What is Survey Journey?
Survey journey is another type of journeys which allows only one type of task that is survey, which is more like a questionnaire task. From the name itself it is very clear that purpose of this journey is to invite workers to participate in a survey, which is in the form of questions.
In this article, we will walk you through the steps to configure a survey-type journey. However, if you are new to journeys, we recommend that you first read the following two articles to gain a basic understanding of the concept.
- Learn Everything About Oracle Journeys Step by Step
- Learn To Configure And Use Oracle Personal Journeys
Configure Questionnaire for Survey Journey
Questionnaire is must to configure survey journeys as we already mentioned that it allows only one type of task and that is questionnaire.
If you do not have prior knowledge of questionnaire, please follow this article and configure a questionnaire as described below » Learn to Configure Oracle Questionnaires Step by Step with Screenshots
- Subscriber type for survey questionnaire should be either Journey Surveys or Touchpoints. In this article we are going to create a survey of type General, so subscriber for questions you are going to configure should be Journey Surveys. If you are interested to learn about Touchpoint Pulse Survey, you can go through this article » Learn to Configure and Use Touchpoints Pulse Survey
- Configure following three questions, this is for example only you are free to have your own questions.
| Question Text | Instructions | Question Type | Options |
| How Did You Hear About HCMFOLKS? | Can you please let us know how you first learned about HCMFolks.com? Did you discover us through a search engine, social media, a colleague’s recommendation, or another method? | Single Choice |
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| What Do You Like Most About HCMFolks.com? | We’d love to know what aspects of HCMFolks.com you find most appealing. Is there a specific feature, content type, or community interaction that you enjoy the most? Your insights will help us understand what’s working well. | Multiple Choice |
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| Areas of Improvement | Are there any areas of HCMFolks.com that you think could be improved? This could include aspects related to the user experience, content variety, community engagement, or any other suggestions you might have for making the platform even better. | Text |
Configure Checklist Template for Survey Journey
As we do for any other journeys, navigate to My Client Groups » Checklist Templates and create one as follows.
- Name : HCM Folks Survey
- Checklist Code : HCM_FOLKS_SURVEY
- Country : All Countries
- Category : Survey
- Survey Subtype : General
- Archive After Month : 12
- Purge After Month : 15
On Checklist: HCM Folks Survey page, update details as follows
- Status : Active
- Date From : 1/1/1951
- Archive After Month : 12
- Purge After Month : 15
On this page you see Configure Criteria section same as other journeys.
Configure Tasks for Survey Journey
Click on the Tasks tab and enter task details as follows
- Name : General Survey
- Code : GENERAL_SURVEY
- Status : Active
- Task Type : Defaulted to survey
- Questionnaire : AP Journey Survey Questionnaire <Select questionnaire you configured >
Configure Schedule for Survey Journey
Click on Schedule Allocation tab. This is a special tab only available for survey journeys. Here you define time period for which your survey journey is valid for. You control the validity using Start On and End Recurrence fields.
Enter following details in the Schedule Allocation section
- Change the Start On filed to first day of the current month.
- When you click on Repeat field you get list of different periods which denotes the schedule frequency. For example if you want your survey to to triggered to employee every month once, select option Calendar Month. Select
- Repeat on this day : Based on the value you select for Repeat field, you get different options for this field. Let’s say you want to send it on the last Friday of every month.
- End Recurrence : If you want to end the schedule after three occurrence keep the value to Number of occurrences
- After this many occurrence : Enter value 3 as we want it only three times.
- Number of Runs Per Period : Once per period
Enter following details in the Reporting Attributes section, this information entered in this section is useful for Touchpoints Pulse Survey.
- Analysis Period : 1 Month
- Threshold Score : 5
Once you enter all these details click on the Generate button and in the Period Summary section you will see the proposed schedule dates for your survey journey. You can uncheck any of those if you do not want to run any specific occurrence. Please also make a note of the Start Date and End Date shown against each period, we can assign this survey to employees only between those periods. If we try to assign this prior to 25th August 2023 or after 23rd November 2023, it wont work.
Complete Remaining Configuration
Although we are good to go, but we can give it final touch by doing some minor tweaks. Click on the Message tab and enter details as follow
- Title : Welcome to the HCMFolks.com Feedback Survey!
- Subtitle : Your feedback will help us enhance your experience on HCMFolks.com.
- Welcome Text : This survey will only take a few minutes of your time. Your responses will help us understand how you discovered us, what you enjoy most about the platform, and areas where we can make improvements.
- Completion Message : Thank you for taking the time to provide your valuable feedback about your experience on HCMFolks.com, the open community for Oracle HCM professionals.
- Background Image URL : https://i.postimg.cc/KjzDPyt9/Survey-Journey.jpg
- Thumbnail Image URL : https://i.postimg.cc/KjzDPyt9/Survey-Journey.jpg
Once done, click on Save and Close button.
Learn to Assign Survey Journey
In the previous step we only defined possible schedule for the survey journey but it is not assigned to any workers yet. To assign it to workers open Journey app and click on Explorer tab and search the journey we just configured.
Click on the journey name to open it. To assign it to workers click on the Assign Journey button. This page is very much similar to any other journey assignment page but there is an additional filed Repeat. Click on that and you will find following two options
- Never : This will assign journeys as per the date you enter on the field When to assign journey?
- As per schedule : If you select this option, journey will be allocated to employees as per the schedule we configured earlier.
For this exercise choose option As per schedule. In the Whom is this journey for? section select workers you want to assign this survey journey.
Finally click o Assign button, which will take you to Activity tab, which we have seen in the Personal Journey case. However, for survey journey, you won’t find any process details there in the Activity tab. This is because today is not the last Friday of the month and process has not run for even a single time (I hope this holds true even when you are reading this article).
Check Journeys Schedule Allocation
To find out where are our schedules for survey journey, navigate back to Checklist Template page. On this page click on Schedule Allocation tab as shown below.
Once you click on that Schedule Allocation tab, you will find one entry for HCM Folks Survey, click on that process name and it will give all details about the schedule like assigned details, initiator, status etc. If you ever need to stop or delete the survey journey allocation, you will need to reach out to this page.
Click on the Period Summary tab and probably you will see three same entries what we saw earlier while configuring schedule for journey. There wont be any Request id populated for these schedules and status would be Pending. You need to wait for the last Friday to come, but can you really wait that long?. Don’t worry I will not hold you that long.
Go back to Journey app and click on the HCM Folks Survey journey to open it. Click on Assign Journey button while keeping the Repeat field as Never.
In the Whom is this journey for? section assign it to any single person then click on the Assign button.
Please remember the date you select for the field When to assign journey? should be between the period start date and end date we have configured. If you get any error while assigning journey, change this date to last Friday of the month.
Verify Survey Journeys Allocation
Login as a person whom you have assigned the journey. Employee will receive a notification that reads You have a new survey – HCM Folks Survey. Let’s get going.
You can either click on that notification to start the survey or go to Journey app and find it from My Journey tab.
Once you complete the survey, you also see completion message we configured earlier.
Where do you see survey result?
It depends on the survey subtype we have selected while configuring the journey. If the type is general, we need to build our own BI report to get the result, otherwise for Touchpoints we get it through touchpoint dashboards.
Questions on Survey Journeys
Hope you have followed steps mentioned in this article step by step to successfully configure survey journeys in your pod. If you are facing any issue or have any questions, please ask your question now.
