Once you have installed the app, you are able to create Fabulous Surveys for your Jira instance.
Any user working with the plugin for the first time must "allow access" from the plugin to the Jira instance
Configuration
Basically, the plugin provides several layers of configurations:
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)
Please note
In the information section declared which SMTP configuration is used for all campaigns by default, Please check the message 'Used default…' (support@together4apps.com) or 'Used custom…’ (your SMTP config) this configuration might be overridden directly inside the campaign SMTP configuration.
If you delete your custom SMTP configuration, the plugin switches to using the native one.
If you deleted or changed the Global SMTP configuration for the existed campaign, it anyway will be used on the campaign configuration layer, until you change this. Please follow the SMTP campaign configuration section to get more details.
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:
Please note
To save your changes for any section tab, please click Save button before switching between tabs or exit.
In the email configuration section, you can specify how and for whom the survey email will be sent.
Field | Value | Description |
|---|---|---|
Recipient | Reporter (default) Assignee | The email recipient will be taken from reporter, assignee or |
Rating type | Stars (default) Smiles Numbers Link | Rating type will be used as part of the email body instead of mask     |
Rating size | From 5 (default) to 10 Applied only for: stars, smiles or numbers | Rating size will be used together with selected rating type as part of the email body instead of mask |
Rating color | Black, Blue, Coral, Cyan,Deep Pink, Green, Red (default), White, Yellow Applied only for: stars, smiles or numbers | Rating color will be used together with selected rating type as part of the email body instead of mask |
Email subject | Text: default value → | The subject of the survey email. Also, the next masks might be applied inside: |
Email body | HTML: default value -> Dear @@person@@,
<br>
<br>
We have completed work on the issue @@issueLink@@,
<br>
please rate our service.
<br>
<br>
@@ratingType@@
<br>
<br>
<p style="color:red; font-weight:bold;">
Please don't reply to this email
</p>
| To build the body of the survey email, you can use base HTML tags as |
APPLICABLE MASK TYPES
Mask | Description |
|---|---|
| Name of the email recipient (for the custom recipient without Jira name will be used xxx prefix of the email (e.g: xxx@mail.com) |
| Issue key |
| Issue summary |
| Issue assignee (display name) |
| Issue reporter (display name) |
| Issue type |
| Project key |
| Issue created date in the format |
| Issue updated date in the format |
| Issue status |
| Issue description Please note: Additional formatting will be presented as text symbols. We recommend using this pattern only with the text without field formatting. |
| Issue link (displayed as issue key) |
| Dispalyed as a sum of the fields Rating type + Rating color + Rating size. |
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.
Field | Value | Description |
|---|---|---|
Survey description | Type Text default value ->
| Description message for the survey form. Will be displayed below the rating selector. |
Add comment if the rating | Type Condition default value ->
| Condition to show the additional feedback input text field if the rating value is less than the selected value. |
Label for a comment if the rating is less than the selected value | Type Label default value ->
| Label for the input text field that appears if the rating value is less than the selected value. |
Thank you message | Type Text default value ->
| Message will be displayed after survey form will be send |
Add question | Type Button | Type of the survey questions that can be added to the form specified in the Question types section. |
Edit question | Type Button | Edit current question. |
Move up question | Type Button | Change current question position before to an above question. |
Move down question | Type Button | Change current question position after to a below question. |
Delete question | Type Button | Delete current question. |
After clicking Add question button, the form will be displayed:
QUESTION TYPES
Field | Value | Description |
|---|---|---|
Question | Type text | Question for the survey form |
Required | Type toogle | If required selected, the question answer should be provided to submit the survey form |
Active | Type toogle | If active selected, a field will be displayed. Has priority under the required. In case of required=true and active=false field not be displayed so the form will be submitted. |
Type | Type Select Radio, Checkbox or Text | Type of the question. Checkbox → multiple applicable answers from the options list. Text → input field text for the answer. |
Add option | Type Button | For the Radio type at least two options should be provided For the Checkbox type at least one option should be provided For the Text type option will not be applied. |
Option | Type Text Applied only for: Radio or Checkbox types. | Option for the corresponding type. |
Delete option | Type Button | Delete option from the list |
Please note
DO NOT FORGET TO CLICK Save BUTTON UNDER Survey TAB SECTION AFTER THE ALL QUESTIONS ADDED BEFORE CLICKING Exit
SMTP
The campaign SMTP configuration overrides the global or the default SMTP configuration. Please check the next examples to understand how this section works.
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.
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.
Field | Value | Description |
|---|---|---|
Email link expiration time types | days (default), hours, minutes, seconds | Time types for the field 'Email link expiration time'. e.g. if selected days and value 30 from the email link expiration time, the link will be expired after 30 days. |
Email link expiration time | number (30 default) | Number value for the time types |
Resend email if link expired before it was used | true/false | If TRUE, a survey will be resent after the expiration date happened with the new expiration time interval. |
Send survey once per issue | true/false | If TRUE, a survey will be send only once per issue for all recipients. e.g. Survey should be send for the Bug type when it’s status changed to Done. But for some reasosns the ticket back to the status In Progress and again to Done. If value is TRUE the survey will be send only for the first case. |
PLEASE NOTE
The expiration time stored directly as part of the survey link (in JWT token), so changes in the expiration time section have affect only for the survey link before it was sent.
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.
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.
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:
Admin (default) → only users who had the role '
ADMINISTER_PROJECTS' can have access to the page or functionality.All → any Jira user can have access to the page or functionality.
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:
You can specify several custom fields for the one issue, recipients will be collected from all of them.
In the Surveys Analytics, Preview or Responses interfaces external email will be displayed with the 🌎 at the beginning, for internal with 🏢.
Please note:
Depending on the type of user email (internal or external) survey link in the email will follow one of the sites for the survey form. For internal Jira users, it will be a link back to your Jira instance, for external it will be https://surveys.together4apps.com. We recommend using external users for external emails only. Internal Jira users must be logged into Jira before submitting their feedback, while external users can submit feedback if they have a direct link to the survey form from an email.
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