needed press the create even on the bottom right. The newly created survey event will be seen the grid. In order for the event to be triggered, it will need definitions added. To add these definitions, click on the hamburger menu and then click the 'Manage Definitions' option.
  4. On the Event Definitions tab, click the plus sign (+) to add the definition(s) to be met for this survey to send 
  5. Fill out all the information needed then click the "submit" button to confirm everything that has been inputted to be saved. This survey event will send out a survey every time a work order moves into the status called 'Complete')

 

Survey Results Review & Reporting

After finishing the surveys, the data from those surveys can be found in the Response History tab within the survey record. Survey data doesn't directly update records in Fexa. 



The Response History grid will show the necessary data needed to understand the what, who, how and when the Survey was sent.

Users can also print the survey response of a specific survey questionnaire by clicking the hamburger icon on the right sided on the screen and then select Print Survey Response.


Select the print template you want. then click print preview to print the Survey Response.

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