Forms or Survey – what are the settings?

Survey-SettingsIn my most recent blog I discussed the options for Questions and Answers in the various survey tools.

This time, I would like to take a look at the settings – what can you decide about your survey as a whole?

Which settings can you apply to your survey?

  • Permissions to create and manage a survey – can anyone do it or do you need special permissions? Can you hand a survey over to someone else?
  • Look and feel – can you use colours and add branding to the survey?
  • Who can respond and details about the responses.
  • How to start and stop collecting responses.
  • Custom thank-you message.
  • Whether you can easily copy your survey.

Where can you find the settings?

The settings in Forms can be found in the top right. The palette is for the theme, the … will lead you to the other settings.

Forms-wheresettings
The settings in Forms which will allow you to determine how your survey looks and works.

For the SharePoint survey/list you have some options in the Advanced Settings:

Forms-SPSurveyAdvanced
This is how to determine view-and-edit permissions for SharePoint Survey and List.
Forms-SPSurvey-GeneralSettings
This option is only available in the SharePoint Survey Settings under  “List name, description and navigation”.

For SurveyMonkey, you can find most of the settings in the “Design Survey” phase, with different options in the buttons on the left:

Forms-surveyMonkeywhere
In SurveyMonkey, the Design Survey link shows you the options available.

For Google Forms you look at the top right, where the palette will allow you to determine the look-and-feel and the gear wheel will show other settings to select:

Forms-gogglewhere
Where to find the settings in Google Forms.

Results

I have captured the results in the picture below. You can also view/download this as Excel. I have added this info as a separate tab in the same document as in my earlier post. You can use and edit it, but I would appreciate if you would mention my name if you share it outside of your organization.

Legend:

  • Green/Yes: Available by default, although it may have different names
  • Orange: Available with a workaround
  • Red/No: Not available
Formsorsurvey-ResultSettingswithheader
The comparison for the various settings available. 

Conclusion

Again, all surveys have different options but the differences are relatively small between Microsoft Forms, Google Forms and SurveyMonkey.
SurveyMonkey has some interesting options, such as a limit on the number of responses, suggestions for questions, and the SurveyMonkey Genius which gives an estimated time to complete and suggestions for the setup of the survey. (Under “Preview and Score”)
The SharePoint options appear to be a different animal altogether. They have their uses though, as mentioned in my earlier post.

Special Thanks!

During the writing of this post some more info about Forms was made available:

Thanks to David Lozzi for blogging about changing the colour scheme of a Form, which I have done by accident without realizing its effect. 🙂
Thanks to Noah Sparks for sharing the info about a recently introduced option:  transferring ownership of a Form. 

Experience the surveys yourself! (and help me)

You can still check out and complete the surveys below, to have an idea of their look-and-feel. Please do not use real data, as I will use the inputs only for demonstrating how results will be displayed:

Forms

SurveyMonkey  (will close after 100 responses – limitation of the free version)

Google Forms

In my next post I will focus on collecting the responses and how results are being displayed.

Image courtesy of Geralt on Pixabay.

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Forms or Survey – that’s the question

feedbackA few years ago I wrote a post “What SharePoint can learn from SurveyMonkey” and it is now time to revisit.

With the introduction of Forms in Office365 I was curious how the various survey tools compare. As a SharePoint List can also be used to collect information, I have added that as well. It has some special characteristics that could make it a good choice in some scenarios.
I have some personal experience with Google Forms, and Forms is rumoured to be based on that, so I have added that to the mix as well.

So these are the 5 options compared:

  • Office365 Forms
  • SharePoint Survey
  • SharePoint List
  • SurveyMonkey (free version)
  • Google Forms

What did I do?

I have created a 10-question survey based on the 8 basic Q&A options of Forms.
Then I recreated the same survey in the other tools. In cases where there was not a straightforward solution, I tried to find a workaround.
I have not applied branching logic, as I already have a lot of information to share.

In a next post I will look at the general settings per survey. Can you change the colour scheme, can you add a logo, how do you start or stop a survey, etc.

Finally, and this will also be another post, I will compare the ways you can see and manage results. How are results displayed, can you export them to a spreadsheet, is there any way you can filter results or have different options to display them?

Questions and Answers

Forms has 8 Q and A types, but some of them can be used in different ways – e.g. a Choice question can be a one choice only (radio button) or a multiple choice (check boxes), and the Text can be a short text, a long text, and a number.

