COBBLESTONE SOFTWARE

Contract Insight — User Guide

5. Assign/Un-Assign Users to a Survey

12. Surveys & Decision Trees › 2. Surveys/Questionnaires › 5. Assign/Un-Assign Users to a Survey

Note: Each procedure in this guide begins at the Contract Insight homepage, so any section can be followed on its own. Custom fields are configurable, so the exact field list on a contract category record may vary between environments.

1. Overview

Who responds to a survey is set when the survey is attached. Attaching a survey to a single record (from that record's Actions → Attach Survey option) lets you choose the Respondent Type — Assigned Vendors or Internal Employees — and, for internal employees, exactly which employees receive it. Surveys → Bulk Surveys (“Merge a survey across many records at once”) assigns the same survey to many records in one operation, tracked as a process with a Created date, the user who ran it (By), and a live Completion count, plus a Dashboard for monitoring progress. Once responses come in, Surveys → Survey Results shows who has responded: each respondent appears as a named column in that survey's results grid.

2. Key Elements

• A survey is assigned to respondents at the point it is attached — either to a single record via Actions → Attach Survey, or in bulk via Surveys → Bulk Surveys.
• Respondent Type decides who receives the survey: Assigned Vendors or Internal Employees. For internal employees, Which internal employees? offers Employee Assigned, Additionally Assigned Employees, Employees Assigned to Record's Department(s) and Pick Specific.
• Un-assigning a user is done by clearing that user (or group) before clicking Add Survey. An assigned survey cannot be deleted once a respondent has begun it.
• A record's Ratings & Surveys tab lists its surveys with Participants, Complete, Date Due and Status; click Manage to see each respondent.
• Bulk Surveys merges one survey across many records at once, tracking each run as a process with a Created date, the user who ran it, and a live Completion count, with a Dashboard link for monitoring.
• Surveys → Survey Results lists every survey attached to records; View results shows each respondent as a named column, so you can see at a glance who has and hasn't responded.

3. Assigning Users When Attaching a Survey to a Record

1. From the Contract Insight homepage, open the record (for example, a contract from Requests/Contracts → Contracts).
2. Click Actions and select Attach Survey.

3. On the Attach a Survey page, choose the survey template in Select a Survey, enter a Survey Title, and set the Response Due Date (leave Response Open Date blank to open it immediately).
4. Select the Respondent Type: Assigned Vendors or Internal Employees.
5. For Internal Employees, under Which internal employees?, check the groups to assign: Employee Assigned, Additionally Assigned Employees, Employees Assigned to Record's Department(s), and/or Pick Specific.
6. If you checked Pick Specific, check each employee to assign in the Pick specific employees list. To un-assign someone, clear their checkbox (or clear the group they belong to).
7. Choose whether to Allow Re-taking (Yes/No) and click Add Survey.

Note: An assigned survey cannot be deleted once a respondent has begun it, so confirm the respondent list before clicking Add Survey.

4. Reviewing Who Is Assigned on a Record

1. Open the record and click the Ratings & Surveys tab.
2. In the Surveys panel, review the Participants, Complete, Date Due and Status columns.
3. Click Manage to expand the survey and see each Respondent, whether they have Attested, and their Complete percentage. Click + Add survey to attach another survey, or Review results to open the responses.

5. Assigning a Survey in Bulk

1. From the Contract Insight homepage, click Surveys in the left navigation and select Bulk Surveys.
2. Review existing processes (Process, Created, By, Completion); click Dashboard to monitor a process. Click Add bulk survey to start a new one.

3. On the Add Bulk Survey page, select the Area (e-Sourcing, Vendors/Customers, Contracts, Requests, Purchase Orders or Employees).
4. Choose the Survey template, enter the Survey title, and set the Response open date and Response due date.
5. Select the Respondent type (All Vendors/Customers or Assigned Employee) and whether to Allow re-taking.
6. Under Records to survey, check each record to include (use Search to narrow the list; up to 200 records are shown at a time). Clear a record's checkbox to leave it out.
7. Click Create bulk survey.

6. Checking Who Has Responded

1. From the Contract Insight homepage, click Surveys in the left navigation and select Survey Results.
2. Find the survey (Survey, On record, Due, Responses) and click View results.

3. Each respondent appears as a named column in the results grid; a dash (–) means no answer yet. Use Show questions as columns to switch the layout, and Show scores to show scoring.

7. Quick Reference Summary