Hi!

Have you ever conducted a customer survey?

Questionnaires are a very effective way to understand customer awareness. However, if you want to conduct a simple, in-house questionnaire on a regular basis it is a fact that there are hurdles to overcome, such as the time-consuming process of obtaining the questionnaire results.

Today I would like to introduce a workflow application called « Simple Questionnaire » which I have created in order to solve such problems, that can automate the process from requesting a simple questionnaire to collecting it, creating raw data, and sending a thank-you email.

What you can do with this workflow App

First, let’s take a look at the workflow diagram of this Simple Questionnaire workflow App.

Workflow Diagram

In Questetra, as shown in the workflow diagram above, the work steps are processed in order from the Start item according to the arrow.

* For details on how to operate the workflow App, see the Try it Out section in the previous article How to Manage Appointments easily (Part 1).

The flow outline of how to use the Simple Questionnaire workflow App is as follows.

  • Enter the target address
  • A request email is sent automatically
  • When the prepared questionnaire form is filled out and submitted, a thank you email is automatically sent and the resulting answer is automatically saved.
What you can do with this workflow App

That is, you can automate the collection of questionnaires just by entering the information of the person you want to answer it.

Let’s look at how the flow progresses specifically in the order of the numbers shown in the workflow diagram.

  1. Start: <Start operation> Select the Simple Questionnaire workflow App from the list screen to start a Process (Issue).
  1. Enter Target: <Questionnaire destination input> Enter the company/organization name, name, and email address to which the survey will be sent.
  1. Send request: <Automatic transmission of questionnaire request email> A guidance email will be sent automatically based on the information entered in step #2.
  1. Parallel processing: The token goes to both the Title set and Questionnaire about usage icons.
  1. Title set: At this Step the Process Title is automatically set with the value set up in advance. Specifically, information such as Request sent, Company/Organization Name, and person’s name are inserted.
  1. 7 days: <Automatic closure of the questionnaire after 7 days> This is a timer that waits until 7 days after the Process was started.
  1. Title change: The Title that was set is changed automatically. At this step the word « Unanswered » is inserted automatically so that you can understand that the questionnaire has not been answered.
  1. Terminate End: When a token arrives at this task, the Process terminates even if another token separated by parallel processing has not reached its termination point. In other words, the Process ends when 7 days pass after the questionnaire is requested even if it is unanswered.
  1. Questionnaire about usage: <The questionnaire form stands by input> This is the questionnaire form. Its URL is included in the Questionnaire request email. When the answers are submitted, the Process advances to the next step.
  1. Title change: The Title that was set is changed automatically. At this step the word « Answered » is inserted automatically so that you can understand the questionnaire has been answered.
  1. Add raw data: <Raw data auto-generation> The answer to the questionnaire is automatically written into a Google Sheet.
  1. Thank you email: <Automatic transmission of Thank you email> An email with the contents (address, subject, body) set in advance is sent.
  1. Terminate End: As with #8, the Process ends even if another token hasn’t arrived at its end destination.

Creating an App from a template

Advance preparation

Make Questetra BPM Suite ready for use.

Workflow screen

* If you do not have a Questetra account, please apply for a free trial by clicking the button below. (Basic Edition does not support the App in this article. Please choose Advanced or Professional Edition.)

Downloading and importing a template

A workflow App is created by 1) Configuring the Workflow diagram, 2) Creating and setting up data containers, and 3) Setting up each Step in the Workflow diagram. Although this method is easy enough, using a template is a much easier way of creating an App, so we are going to use a template.

First, download the template of the Simple questionnaire workflow App by clicking the button below, and save it on your PC.

Then install the downloaded template file to your Questetra, and set it up to fit your use and your workflow App will be completed. See the link below for the details of how to import templates.

Import a Business App Template as a Workflow App to Questetra

Setting up the App

After installing the template, open the App editing screen to set up necessary items. The items we need to set up can be roughly divided into two categories; settings in the data containers and settings in Steps on the Workflow diagram. Specifically, follow the procedure below.

<Data Items Settings>

We are going to set up the Data Items, which are the containers of data. Create the questions in your questionnaire and the options to be answered. (These will be displayed on the questionnaire form.)

Data Items settings screen
Settings screen of each Data Item

<Settings in the Steps on the Workflow diagram>

We are going to set up 4 items here. I will explain in the order of the numbers on the Workflow diagram below.

Step icons to be set up

1. Settings in the Questionnaire request email

Set up the sender, the subject, and the body of the email.

Regarding the body, #{#q_company_name} means the Company/Organization Name that has been entered to the form will be inserted there. Likewise, #{#q_name} is the Name. Thus, rewrite the necessary part other than those.

Settings of the email contents

2. Setting the display of the Questionnaire form

Set up the items to be displayed/the items to be input on the Questionnaire form. Also, set the items that should not be shown to the answering person to No-display.

Form display settings

3. Settings for saving the raw data

With this template, we are going to configure it so that contents of the answers that have been entered into the Questionnaire form will be automatically saved in a Google Sheet. Therefore, set up the connection settings to Google Sheets and the information of the write destination. Also, set up which data to be inserted to where on the Google Sheet. First, set up the write destination such as the Google Sheet ID and the Sheet title in the Task settings window.

Settings for Auto-appending of raw data to Google Sheet

Click on the [Set up Setting] button to open the connection to Google Sheets settings window, and set it up so that it can connect to Google Sheets.

Connection to Google Sheet setting screeen

In the setting screen, enter the settings name to be added then get a token. At this time, you will be connected to Google and authenticated with your Google account. (You need to obtain a Google account if you don’t have one. Create a Google Account)

Add the Settings
Get a token for the added connection settings

« o (Refresh Token) » will be displayed so you can confirm that the token has been acquired and you are ready to connect.

Confirm the token has been acquired

4. Settings of the Thank you email

Here as well, set up the sender, the subject, and the body.

Regarding the body, #{#q_company_name} means the Company/Organization Name that has been entered to the form will be inserted there. Likewise, #{#q_name} is the Name. Thus, rewrite the necessary part other than those.

Thank you email settings

Activating the App

To activate the App so it is ready to use, Release it.

* See the following page for how to Release an App

Release the imported Workflow App as a Workflow system

Summary

In this article, I introduced a method for automating the implementation of a simple questionnaire using a workflow App.

You can create workflow Apps easily using templates as I explained. Please refer to this when creating other workflow Apps.

I hope you’ll try to automate your business with no code!

* Please apply for Free Trial if you don’t have a Questetra account. You can create one easily via the button below. (Basic Edition does not support the App in this article. Please choose Advanced or Professional Edition.)

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