The Net Promoter Score has recently been added but I personally think it is superfluous (it can be replaced with a Rating scale) and also annoying to receive. However, there is something special about it which I will share later. 😉

Experience them yourself! (and help me)

Please check out and complete the surveys below, to have an idea of their look-and-feel. Please do not use real data, as I will use the inputs only for demonstrating how results will be displayed:

Forms

SurveyMonkey  (will close after 100 responses – limitation of the free version)

Google Forms

Results

I have captured the results in the picture below. You can also view/download this as Excel. You can use and edit it, but I would appreciate if you would mention my name if you share it outside of your organization.

Legend:

  • Green/Yes: Available by default, although it may have different names
  • Orange: Available with a workaround
  • Red/No: Not available
SurveyComparison-QandA
The results of the comparison of Question and Answers.

Conclusion

No two Survey tools are alike. Duh!

In general, the SharePoint options appear to be most different and the most limited, but they can be useful, especially when used within an organization, for which they have been developed:

  • They have more Q and A types (e.g. currency, People and Groups lookup, a lookup from an existing list, Managed Metadata) which may be needed now and then. The List also has Calculations and Site Columns to select from.
  • They can detect unique values, which is essential in case you are collecting unique numbers, such as machine, procedure or invoice numbers.

SurveyMonkey has a few annoying limitations in the free version, such as max. 10 questions, the lack of a “number” option or the absence of a description field for each question. But it also has some very nice things:

  • Add answer options in bulk to Choice questions – nice when you have many answer options
  • Display a large number of answer options in columns rather than a long list
  • Ask to “tick at least x options” in a multiple-choice question

There are some differences between Forms, SurveyMonkey and Google Forms. But in general, you can create decent survey questions with all of them.

What are your thoughts? Or do you prefer to wait until I have completed the comparison?

Image courtesy of Geralt on Pixabay.

Reaching beyond the usual suspects

IntranetNowBlogheaderOn October 5 I participated in IntranetNow in London. I presented there, and thought it would be nice to create a write-up in my blog, with some images from my presentation. If you prefer the PowerPoint variety, please check out my presentation on the IntranetNow SlideShare.

What brought this on?

Recently we introduced a new intranet (Publishing and team sites) to the organization.

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A overview of the old (left) and the new situation (right). Lots of changes!

We went from a SharePoint 2007 environment on-prem, to SharePoint Online in the cloud. That alone was a big change.

Our old platform was created 10 years before, when the organization was still very decentralized, and people could do on the platform whatever they wanted (which they did) as long as they did not break it (which they did…sometimes 🙂 ).
The new intranet is strictly governed, as there is now a strong central Security and Compliance team, strong Enterprise Architecture, many Governance Boards and Steering Committees and of course our new landlord Microsoft, and they all tell us what people can do and what not.

Additionally, we went from being one large company to two companies and we reorganized as well.

Challenges

We knew we were going to make a big change, so we secured the help of our “usual suspects”, a small group of people active on Yammer, and a small group of active content owners. They kindly agreed to be our Champions, helping us launch the new intranet to their circles of influence.

However, many of them left the organization during the project, or moved to another job, due to the reorganizations. So we were left with an even smaller group of “usual suspects”.

We tried to make up for it by increasing the communications:

  • Yammer messages and YamJams
  • News articles and Newsletters
  • Webinars with demos and question time
  • Local sessions to inform people
  • Emails to site owners
  • Creating training

But well, you know how it goes:

  • People do not always read or act upon communications
  • People only learn when they have a need, so many people left the learning until they had their new intranet and their new site(s).

So despite our efforts, this is more or less how people reacted when they saw their new tools for the first time:

Chaos wallpaper2.png
Sadly I do not know the creator of this wonderful image, but I have used it anyway since it is the best I could find to depict the response of the audience…

People were confused, did not know where to find their content, how to manage their sites, how to navigate, etc.

Action needed!

Well, if you want to implement a new effective digital workplace, this may not be the best response. So we introduced a new role into the organization: the Adoption Consultant. It is their role to make sure that employees

  • know what the DW is,
  • can use it to their advantage
  • and like it, so they will promote it and help others use it

Within this organization, the DW consists of the Office 365 suite plus a few other tools available for all employees.

So we are currently embedding this process into the organization:

Blog-cycle
The Process
  • There is a UX manager who runs a survey with 1/12 of employees every month, asking for user feedback about all IT tools and services.
    There are other sources for feedback (Yammer, support tickets, etc.) but the survey is the most formal one.
  • He turns the responses into usable data and insights.
  • If something relates to the Digital Workplace, he asks the Adoption Consultants to help with it. They determine which remediation actions need to be taken.
    New functionality will also be handled by the Adoption Consultants, as some projects have the objective to “get the software installed on people’s machines” without thinking beyond that point…
    So they think about whether extensive communication and training sessions are needed, or if a link to the help materials of the vendor is sufficient, or anything in between.
  • By implementing those actions it is expected that the complaints and remarks about this topic will be reduced.

