Webropol - getting started with surveys

Webropol is NHSGGC's preferred survey tool and should be used by any team or person conducting a survey.  It can be used for eTests, Surveys, and Event Management.

If you wish to apply for a Webropol Account click here

If you have a question or require support with your Webropol click here

This guide can be used once you have your account, to help you get started.

When you login you should see this menu at the top of the page:

Figure 1:

Once you start using Webropol you will notice that the same symbols appear and they have the same function. What they do depends on where they appear.

	Add: a survey, a question, an option
	Settings: Survey, or question
	Apply rules to a survey, question or option
	Add an image to the survey (as a logo), or to a question or option
	Add a page
	Delete
	Move - appears in every question.  If you want to change the position of a question in a survey click this, drag it to where you want the question to go and then drop.

To start, click on the "Create new survey" tab at the top of the screen.  On the next screen...

Give your survey a name and then change the Survey Folder from Root Folder to your folder (if you don't have one please let us know).  You can also select from a range of templates including some GGC ones (under the shared templates tab).  Then click the Orange Create Survey.

Below is a quick guide to the screen you use to create and edit your survey.

Figure 2:

1.  There are four tabs you work through in order.  The first is Edit.  Note the other 3 will be blanked out until you add a question; then the Collect Answers one will open up. 

2. To find out more about the Collect Answers options see this article.  Note that only after you have published your survey through the Collect Answers tab will the Follow Up and Reporting tabs become available.

3. The Follow Up tab gives you data about the responses, which collection method was used, how many times the survey was opened up, how many people started answering, and how many completed the survey.  It also tracks the length of time taken by each person who completed the survey.  This can be really handy in the pilot stage to ascertain attrition rates and completion time. 

4. Reports tab - view the responses in the basic default report or do more complex reports using filters, comparisons, time lapse etc.  For further information see here and here.

5. The TT icon is the text editor.  It is by default switched off in surveys.  This is useful if you want to add extras such as bold, underlining, different colour, links to content, pictures, tables etc.  To switch it on, click once with your mouse and then go to the text you want to edit and the text editor will hover above it.  To switch it off again click the TT icon again.

6. 'i' provides the information about your survey, such as your survey ID, and location. You can also manage your Survey Rights here, and view the history log.

7. These are undo and redo icons.

8. Only at the beginning of the survey and the beginning of every page will this big box appear.  On it are the most common question types. To select the one you want click with your mouse and the question will drop into the next space available on the survey.

9.  The Label box or the Lorem Impsum box is not a question type but a box where you can put your introduction.  We would recommend that you use this even if you also put an introduction into the email you send out your survey link with.  The type of information you put in here is a rough summary of what the survey is about, how the information collected will be used, who should complete it, how anonymous is the survey, roughly how long it will take, and give contact details should anyone have any difficulty completing the survey. 

10. Click the big + to see all the question types available for you.  Again, just click the one you want.

11.  If you want to add an image or brand to a survey you first have to add it to the gallery.  See here and here. 

12. Layout allows you to make changes to the look and feel of your survey.  You can create a look and feel that you want and then save it as a template to be used in future surveys.  However, please note that there is already an NHSGGC Brand template available.  See this article about how important a Brand is to a survey.

13. Survey settings - you don't have to do anything here but it is worth while having a look to see what further functionality you can add to your survey such as notification emails, what happens at the end of the survey, adding 'Save and continue later' and so on.

14.  Preview and test - this can be used as you are developing your survey to check that it is working the way you want it to.  This is especially important if you are using skip logic.  Here you can also see how your survey will look in different modes (e.g. desktop or mobile).  You can also download the word and pdf version of your survey, if you need to send it to people who cannot complete the online version.

Once you have added a question you will then get options related to that question.

Figure 3:

1. The default for every question is that it is NOT mandatory.  You can change by clicking the icon - the red line disappears and the question is now mandatory.  To undo this, just click on the icon again.

2. The rules for the question: if you are going to have several for the same question you can set them all up at the same time.  Note that you can also see the rule icon after each question option so you can also set up individual rules. This is handy if you are only going to apply a rule to a single option.

3.  Add a picture to the question.

4. Settings for the question  -: this is good for changing the orientation of the question options from vertical to horizontal.

5.  Add a new page: you need to do this if you are going to apply jumps to a question.  Also if you are going to have a long survey try and divide the questions up into groups. This means you can apply the save and continue later to the end of every page which gives your respondents a break.  If it is short survey however, try and keep it all on one page. The shorter it appears the better the response rate should be.

6. Delete - this appears at survey, question, and option level.  You will always get an 'are you sure' pop up when you do this.

7. For closed single and multi-selection questions - next to the options you will see an icon that looks like a square and pencil.  This allows you to attach a text field.  So if one of your options is 'Other' you can add a text field for the recipient to fill in. 

8. If you need to add another option you can press Enter or you can choose to add a single option or multiple options all at once.

9.  When you go to add your second question you will notice the big box (figure 2) is no longer available.  To add a question, text or page you will need to click on the smaller icons provided.

Once you have finished creating your survey, published it and circulated the link, you will need to collect responses.  You can see more about that in this article: collect responses.

If you have any further questions please go to the link at the top of this article.

Skip logic (rules)

Skip logic allows you to say that if an question is answered in a certain way a question will be offered that others might not see.  In this example if someone says they work in the Acute Sector they will be asked which hospital they are based in.  If they don’t indicate they work in the Acute Sector then they won’t see the question.  Advice - add your skip logic at the end, after you have finished adding all your questions.

The rule can be added that if the option Acute Sector is chosen, then the question “Which hospital are you based in?” will be shown. If this option is not chosen – eg if someone selects Community – then they won’t see the additional question:

Settings

Notification emails

You can set up notifications in your survey, so that you can be emailed each time someone fills in your survey, or each time someone gives a particular answer.  You can also set up email notifications for the people who fill in your survey.

1.  When your survey is open, in the Edit (green) tab click on Settings 

2.  Click on Notification emails 

3.  You can create notification emails for respondents (people who fill in your survey) or for the survey creator (author) - or both.  Click on the one you want to use, and you will see a template email form which you can amend:

Fields marked with a red asterisk should be filled in, eg. the subject line of the email.  You will be given a generic email text which you can edit.  Click on Save (orange button) to save your changes.

4.  You will see two tabs at the top of each email form - to create notification emails for all replies, or for specific replies only (eg. if someone selects a particular response): 

For each one you will be given a template where you choose the options you want to use.  This includes adding a link to the survey response in the email, and selecting how often the emails should be sent out:

5. For specific replies (eg. you may find it useful to receive a notification email with the responses embedded into the body of the email itself to save you logging into Webropol to see the response - as follows:

• within the Edit tab select Settings.
• at the top of the list is Notification Alarms - click on "Survey Creators Notification Email" and fill in the details required. (Note that the orange save button will not display until you do.)
• then in the body of the email, underneath what is there, you can add the following:
• answer to question 1 (here you can actually put this question):  [qanswer1] - note those are square brackets and there are no spaces.  You can keep going replacing 1 with 2 and so on.

When you have made all your selections, click on Save (orange button) to save your changes.

You can edit your choices at any time.