How to Automate Surveys in Setyl

How do Automated Surveys work?

You can configure surveys to be automatically sent out to users every 3, 6 or 12 months rather than having to manually trigger survey requests.  License and Asset Surveys are configured separately and can each have their own survey configurations.  

Automated Survey Cycle

Each user follows an individual survey cycle based on their last requested survey date. Survey requests are sent daily according to each user's cycle.

If a user has never received a survey request, or hasn't received one within the selected 3, 6, or 12-month interval, they will receive a survey request immediately upon saving.  

Users with outstanding survey requests will not receive new automatic requests until the previous survey is either confirmed or canceled.

You can change your automated survey cycle by:

1. Navigating to Settings > Company Settings > Surveys
2. Select License Surveys or Asset Surveys depending on which you would like to configure
3. Under Automated Survey Cycle select if you would like surveys automatically sent out every 3, 6 or 12 months
4. Click Save

Additional Survey Automation

Survey requests can also be triggered automatically when a user's status changes from Onboarding to Active, Active to Offboarding, or when an asset or license is assigned or unassigned from a user

You can further customize your survey automation by:

1. Navigating to Settings > Company Settings > Surveys
2. Select License Surveys or Asset Surveys depending on which you would like to configure
3. Under Survey Automation select when you would like survey requests automatically sent out
4. Click Save

Surveys triggered by an asset or license being assigned or unassigned to a user will include all assets or licenses currently assigned to that user, not just the one that triggered the survey.

Managing survey requests

Go to Surveys. There are three tabs:

• Requested: surveys that have been sent but not answered yet. Click Cancel on one survey, or select several and click Cancel or Remind.
• Pending Review: surveys that have been answered and are waiting for an admin to review them. These can't be cancelled. Review them to close them.
• Completed: surveys that have been reviewed.

New automatic requests aren't sent to someone while they have a survey outstanding. To restart someone's cycle, cancel or review their outstanding survey first. To send a survey now, use Send Surveys.

What do the License Survey answers mean?

People rate each License assigned to them:

• Not used: they don't use it. This makes it a good candidate to remove and save the cost.
• Useful: they use it, but could manage without it.
• Important: they need it to do their job.

Use the answers on the Pending Review tab to decide which Licenses to keep, reassign or cancel.

Other survey settings

In Settings > Company Settings > Surveys you can also set up:

• Survey Reminder: send a reminder to people who haven't completed their survey within 2 weeks.
• Custom Survey Message: add your own message to the top of every survey invitation email.
• Photo Capture (Asset Surveys only): ask people to take photos of their assigned Assets.

The survey questions themselves can't be customized.

Who can answer surveys?

Everyone can answer their own surveys, including people with the Employee role. Only Administrators can review the answers.

Leaving people or licenses out of surveys

To stop a License being included in License Surveys, see How do I exclude a License from License Surveys? For accounts that aren't real people, such as shared mailboxes or guest accounts, add them as Service Accounts (Apps > Service Accounts) instead of People. Service Accounts are never sent surveys.

Additional resources

For more help please use the live chat at the bottom of the screen, or email us at hello@setyl.com.