Anonymous Surveys are a great way for employees to speak their minds without fear or rejection or negative consequences. The intelliHR anonymous forms feature provides the ability to create truly anonymous surveys i.e. a survey completely separate from any kind of personally identifiable information and one from which respondents cannot be identified. This article will explain how anonymous forms can be created on the platform.
This article covers:
- How to Create Anonymous Forms
- Creating Anonymous Form Settings
- Adding Fields (questions) to your Anonymous Survey
- Preview your Anonymous Survey
How to Create Anonymous Forms
Creating Anonymous Form Settings
1. Navigate to Engagement >> Form Designs
2. Click Create Anonymous Form Design
3. You will then be prompted to configure the Anonymous Form Design Settings. The following details are customizable:
- Form Name: Visible to respondents and used across the system to identify forms.
- Category: A Form Design can be assigned to the appropriate category (i.e. Onboarding/ Training) or left as ‘uncategorised’. You can customize the list of categories to suit your business through the Settings menu.
- Email Address Type: Determines whether the form will be sent to the respondent’s Primary or Personal email address.
- Description: A brief note about the anonymous form design. This is not visible to respondents and is purely for your use.
- Audience Reminder Period: The number of business days after the issue date of the form that an email reminder will be sent to the respondent. We can’t send reminders to specific individuals as we don’t know who has and has not submitted a form due to anonymity. As such, we can schedule a reminder for all respondents to be sent a number of business days after the form is issued.
- Cutoff Period: This section specifies the number of business days before the form is due to be completed. After the specified number of business days has elapsed, responses will no longer be allowed. The cutoff will be at 23:59 on the final business day.
4. Click Create Anonymous Form Design to save and start adding fields to your new Anonymous Form Design (see Adding Fields to an Anonymous Form Design).
Adding Fields (questions) to your Anonymous Survey
Adding fields (questions) to your anonymous form is largely the same as adding fields to a standard intelliHR form design.
However, form-item library questions are not available because these would normally flow into other parts of the platform linked to a specific person. The following fields are also not available in anonymous forms as they could potentially identify the person completing the survey:
- Document Upload
- Performance Report Link
- URL
To add a field to your anonymous form follow the steps below:
1. Click Add Field. You will then be prompted to select a field type (see the table below for information on each field type).
|
Field Type |
Purpose |
Example |
|
|
Generic Fields |
Checkbox Group |
Allows the respondent to select more than one option from a list |
‘What do you enjoy about working here? Select all that apply’ |
|
Date |
Asks the respondent to answer a question with a date (this can be limited to a certain range through the form design) |
'Meeting Completed On:'
|
|
|
HTML Content |
This a highly versatile field that can contain images, videos, external links, or formatted text |
The organization's logo, a link to a policy stored on a document control platform, instructional text formatted with company branding |
|
|
Heading |
The title of a section - headings can be used to break up your form into sections |
'Achievements' (this will be above a question asking employees what they are proud of having done recently) |
|
|
Number |
Asks the respondent to answer with a number (this can be limited to a certain range through the form design) |
||
|
Radio Group |
Asks the respondent to select one from a set of options to answer the question |
"I have read and understood the document' (Yes, No, Help Required) |
|
|
Rating |
Asks the respondent to select from a set of options, each with an incremental value linked to each option |
'Please rate your direct report's teamwork against your expectations' (Below, Almost, Meeting All, Above, Exceeding all) |
|
|
Select |
Gives the respondent a list of options to select from a drop- down list |
‘Which of our company's benefits do you value most? Select from the list below’ |
|
|
Textarea |
Encourages the respondent to provide a longer free-form text response |
‘Please give a brief update on your progress towards your goals' |
|
|
Yes/No |
Asks the respondent to select one of two options to answer the question |
'Have you been introduced to your manager yet?' |
When you add a new field, you will have the option to customize a number of details. These will depend on the type of field selected. Common details include:
- Label – the question you need answering. It appears beside the field and should make it clear to the person completing the form exactly what information is required. Most fields require a label.
- Size – determines how large the label will be. It’s a good idea to maintain consistency unless you want something to really stand out.
- Options – the list of answers the submitter may choose from. Radio Groups, Ratings, and Checkboxes all require a list of options.
- Required – ticking this box makes the field a required one. The form cannot be submitted if the required fields are not completed.
2. Complete the required details to customize the field (this will depend on the field type selected).
3. Select Save at the bottom of the page.
4. Your new field will appear at the bottom of the list. To move it, drag the field up or down.
5. If you require a duplicate field, simply click Duplicate on the right-hand side of the field name.
Preview your Anonymous Survey
Once you have completed the creation of your anonymous survey you can preview the survey at any time by clicking Preview Form at the top of the editing page.