Yeah, interesting picture, but what does that mean in practice?

Users: “I can not find anything on the intranet”

UX Manager: “We have found that “I can not find anything on the intranet” is in the Top 3 of complaints for the past months. Adoption Consultants, would you please look into this”?

Adoption Consultants:  “What does it mean exactly, “I can not find information on the intranet”? Do people not know how to search? Are they looking for information that is not there? Do they not know how to navigate?”
* arrange interviews with a selection of complainers*

Adoption Consultant: After some discussions I think

  • We will need to create a campaign to inform people about the options available in Search.
  • We need to suggest to this department that they properly archive their outdated procedures and provide more meaningful and descriptive titles and tagging for their current content.
  • We need to discuss federating SharePoint Search, as some people appear to be looking for content which lives in our IT service system.

What else have we done so far?

  • We have given “Digital Workplace roadshows” in various locations across the world, explaining what the Digital Workplace is and how people can best use it. These have been received really well.
  • We have started a campaign about the different options of Search, update your profile, etc.
  • We manage a “Digital Workplace” group on Yammer as THE place for discussion. This is really well-used and popular.
  • We have created procedures to communicate consistently about projects that bring new functionality to the organization, using consistent channels (such as that Yammer group).
  • We are working with local focal points as they know more about their specific situation.

What are the results?

As we have only started this role last July, we have not accomplished a reduction in unfavourable feedback from the employee survey. But we have achieved a few things:

  1. Through the roadshows, we have met a number of new enthusiastic content owners, willing to help their circle of influence with the new Digital Workplace
  2. Interviews with colleagues who responded in the survey have revealed unexpected and useful feedback.

And that survey…we will do our best to improve the results over time!

My personal gems from IntranetNow

GemsOn October 5 I participated in IntranetNow, and a wonderful conference it was!

There were plenty of interesting and enjoyable presentations but below are the ones that resonated most with me:

1. An excellent Yammer use case

Baxter Willis of WM Reply shared a great Yammer use case from one of his clients, drinks business Diageo.
Apparently they have an archive of all bottle types, advertising materials, recipes etc. Nobody was really aware of that department, until recently. They are digitizing their content and the archivist posts something interesting on Yammer every day, e.g.
“Did you know that Pimm’s has been associated with Wimbledon from the 1930’s?” accompanying a picture of a nice old newspaper ad proving her point.
This lady is now the toast of the company and her Yammer group is very popular.

I like this because it is another easy way to share knowledge, which would otherwise be hidden in the archive. Posting it on Yammer costs nothing more than 5 or 10 mins a day. It helps the Marketing and Social Media people in their current work by giving them new insights to the company and its history.

The new Smirnoff label is now based on earlier labels throughout time, and this is also caused by this work!

2. How to get feedback from your employees

Emma Morrison and Usman Hasan of Hyde discussed the their intranet redesign, based on feedback sessions with their employees.

What I liked about this is that they used a simple but effective approach of lunch sessions, and shared their learnings.

The “let them rant” or “whine and dine” idea resonated with me, as I have also found that sometimes people just want to vent, sometimes not about the intranet itself, but about related things.
In my situation I have heard from several annoyed people who had been handed over a team site due to reorganizations – either because they had a new role and the team site came with it, or because the previous owner had moved on. Someone else’s team site can be quite hard to handle as the setup and especially the permissions are not always documented or intuitive.
I have learned that the best way to help them is to go through their site together, trying to make sense of it (looking at site contents, checking permissions), rather than trying to defend something or taking it personally. 🙂

3. Improving an intranet with no budget

Janet White shared her approach to improve an intranet with very simple means and no budget. Anyone who can get good results with creativity and elbow grease, rather than money, is my hero!

Using simple tools like card sorting, tree testing and talking to users helped her to improve the navigation of the intranet (better labels and better structure) and some of the content.

Note

I have linked to the Slideshare versions of the presentations as I expect the information on the IntranetNow website will be replaced next year.

Image courtesy of Aasimshaz

The new SharePoint app for iOS

spapp (2)I am not the most frequent user of the SharePoint app for iOS. Nonetheless, I am currently test-driving the new SharePoint app.
I saw the request for testers for the new app mentioned on Twitter a few weeks ago, emailed my interest, and last week I was invited to download it.

