This is the second part of How to quickly build a Survey in SharePoint 2013.
In the last post we saw how to set-up a Survey and set-up questions. In this post we will go through the following.
- Make respondents see only their own response
- Set permission so the entire company can respond to the survey
- Allow only one response per employee
- Export all responses as the Survey administrator
Make respondents see only their own response
Navigate to the Employee Survey you created in the last post.
Click on Settings and Select Survey Settings
In the next screen click on Advanced Settings
In the next screen the first section in “Item-Level Permissions”. On the right hand side you can change access level for users so they can see only their own response. This only prevents users with “Contribute” access from seeing responses submitted by others. As a site owner (anyone) with Full Control access can see every response submitted.
Set permission so the entire company can respond to the survey
As you know every SharePoint content inherits permission from it’s parent site. If your target audience does not have at least “Contribute” access, you have to perform following steps to give “Contribute” access just for the Survey while keeping the permission for the rest of the site intact.
Go back to Survey -> Survey Settings page and click on “Permission Settings”. On the ribbon choose “Stop Inheriting Permissions”. Click OK.
At this point you will see new options to grant unique permission for the Employee Survey List. Note that you are only changing the permission for the Survey and not the entire site. Click “Grant Permission” and type “Everyone” and choose from the the built-in group “Everyone” from the list. Since our use case is to send the Survey and get feedback from the entire company we choose the built in group “Everyone”. If you want to target a specific group you can always create a different SharePoint group and add just a list of users and use that custom group in this step.
You can also use use Outlook Distribution List. If you know a Distribution List exists in Outlook and if you don’t see it SharePoint when you search for it then you have to contact your IT admin and request them to mark the Outlook Distribution list as “Security Group” in Active Directory.
A common mistake site owners make here is to remove everyone from the permission list before adding the new target audience. By doing so they remove their own permission for the Survey List. If this happens you just lost ownership of your Survey List even though you are the owner of the parent site. At this point unless you are a Site Collection administrator you might have to contact your IT admins to get your access back.
Export all responses as the Survey administrator
After the survey is complete you can go to the Survey page and click on “Actions” and choose “Export to Spreadsheet” to get all the survey responses.
Allow only one response per employee
Under Survey Settings click on “List name, description and navigation” and scroll down to “Survey Options”
Here you can control if users are allowed to respond more than once to this Survey.
In addition you can use “Show user names in survey results” option to just “mask” the usernames of the respondents. You can use this option if you want everyone to be see all the responses but not see who posted the response.
Please don’t try to leverage this feature for Anonymous Surveys. You are only masking the usernames of the respondents but SharePoint is still collecting the respondent information and site owners still can see who responded and turn off the masking anytime. If your company data policy require truly anonymous survey this is not the option.