Removing, Deleting and Tidying Surveys
Users may need to delete or remove surveys. At other times updated versions of old surveys may have been created and so organisations want to organise their Evidence > Show Surveys page. This guide will cover the different options available.
Deleting Surveys
Surveys that have been created and not been used can be retired (deleted). This can be done by:
- Going to Evidence > Show Surveys
- Find the survey you would like to delete
- If the survey has not been sent (i.e. no deployments have been created) on the right-hand side under Tools users will have the option to Retire the survey.
If deployments have been created but no responses submitted, these deployments will need to be deleted first of all and then you will have the option to Retire the survey.
In the above example, the deployment 6 Month Follow Up would need to be removed first. This can be done by clicking View to enter the specific deployment and then Delete Survey on the right-hand side once within the deployment.
Note: If the option to 'delete' is not shown in the above example, where no responses have been submitted, you would just need to 'Extend the closing date' to today's date first.
If a deployment of the survey has already had responses submitted individual attendee responses would have to be deleted first before you have the option to delete the deployment and then the survey itself.
This would be the case as in the 3 Month Follow Up deployment example, where 9 attendees have already submitted a response.
Here click View to enter the specific deployment. Listed will be attendees that have been sent/assigned the survey. If they have already submitted, as indicated by the green tick to the right-hand side users will have the option to delete submission for an individual participants response.
Once all completed submissions have been deleted, users can then delete the deployment and subsequently the survey as a whole if all criteria is met.
Note: Users will only have the option to delete survey responses from attendees for 'Standard' Surveys, as these individual responses are identifiable to the attendee that submitted them. As such, users will not have this option for 'Anonymous' or 'Public' Surveys as these responses are non identifiable, will not sit alongside an attendees name and so cannot be deleted.
If responses have been submitted and a user would like to delete the survey it is advisable to download all results before starting the deletion process in case these responses ever need to be reviewed again.
Editing Surveys
It may be the case that users do not want to delete older survey responses. This may be because they still want these to analyse later on and instead simply want to tidy up their survey library ( Evidence > Show Surveys).
It may also be the case that they would like it to be clearer which is a current version of the survey than maybe a similar survey used in previous years.
First off, when viewing the survey library there is always the alphabetical filter to allow users to find the survey they need more quickly. Users can also filter between All Surveys and Shared Surveys (ones cascaded down from a relevant facilitating organisation connected to your organisations account).
The order of surveys presented is alphabetical.
As such, the best thing to do in terms of bringing clarity to your current/old surveys is to rename older surveys.
This can be done by clicking view on a particular survey.
Then by hovering over the name of the survey, ' Event feedback - Anonymous' in this instance, users will see that this is a text box which can be clicked on to change the name of the survey.
Using this, users could rename old surveys to include the year they were used for example to make it easier to differentiate. Or to move these to the bottom of the alphabetical survey list adding a '(z)' at the beginning of the survey name.
