The HRSimplified platform now includes two additional features within the Survey Management module: Copy and Delete. These features make it easier to manage, duplicate, or remove survey templates as needed. Below is a comprehensive guide on how to use these options effectively and understand their implications.
1. Copying a Survey Template #
The Copy function allows you to duplicate an existing survey template. This is especially useful when you need to create similar surveys with minor changes, saving time and effort in re-entering all the questions manually.
Steps to Copy a Survey Template #
- Navigate to the Survey Management Module:
- Go to the Survey Management section under the Templates tab.
- Find the Survey Template to Copy:
- Locate the survey template you want to duplicate from the list of available templates.
- Initiate the Copy Process:
- Click the Actions button next to the selected template and choose Copy from the dropdown menu.
- Confirmation Dialog:
- A popup will appear asking for confirmation to copy the survey. For example:
“Do you want to copy ‘Social Well-being’ and delete the existing template?”- Click Yes to proceed or Cancel to stop the process.
- If you proceed, a new template will be created with the same name and questions as the original, and you can modify it as needed.
- A popup will appear asking for confirmation to copy the survey. For example:
- Editing the Copied Template:
- Once copied, the template will appear in the template list. Use the Edit option under the Actions menu to make any changes to the copied survey.
Key Points to Remember: #
- The copied survey includes all questions, categories, and settings from the original.
- You can change the name, questions, and configuration of the copied survey after duplication.
2. Deleting a Survey Template #
The Delete function permanently removes a survey template and all its associated responses. Use this feature with caution, as it is irreversible.
Steps to Delete a Survey Template #
- Navigate to the Survey Management Module:
- Go to Survey Management and locate the Templates tab.
- Select the Template to Delete:
- Identify the survey you wish to remove from the list.
- Initiate the Deletion Process:
- Click the Actions button next to the template and select Delete from the dropdown menu.
- Confirmation Dialog:
- A popup will ask for confirmation to delete the survey. For example:
“Are you sure you want to delete the survey template ‘Social Well-being’? This action will also delete all corresponding answers.”- Click Yes to confirm or Cancel to abort the process.
- A popup will ask for confirmation to delete the survey. For example:
- Template and Data Removal:
- Once confirmed, the survey template and all responses associated with it will be permanently removed from the system.
Key Points to Remember: #
- Deleted templates cannot be restored. Ensure you no longer need the template or its data before deleting.
- If the survey has active responses, they will also be removed permanently.
3. What Happens After Deletion?
- Deleted surveys are flagged as inactive in the system.
- In the grid view, inactive surveys are moved to the last page of the grid to avoid cluttering active templates.
- To locate a deleted survey, navigate to the last page and look for templates marked as inactive in the Active column (indicated by a red cross).
Best Practices for Using Copy and Delete #
- Copying Templates: Use the Copy feature when you need to create variations of an existing survey. For example, you can duplicate an exit interview survey to adjust questions for specific departments.
- Deleting Templates: Ensure you have exported or backed up survey results before deleting a template. This is particularly important for compliance and reporting purposes.
- Naming Conventions: When copying templates, use a clear naming convention to differentiate the new survey from the original (e.g., “Exit Interview – Updated” or “Social Well-being – V2”).
Important Notes
- Data Integrity: Deleted surveys and their associated responses cannot be recovered. Be cautious when deleting a survey template.
- Grid Behavior: Deleted surveys remain visible but flagged as inactive to allow tracking of historical templates. They are moved to the last page of the grid for easy identification.
- Review Inactive Templates: Navigate to the final grid pages to review inactive survey templates.