Revision as of 23:39, 5 May 2024

HR Surveys Wizard

The HR Surveys Wizard allows Users to quickly deploy Surveys for HR purposes.

HR Surveys Wizard Navigation Functionality

There are multiple navigation options available to you throughout the HR/Recruitment Surveys Wizard. These navigation options are outlined below.

1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
5. Create - allows you to 'save' a New Record you've created.
6. Edit - allows you to Edit a Record.
7. Save - allows you to Save a Record.
8. Delete - allows you to Delete a Record.
9. Previous - allows you to go back one step.
10. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
11. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
12. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
13. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
14. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
15. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).

How to Trigger the HR Surveys Wizard

You can trigger the HR/Recruitment Surveys Wizard from the Wizard popup menu

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "HR Surveys" option from the menu, then click "Select."

After selecting the ‘Human Resources’ option, a pop-up window will be displayed where you can input information to complete your new HR Survey.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the HR Surveys Wizard is complete.

New HR Survey Attributes

Work through the Wizard to input the following information:

1. Name – give the Survey a name.
2. Template – These a broken down into 3 types in the dropdown. They are a list of SHaRe Canvases. There are three Groups of Survey types available from this dropdown menu. You will see these Group names in the middle of the dropdown window when you click on the arrow. The 3 Groups are:

• Anonymous.
• Onboarding.
• Human Resources.

Depending on which of the above two Groups the Survey Template you select is categorised under, a different set of fields will appear below the heading “Select Recipient Categories.”

If you select one of the “Anonymous” Surveys, you will be required to specify the following information in the “Select Recipient Categories” section.

1. Groups – this gives you the option to nominate which Department/s you want to send the Survey to. You can select a single Group or multiple Groups.
2. Departments – this gives you the option to nominate which Department/s you want to send the Survey to. You can select a single Department or multiple Departments.
3. Locations – this gives you the option to nominate which Location/s you want to send the Survey to. You can select a single Location or multiple Locations.

If you select one of the “Human Resources” Surveys, you will be required to specify the following information in the “Select Recipient Categories” section.

1. Recipient Details – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list and specify who to send the Survey to. The options are:

• Employees – this gives you the option to nominate which Employee/s you want to send the Survey to. You can select a single Employee or multiple Employees. The Survey will be sent to either individual Employee/s, or if you select “All Employees” the Survey will be sent to all Employees. Alternatively, you can also send the HR Survey to Groups, Departments or Locations you nominate in these field/s of the next section (Select Recipient Categories).
• Manager – if you select Manager, the Survey will be sent to the Manager of any Employees, Groups, Departments or Locations you nominate in these field/s of the next section (Select Recipient Categories).
• Send HR Survey To – if you select 'Send HR Survey To,' then which ever field you specify at this step will determine who receives the email notification reading the HR Survey requesting them to complete it. The 'Send HR Survey To' selection at this step will link to any/all of the options selected below (Employee/s, Group/s, Department/s, Location/s). The options are:
  • Employee Address Home - sends the Survey notification Email to the Employee's Home Email.
  • Employee Address Work - sends the Survey notification Email to the Employee's Work Email.
  • Workflow Delegation - sends the Survey notification Email to the delegated Employee (if/where relevant).

For example:

• If you select 'Employee Address Home' at the Fields step, and then specify some option/s in the Employee/s, Group/s, Department/s, Location/s fields below, the HR Survey will be sent to the 'home email address' of any individual Employee specified, or any Employees that belong to any of the Group/s, Department/s, Location/s selected.
• If you select 'Manager Reference' at the Fields step, and then specify some option/s in the Employee/s, Group/s, Department/s, Location/s fields below, the HR Survey will be sent to the 'Manager' of any individual Employee specified, or any Employees that belong to any of the Group/s, Department/s, Location/s selected.

