Set up an Engagement Survey of respondents who use IDs

This article is intended for administrators who want to configure the following settings.

• Respondents do not have email addresses
• You want respondents to answer surveys using an ID such as an employee number
• You are setting up ID-based responses for the first time

※ If respondents answer using email addresses, this setting is not required.

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Answering with ID

By assigning IDs to users, even those who do not have email addresses can answer the survey as registered users.

Caution　Check Your Settings

User Settings using IDs are only for answering the Survey, and you cannot assign View Permissions Settings or Action Plan Manager Settings to users who are registered with IDs.

For details, please refer to " Differences in functions available for each survey response method ".

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What you can do with IDs

When you answer a survey with an ID, you can perform the following operations on that user

• Pre-register Organizations/Attributes of respondents
• Check Response Status
• Modify result data

In order for respondents to answer the Survey with their ID, the following steps are required

Step 1: Set up the necessary information in "User Settings"

For bulk settings

• Column G: Email address 
  Enter "no address". Entering "no address" will automatically create a disabled address.
   
• Column H: ID 
   
  • Enter the ID that the respondent will use to answer the Survey.
    • (The number of characters you can set is from 1 to 255.
    • Only alphanumeric characters and symbols (. _-) only.
    • The same ID cannot be registered twice.
    • We recommend that you use an employee number, etc. that is easy for respondents to remember.

Caution
If the ID to be registered has a leading "0" such as "0001", when the CSV file is downloaded after registration, the "0" will disappear due to EXCEL specifications. Therefore, an error may occur when the CSV file is re-uploaded.
For details, please refer to " How to deal with leading "0" being deleted when downloading CSV files."

• Column J: Service Availability
  Enter "1". Select "Available". If you select "Not Available", respondents will not be able to answer the survey.
  User with the role of "Survey Respondents" will not be able to login to Motivation Cloud Engagement, even if they are set to "Available".

• Column K: Role
  Enter"6". Only Survey respondents can register for user role to answer with ID.
   
• Column L: Survey response method 
  Enter "Answer with ID".
  
  
   

  When data is managed across multiple services
Columns J through L are listed under “Engagement Information” in the CSV file.

For detailed information on User Settings and other bulk registration procedures, please refer to the Operation Manual of User Bulk Settings.

• User Bulk Settings: registration, editing, and deletion
  *If user information is being managed across multiple services, 
  please refer to "Common admin help site: User Bulk Settings: registration, editing, and deletion"
   
• Bulk User Settings: Create a User List File
  *If user information is being managed across multiple services, 
  please refer to "Common admin help site: Bulk User Settings: Create a User List File"

For individual settings

• Email address 
  Check "Do not register your email address"
   
• ID 
  Enter the ID that respondents will use to answer the Survey. We recommend that you use an ID that is easy for respondents to remember, such as an employee number. Only alphanumeric characters and symbols (. _-) can only be used.
  Duplicate IDs cannot be registered.
   
• role
  Select "Survey Respondents" Only "Survey Respondents" can be registered for the role of users who answer with an ID.
   
• Survey response method 
  Select "Answer by ID".
   
• Column I "Service Availability" 
  Select "1". Select "Available". If you select "Not Available", respondents will not be able to answer the survey.
  User with the role of "Survey Respondents" will not be able to login to Motivation Cloud Engagement, even if they are set to "Available".
  
  
   

Please refer to the manual below for detailed operation procedures for individual user settings.

Operation Manual : User Settings: Register, Edit, and Delete Individually
*If user information is being managed across multiple services, 
please refer to "Common admin help site: User Settings: Register, Edit, and Delete Individually"

Step2:Share necessary information for answers to respondents

1. Click "Admin Panel" ▶ "Engagement Survey Implementation Settings" ▶ "Answers other than email"

2. Share the following information with respondents

1. Answer URL (common)
2. Passcode

  Note
The answer URL and passcode will be automatically issued for each time the Engagement Survey is conducted. There is no need to issue them to each respondent. You can change the passcode from "Change Passcode".

3. ID set for each user in "User Settings" in Step 1

  Note
Respondents answer the survey by entering their individual ID.
When a survey is answered using an individual ID, the following actions can be performed for that user:

• Pre-register the respondent’s department / attribute information

• Check the response status

• Edit the result data

Step3. Confirm the answer screen

1. Click "Preview Answer Screen" ▶ "Answer by ID"

2. Copy the ID and passcode for the answer screen preview, and click "Preview".

In the actual answer, the respondent enters his/her ID set in "User Settings" and the passcode issued in Step 2.

3. Enter "ID" and "Passcode" and click "Next"

4. Confirm the name of the answer and click "Confirmed" and "Start survey"

Caution　Check Your Settings

If the "Survey Response Method" is changed in the "User Settings" during the survey, the answered data of the changed user will be reset.

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Detailed Specifications

In the bulk setup file, if you change the automatically generated invalid email address or ID for an ID-based respondent, whether the user is treated as the same user or is deleted and recreated depends on what you changed. Before making any changes, be sure to check the examples below.

Patterns where the pre-change user is deleted and the post-change user is newly created

Example 1: Changing an ID respondent’s invalid email address to a valid email address

	Before change	After change
Email address	no_email~@motivation.com (Invalid email address)	[e-mail] (Valid email address)
ID	sample1234	sample1234

Example 2: Changing both an ID respondent’s invalid email address and ID

	Before change	After change
Email address	no_email~@motivation.com (Invalid email address)	[e-mail] (Valid email address)
ID	sample1234	sample12345

 

Patterns where the pre-change and post-change user are treated as the same user, and the user is not deleted or newly created

Example 3: Changing an ID respondent’s invalid email address to “no address”

	Before change	After change
Email address	no_email~@motivation.com (Invalid email address)	“no address”
ID	sample1234	sample1234

Caution

• If a survey is in progress, when a user is deleted or newly created, the response data of the user before the change will be deleted.
• In the case of individual settings, in all of patterns 1, 2, and 3, the user before and after the change is considered the same, and the user is not deleted or newly created.