Getting started

I downloaded the app via Test Flight and replaced my current app with the new one, which was pretty seamless without another sign-in.
If you are curious…the SharePoint app in the regular App store is still the current one.

The current app has 5 navigation items; the new one has 3.
The items “Links”, “Sites” and “Persons” have been incorporated into a new item called “Find” which is an overview of your content and activity.

So, let’s discuss those 3 new items, shall we? Unfortunately everything is in Dutch and I have not found a way to change the language in the app, but I will explain.

 

Find

This is the landing page and it is an overview of content, sites, persons etc.

IMG_0119
New app: An overview of content on the page and 3 navigation items at the bottom.

The chapters are:

  • Search – for the search box
  • Quick access – these are recently visited items
  • Frequently visited sites – clicking on “More sites” shows you all sites in Card setup – unlike the current app which shows only an icon
  • Persons that you work with – which makes it painfully clear I am all alone in my tenant 🙂
  • Recent documents – documents I have recently created or modified
  • Links (not shown here, you need to scroll down) – which merely links to my no-longer-supported external website and my main team site. I do not see much added value in this chapter in my tenant, but I think this should be comparable to the Featured Links on the SharePoint landing page in the browser.

The new Sites page (with tabs on top: Frequent sites, Followed sites, Suggested sites) displays cards, just like the browser:

20180728_111726662_iOS.png
Sites are shown as cards, just like in the browser.

The old Sites page (with tabs Frequent sites and Followed sites) looks rather dull in comparison:

IMG_0370
The current app displays sites just with the icon. Look at the bottom for the old navigation menu with 5 items.

 

News

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News landing page

The News overview comes from the Modern pages and is taken from the SharePoint landing page.

App-NewsinBrowser
This is News as I see it on the SharePoint page in the browser.

If you open a News item in the app, you will see this:

IMG_0118
News item. You can like, comment, share and bookmark

This is the same as the News page in the current app.

I expected to be able to swipe or scroll through all News items, but you can only view the next item when you click the back arrow and go back to the News landing page.

Me

The third navigation item is Me

IMG_0121.PNG

This has two tabs:

  • Recent – content I have recently viewed, created or modified)
  • Saved – everything I have bookmarked.

From this page I can go to My Profile, which shows some more recent files and emails

InkedIMG_0123_LI

There is also a Gear Wheel at the Me-page which leads to personal and app settings.

IMG_0124

Sites

Of course I am very interested to know what is behind the Site cards. So I opened the Summary Links site:

20180728_142846132_iOS

This is the same as the current app. By default you see latest news and activity.
Clicking Home in the menu leads you to the Homepage as you see it in the browser, so the Homepage is not the first page you see when opening a site in the app. Weird…unless Microsoft thinks that the site Homepage is losing relevance – which would save site owners a lot of hassle in “designing a homepage”. (My Homepages are still Classic btw – does it make a difference if you use this with Modern Sites?)

Viewing documents in sites is easy, but you will need the OneDrive app.
If you want to edit a document, you will also need the Word, Excel and PowerPoint apps.

What do I think?

I like the fact that the app has become slightly more compact. That “Find” page is quite useful as it gives you a quick overview of relevant content. It is a mix of the Office365 landing page (which I would appreciate as my browser homepage any day) and the Delve “Me” page.

I would have liked to scroll or swipe through all News, to catch up with everything in one go. The home sofa is an excellent place to do that; I know from peers that making company news available “at home” has resulted in peak views in the evening as people  prefer, or have more time, to read news at home.
I can imagine that the News tab alone is enough reason why people would want to use the SharePoint app.

For the rest, I can imagine this is a useful app but I am a bit surprised that this needs to be tested. It does not differ that much from the current one. Are all Microsoft apps being tested this way? Or have I missed something in the functionality?

 

 

SharePoint Holmes and the elusive Link

HH-header

“Users can not access links”.
What a boring title, I thought when this incident was assigned to me. But, as usual, there was a twist to it.

The case

Several users of a local site received a “you do not have access” when they clicked a link that was added to a news item on the homepage. This link directed to a pdf-document.  According to the site owner, they should have access.

So I put my SharePoint Holmes Admin Hat on, and dove into the site.

The investigation

The homepage contained an Announcement list in Newsletter Style. The text “read more” (I know, not the best way to name a link) led to a pdf in a document library in the same site, called News Documents.

HH-Local News
The Local News list. “Read More” should take you to a document.

The News Documents library contained 2 items.

HH-NewsDocuments
The News Documents library
HH-NewsDocumentsLibrary
The 2 documents

The document library inherited permissions from the site.
The audience included myself, so I decided to take a look as my “normal” self.