Select Recipient Categories

1. Employees – this gives you the option to nominate which Employee/s you want to send the Survey to. You can select a single Employee or multiple Employees.
2. Groups – this gives you the option to nominate which Group/s you want to send the Survey to. You can select a single Group or multiple Groups.
3. Departments – this gives you the option to nominate which Department/s you want to send the Survey to. You can select a single Department or multiple Departments.
4. Locations – this gives you the option to nominate which Location/s you want to send the Survey to. You can select a single Location or multiple Locations. Click “Next.”

New HR Survey Review and Edit

The next window for the New HR Survey is a summary of all your choices throughout the Wizard so far. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made.

1. Sample PDF in the bottom left-hand corner of the popup window, there is a red button “Sample PDF.” Please download a copy of the Sample PDF, check it to confirm that it contains all the information you want to include in your Survey. If there is anything missing, repeat the previous steps until your Survey contains everything you want it to. When you are happy with the Sample PDF ‘tick’ the “I have checked the sample PDF template” checkbox. Click “Next.”

New HR Survey Distribution

1. When to Send – click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list. Choose between deploying ‘now’ or ‘Later.’
2. Send Date – if you select ‘Later,’ a date field will appear. Click on the calendar on the far right and specify the date you want to deploy the Survey.
3. Repeat Survey – you can repeat the deployment of the Survey if you want to. The redeployment options available are:

• Weekly.
• Fortnightly.
• Monthly.

1. Response End Date – click on the calendar on the far right and specify the date you want to end the Survey (the date after which you will no longer accept responses).
2. Requires Approval – specify if this Survey requires approval by ticking the checkbox.
3. Community Dashboard Survey – Choosing this option, will place the Survey in the Survey Widget (Top Left) on the Community Dashboard. Once the Survey has been responded to, the Survey Widget will disappear from the Community Dashboard. For NPS, the Icons will Appear in the Widget. The user can interact with the NPS submission directly from the Widget. This also applies to the Pulse Survey. For a Normal Survey, there will be text viewable called "Respond to Survey". If the User Click on this text, they will be show a light box, if they Click " Respond to Survey again in the lightbox, they will be able to start the Survey from the Community Dashboard.
4. Survey Pop-up – Community Dashboard Selection: This allow you to have the user, either interact with the Survey from the Community Dashboard when they enter the Dashboard - they can be show a lightbox prompting them to respond to the Survey. Community Dashboard Selection: This allows you to show a pop-up on all pages, positioned either on the bottom right or bottom left of the screen, which the user can use to respond the the Survey. Only NPS or Pulse Surveys can be Globally used. The Global option, has a "Maybe Later" button which allows the user to close the Pop-up without responding and there is a setting on the HR Survey Wizard, which you can use to prompt the user to then be shown this Pop-up again e.g. Next Login, Next Day, Each hour. You can have one Survey showing in the Community Dashboard - Survey Widget and an NPS / Pulse Survey showing Globally.
5. Replace Existing Dashboard Survey – If you select this option, this Survey will replace the current Survey which is active. Either on the Community Dashboard and or Globally depending on the Active Survey/s and their configuration. If there is a current Survey in the Community Dashboard (Top Left), and you want to replace this Survey, you "Replace Existing Dashboard Survey". This will replace the existing Survey which is in the "Survey Widget" top left in the Community Dashboard. The Survey that gets replaced can still be accessed, either by the E-mail which was sent to respond to the survey or via the Inbox.
6. Show Survey Again When Closed – This relates to a Global Survey only. The setting selected here manages the behaviour of the Global Survey and when it pop's up again for the user, if they Click, "Maybe Later". The options are: Every Hour, Next Login, Next Day.Click “Next.”
7. Email Template – the standard email template will be displayed, including relevant Form Fields e.g. Recipient Name, Survey URL etc. Use the formatting options available to you in the wysiwig editor to format your Survey. Do NOT remove any of the “Form Fields,” otherwise, your Survey will not be sent to the appropriate people in the right way. Click “Next.”
8. Summary – the final screen for the HR Survey is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to send your “HR Survey” click “Submit.”
9. Success – if your HR Survey has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.