[FOR ADMINS] How can I set up automation for the surveys?

Teamflect administrators can now optimize their feedback and evaluation processes by automating surveys. Through the Teamflect platform, administrators can schedule and send surveys periodically or based on specific time milestones. This automation eliminates the need for manual survey creation and distribution, saving time and effort. In this article, we will explore the different scenarios in which survey automation can be utilized and the steps involved in setting it up within the Teamflect Admin Center. To automate a survey cycle, first, go to Teamflect Admin Center " https://admin.teamflect.com".

1. Find "Modules" on the left navigation bar and click the "Surveys" tab.

2. Click "Create & initiate surveys".3. When the subsequent page opens, you will see the existing templates. 

If you want to automate one of the existing templates, please choose the desired template and click the "Start" button to set up automation. 

There are 3 scenarios in the opened window.

Scenario 1 - “Start a one-time survey cycle now”

1. Define the cycle name and add optional notes for participants. 

2. Select the surveyees using one of the 5 options in the Respondents section. 

  1. Everyone in the company 

Note: When you select this option, the survey is also sent to users who do not use Teamflect at the company. Teamflect receives their information through Microsoft Azure.

  1. Everyone who has signed in to Teamflect so far 
  2. Choose individuals manually, or select groups
  3. Filter the people according to the department, location, and domain they are connected to. In the days spent in the organization section, you can make your selection to be less or more than "X" days.
  4. Upload a CSV file and send surveys to the selected e-mail addresses. By choosing this option, you can upload a CSV file containing the user emails and you can set the survey to be sent to the e-mail addresses in this file. For this, first download the CSV template file.
    Open the downloaded file, delete the existing e-mail addresses, and add the desired e-mail addresses.
    After saving the file, click the "+Choose File" button and upload your file.

Note: Direct managers of the surveyees will be automatically assigned as reviewers. If the surveyee doesn't have an assigned manager, you'll be able to choose the reviewer manually at the next step. Alternatively, you may choose specific reviewers when uploading the CSV file as an option.  

3. Set the survey due date. 

4. Initiate the survey by clicking "Start" to send a one-time survey.

Scenario 2-  “Automate to start survey cycles periodically” 

When you choose this scenario, you can send the surveys to people with certain frequencies.

1. For this, you must first define a cycle name. Define the cycle name with the "{{period}}" placeholder for dynamic naming.

For example; if you name the cycle as "Performance Survey for {{period}}", the automated survey created after 2023's Q1 will be named as "Performance Survey for Q1 2023". If the frequency is monthly, the automated survey created after 2023's January will be named as "Performance Survey for January 2023".

2. After specifying the cycle name, you must select the frequency. There are 4 options here. These are the "end of each month", "end of each quarter," "weekly," and ''yearly'' options. Choose one of these four options.

3. If you have a note for the survey participants, you can optionally add it. Then please select the surveyees. 

4. Finally, choose the due dates for surveyees.

5. Your automation is now ready. You can save this automation by clicking the "save automation" button.

You can view the saved automation rules by clicking the "Automation" section on the “Survey templates” page.

You can view the details of the automation by clicking on it.

Scenario 3 -  “Automate for employees who complete their first "X" days in the company”

In this scenario, administrators can automate surveys for employees who complete a specific number of days in the company. The steps are as follows:

1. To set up this automation, first set the cycle name. 

2. Then select how many days after the employee's hire date the survey should be submitted.

You can click the "Only send to users who logged in to Teamflect" button if you do not want to send to users who do not log in to Teamflect.

3. Then set the time and timezone to send the survey. If you have a note for the survey participants, you can optionally add it. 

4. Finally, choose the due dates for reviewer, surveyee, and finalization.

Your automation is now ready. You can save this automation by clicking the "save automation" button.

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