Configuring Fabulous Surveys

Once you have installed the app, you are able to create Fabulous Surveys for your Jira instance.

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Configuration

Basically, the plugin provides several layers of configurations:

• Global Surveys SMTP configuration

• Campaigns Settings

  • Survey Campaigns

    • Email

    • Survey

    • SMTP

    • Trigger

    • Periodicity

    • Direct

  • View Permissions

• Users for survey Custom Field

let's look at each of them.

Global surveys SMTP configuration

By default, the plugin uses our native SMTP server to send survey emails. There are some limitations, in that case, recipients achieve emails from the next address: support@together4apps.com

If you would like to change this address or use your native SMTP server, you can configure this by the next path:

Go to: Apps (top navigation menu) → Manage your apps → Global surveys SMTP configuration (left side menu)

If you delete your custom SMTP configuration, the plugin switches to using the native one.

Campaigns Settings

A campaign might be created only within the scope of some project. You might have several campaigns per project. This interface is available only for site admins who have access to the ‘project settings’ section.
Go to: <Your project> → Project Settings (left menu) → Campaigns Settings (left menu)

You can configure Survey Campaigns or View Permissions in the scope of the corresponding tab.

Survey Campaigns

To create a new campaign click the button ‘Create campaign' and provide a unique name for the campaign and click 'Create':

In the campaigns table, you can modify a status (active/disabled), and edit or delete a campaign.

To make the campaign active/disabled just press it status button.

To edit the default campaign configuration click the Edit button:

Email

In the email configuration section, you can specify how and for whom the survey email will be sent.

Survey

In the survey configuration section, you can specify how the survey answer page will be looked after the recipient clicks the rating selector or survey link from the email.

After clicking Add question button, the form will be displayed:

SMTP

The campaign SMTP configuration overrides the global or the default SMTP configuration. Please check the next examples to understand how this section works.

1. GIVEN -> The global SMTP configuration is a DEFAULT. WHEN -> created a new campaign its SMTP configuration also will be the DEFAULT. THEN -> the global configuration changed to the custom one, but the campaign configuration was left in the DEFAULT.

2. GIVEN -> The global SMTP configuration is a CUSTOM (on the campaign level it's called a GLOBAL). WHEN -> created a new campaign its SMTP configuration will be a GLOBAL. THEN -> the global configuration changed to some new value, in that case, the SMTP campaign configuration switched to the CAMPAIGN state, as its value is different from the DEFAULT and the GLOBAL.
   Regarding these examples, you may notice that the campaign SMTP configuration copies the value from the global SMTP configuration when it's created and store this state until it will be changed directly inside the campaign.
   The campaign SMTP configuration might be in the three states: CAMPAIGN, GLOBAL, or DEFAULT. The state can be downgraded from the CAMPAIGN to the GLOBAL (if the global config exists) or to the DEFAULT by clicking a Delete button.

The campaign also can be upgraded to the GLOBAL state if it’s state the DEFAULT and the global config exists by clicking Upgrade to global button.

To quickly check current SMTP status you can use information from the campaigns list under the campaign name.

Trigger

The trigger section should indicate the status of the issues by issue type when the survey is sent.

Periodicity

In this section can be defined expiration time for every survey link (token), should a survey be resent if the link expired or not, should whether a survey is sent only once per issue.

Direct

In this section, you can switch on/off direct on-site surveys without email notification. The link for the configured surveys will be available from the issue interface. Email, SMTP, Trigger and Periodicity functionality will be ignored. Please note: only one answer per survey per issue can be left for this mode.
If the issue already has an answer for the survey campaign even if it was answered by the email link, the direct mode survey will be calculated as passed. Also in this mode can be added a workflow condition, to restrict moving an issue to some status until survey(s) is/are not passed.

Configuration:
Switch to the tab Direct into the Campaign configuration interface and switch on the direct mode, press Save:

The campaign from the campaigns list will be marked with ON SITE label.

Go to: Configuration → Issues → Workflows → Your project active workflow → Edit

Select: Diagram → Arrow for the status where will be restricted to move without direct survey answer → Conditions

Select Add condition.

Select: Survey allow go to condition and push Add button.

Check that condition in the list, and push Publish draft button:

Using:

Go to the project issue and push Answer on surveys button:

In the list, you can see the surveys campaign which should be passed to unlock ticket movement into review status. Select the survey link from the list and finalize the survey. It will be opened in

the new tab.
When the survey will be completed, reload the issue page. The surveys list should be empty, the answer should be added to the Activity screen, and movement to the issue status will be available.

View Permissions

In this section can be defined who has permission to view ‘Survey Responses’ or ‘Survey Analytics’ for all project campaigns, ‘Survey Answers’ and ‘Average survey rating' on the issue layer, and who can 'Force send' survey from the issue layer.

For every section available one of the 3 options:

1. Admin (default) → only users who had the role 'ADMINISTER_PROJECTS' can have access to the page or functionality.

2. All → any Jira user can have access to the page or functionality.

3. Users → only users defined in the corresponding list can have access to the page or functionality.

Users for survey Custom Field

Allow specifying a custom list of internal or external survey recipients by creating a specific issue field.

To create a new custom field:

Go to: Issues → Custom Fields → Create custom field → Advanced → Search 'Users for Survey'

Click Next and specify a name and a description for the new issue custom field:

Associate the new field with the appropriate project screens and click Update:

Now the field is available in the custom field list and can be modified by clicking 'Contexts and default value':

To edit the default value click 'Edit custom field config'

By default, the field is configured to get a list of Jira users. This might be changed to a list of direct email addresses for internal emails, or for a list of external emails of users who don’t have access to the Jira instance.

For the default field configuration, when you click into the field in the issue interface, the next modal will be shown:

For the email list configuration:

As a result custom field will be displayed with the list of valid emails:

In the Surveys Analytics, Preview or Responses interfaces external email will be displayed with the 🌎 at the beginning, for internal with 🏢.

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