Yes, I could access the page. But when I clicked on the link “Read more” I got a “Sorry, you don’t have access to this page”.

I looked into Site Contents and saw that the library contained 2 items, but when I opened the library, I saw no documents. Hmmm.

HH-Library-user
As a normal user, I can see the News Documents library contains 2 documents.
HH-emptylibrary
As a normal user, I do not see any documents in this library.

I went back into admin mode, and checked again.

  1. I checked the link on the homepage – was it perhaps a broken link? No, it looked solid and led to the pdf without further ado.
  2. Did the documents open in browser by default, which might hamper the opening of a pdf? I checked the Advanced Settings but it opened by default in the client.
  3. Had the documents been checked out? No, I did not see the green tell-tale mark.
  4. I wanted to take a better look at the views, to see if those could tell me more.  There were rather a lot of columns in the default view, so I had to do some horizontal scrolling to get to the Views link.
    “Draft” I suddenly noticed in the right-hand column.
    “0.1” I saw in the column next to it. That column was called Version.
HH-FullDocumentLibrary
I had not seen the “Version” and “Approval Status” columns in my earlier investigation…

AHA.

The solution

In the Versioning settings I noticed that content approval was enabled, and only people with approve permissions and the author could see drafts.

HH-ContentApproval
The Content Approval settings

Both documents had never been approved and were therefore visible for only a few users.  Everyone else got a “you do not have access” as for the majority of users, these documents were not yet accessible.

That explained why I could see it as an admin, but not as a normal user.

The site owner was not aware of the versioning as he had inherited the site. When I explained, he decided to turn of the content approval as that was not really needed for these documents.

Another issue solved! Now would you classify this as a document management issue or a permissions issue?

Image courtesy of vectorolie at FreeDigitalPhotos.net

91 ways to display Summary Links

SL-headerYou can use Summary Links to display links on a SharePoint page.
It appears to be a forgotten web part. Microsoft has written support information about it for SharePoint 2007 which is still mostly correct today, so it appears not to have changed since launch.  I have not found many blogs about it; even Greg Zelfond did not mention it recently when he explained the various Links options in SharePoint.

I have always preferred the Links List, since that allows all the flexibility of a list AND you keep the data if you remove the web part from your page or mess up the view. Additionally, if you remove a link it will go to the Recycle Bin.
My main concern with Summary Links is that it only exists on the page, so if you accidentally delete a link or the web part you have to start all over again from scratch. However, it has its uses:

  • When you want to add icons or pictures to your links
  • When you need multiple columns, e.g. as a footer on your site
  • When you want the links list to make a visual difference to your page

Adding the web part

Click the Gear wheel and select Edit Page from the menu.
Click the zone where you want to add the web part. This will often be the Right zone or a Bottom zone if you want to use it as a footer, but it can be anywhere you want.
Click “Content Rollup” in the web part gallery and you will see Summary Links.

SL-webpart gallery
The Summary Links web part can be found under Content Rollup

You can edit the title of the web part, hide it, and do the usual things via the web part menu. Adding links and groups and changing style are done in the web part itself.

SL-Webpart config
All “work” on the content is done in this Edit view

Adding links

If you want to group your links, it is best to create your groups first so you can add any new link to an existing group immediately. You can select a style later.
Adding a link gives you the following screen:

SL-New Link
The New Link screen.

You can either browse for pictures or for the items you want to link to (e.g. pages or documents that live in your site or site collection) or you can paste the URL’s.

How to change the styles for links and groups

Now, suppose you have some links added to your web part and you are curious to see how they display on the page. Click “Stop editing” and see what your page looks like. The default setting is quite good, but there are other options.

To change the style, put your page in Edit mode again, go to the web part and select “Configure Styles and Layout”.
You then get the screen below which allows you to select one of 13 Links styles and one of 7 group styles. That’s 91 combinations to choose from!

SL-configurestyles
You can change the default style of newly added links, but also change all existing links in one go.

To save you time, I have created a Summary Links web part and tried all styles and groups. They are in the file below so you can easily scroll through them to see

  1. What the web part itself looks like (left)
  2. How the page looks with this style (right). The size of the web part will vary greatly depending on the style chosen and the rest of the information on the page, so this is a factor to reckon with.

Please view in full size!

Save a copy!

Once you have added all your links, and you are happy with the end result, it is wise to create a copy in case you need a restore. You can do that via Edit page > Open the web part menu > Export. You can then save a copy to your PC and/or in your site.

Enjoy the variety! What is your favorite style?

Image courtesy of atibodyphoto at FreeDigitalPhotos.net