---
title: "5. Assign/Un-Assign Users to a Survey"
slug: "5-assign-users-to-a-survey-1"
updated: 2026-10-08T18:47:40Z
published: 2026-10-29T16:48:09Z
canonical: "wiki.cobblestonesoftware.com/5-assign-users-to-a-survey-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://wiki.cobblestonesoftware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 5. Assign/Un-Assign Users to a Survey

**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**.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/survey-01-attach-survey-action.jpg)

1. 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).
2. Select the **Respondent Type**: **Assigned Vendors** or **Internal Employees**.
3. 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**.
4. 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).
5. Choose whether to **Allow Re-taking** (**Yes**/**No**) and click **Add Survey**.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/survey-02-attach-survey-form.jpg)

**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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/survey-03-record-surveys-tab.jpg)

# 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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/survey-04-bulk-surveys.jpg)

1. On the **Add Bulk Survey** page, select the **Area** (e-Sourcing, Vendors/Customers, Contracts, Requests, Purchase Orders or Employees).
2. Choose the **Survey template**, enter the **Survey title**, and set the **Response open date** and **Response due date**.
3. Select the **Respondent type** (**All Vendors/Customers** or **Assigned Employee**) and whether to **Allow re-taking**.
4. 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.
5. Click **Create bulk survey**.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/survey-05-add-bulk-survey.jpg)

# 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**.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/survey-06-survey-results.jpg)

1. 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.

![](https://cdn.document360.io/e3626857-1fb5-4e27-b278-2d3fc5508be4/Images/Documentation/survey-07-results-grid.jpg)

# 7. Quick Reference Summary

| Task | How to Complete It |
| --- | --- |
| Attach a survey to one record | Open the record → Actions → Attach Survey. |
| Assign internal employees | Respondent Type = Internal Employees → check groups under Which internal employees? → Add Survey. |
| Assign specific employees | Which internal employees? → Pick Specific → check each employee → Add Survey. |
| Un-assign a user before sending | Clear the employee's (or group's) checkbox before clicking Add Survey. |
| See who is assigned on a record | Record → Ratings & Surveys tab → Surveys panel → Manage. |
| Assign a survey to many records | Surveys → Bulk Surveys → Add bulk survey → choose Area, template and Records to survey → Create bulk survey. |
| Monitor a bulk survey | Surveys → Bulk Surveys → Completion column or Dashboard. |
| See who has responded | Surveys → Survey Results → View results. |