Minimum Version Required: 25.01
Steps
How to Set up an Objective
1. Using Universal Search, navigate to the Objectives table.
2. Click the Add Objectives button.
3. Enter values to all required and applicable optional fields displayed in the Objective form. See Fields & Definitions.
4. Click the Add Survey Section button.
5. Enter values to all required and applicable optional fields displayed in the Survey Section form.
6. Then, click the ‘+’ button.
7. Click the Add Survey Questions button.
8. Enter values to all required and applicable optional fields displayed in the Add Survey Question form. Repeat as needed until all questions are entered.
9. When all Objective information, Survey Sections, Section Values, and Survey Questions are complete, click the Save Changes button.
8. Create an Objective Schedule, Activity Objective, or Assignment Objective if the survey needs to be automatically assigned.
Fields And Definitions
Survey - Set of questions to obtain data
Objective - The overall record that holds the Survey Questions, Objective Statuses, Objective Schedules, etc.
1. Objective Type - This field is typically only used for System Objectives or copies of System Objectives. These include additional functionality that is not included with a normal survey. Examples of these are the Asset Request and Display Surveys or DOT surveys. Leave this field blank unless you are specifically creating a survey that falls under the Objective Type.
2. Delete Tasks After Days - This defaults at one (1) year and will only delete the tasks, does not delete Survey answers.
3. Copy Answers to Details - This copies Survey answers to the task details tied to the survey. Typically this is set to True.
4. Active - Status to tell if the Survey will be live or not.
5. New Task Status - What status the Survey will be in when first assigned.
6. After Deadline Task Status - The status the system will switch the Survey to if it is not taken within the time frame
7. Mobile Item - Typically used for System Objectives. Ties the survey to a button/Mobile Item in Encompass Mobile. Allows users to tap a button and be taken to the survey. Mobile Items are typically used in combination with an Objective Type. Leave this field blank unless you are creating a survey with this intended functionality.
8. Customer ID Required - If a Survey will need to be taken at customer accounts. This should be set to yes unless taking a survey that is not customer-specific such as a DOT survey.
Survey Section - This is the container that defines a set of survey questions.
1. Sequence - Allows you to organize questions in a set numerical order.
2. Survey Section - Creates multiple sections of questions. Allows for more organization of longer surveys or surveys that require selecting multiple products or brands.
3. Section Type - Does not change the functionality of the survey. This is for categorization for Reporting purposes.
4. Repeat Questions - Choose if needed to repeat questions for either Brand or Products. Links the Brand or Products to the task.
5. Last Answer Auto Populate - Populates the last collected answer for the customer for all questions in the section. The answer can still be edited.
Add Section Values - Allows for repeating the questions in the survey section multiple times for different categories.
Add Survey Questions - The questions users will answer.
1. Sequence - The order in which the questions will be displayed. Drag and drop questions to reorder using the arrows.
2. Question - The text displayed in the survey as the Question.
3. Data Types - Used to collect different types of data. See Survey Question Data Types.
4. Required - Required to complete the Survey. The question must be answered to complete.
5. Remember - Populates the answer from the previous answer on a question by question basis instead of the entire section.
6. Repeat - Use if you want the question to repeat for multiple Brands or Products.
7. Ask if Survey Question - When set, the question will only be asked if the Ask If Questions answer meets the following:
- Ask If Operator - Defines whether the answer to a question should be greater than, less than, equal to, etc.
- Ask If Value - In combination with the Ask If Operator, how the Ask If Question needs to be answered to display the question.
Objective Status - Status of the task determining task flow. Additional statuses can be created for use on the Task Status table. See Objective Statuses.
Task - Individual instances of surveys being assigned/completed.
Best Practices
Before creating a Survey, have the questions, answers, and what information is needed already collected.
Set up surveys to be assigned automatically. Choose the option that meets your survey needs.
Objective Schedules
Assignment Objectives
Activity Objectives
When the Repeat for Multiple Brands or Products setting is active, mobile users have the ability to select multiple products or brands at the start of a survey.
To enable:
Toggle on "Select multiple..." at the top of the product or brand selection list.
Choose all desired products or brands at the same time.
The survey will generate questions for each selection and track which have been answered and which are still in progress.
Users can save their survey answers when backing out of an incomplete survey, ensuring progress is preserved until the survey is completed. If a survey is incomplete, a prompt appears when the user clicks "Back," offering three options:
Save: Saves the answers and returns to the previous page.
Don’t Save: Discards the answers and returns to the previous page.
Cancel: Keeps the user on the current page.
When saved, answers are flagged as "Pending" and won’t be uploaded until the survey is edited again and completed. The Surveys page will display surveys with "Pending" or "Edited" statuses, ensuring easy tracking of incomplete tasks.
