Reporting periods for ongoing surveys

When you create a survey, you can toggle on Enable AI for Reporting during Step 2: Settings.

This gives you access to a range of time-saving AI-powered features in your reports section:

  • Insights Dashboard: Includes an overall summary of your survey results and a high-level view of what's working well and what needs some work.
  • Text Analysis Report: Includes topic and sentiment analysis, question and topic summaries, and detection of sensitive comments.
  • Suggested Actions in the Actions tab: A mix of quick wins and long-term actions you can take to make progress towards areas identified as needing work.

If you toggle on Enable AI for Reporting for an ongoing survey, you'll be prompted to enter an additional field: Reporting period.

Suggested actions, AI summaries for the Insights Dashboard and the Text Analysis Report need to be generated periodically. They won't be updated as soon as a new response comes in. So you'll need to choose how frequently you'd like to generate them.

You can choose from:

  • Fortnightly
  • Monthly
  • Quarterly
  • 6 months
  • Yearly

At the end of your reporting period, the AI summaries will be generated. An email will be sent to the Survey Creator and Survey Administrators notifying them that they have new summaries to review.

Example of the process:

  1. You create an ongoing onboarding survey.
  2. You toggle on Enabled AI for Reporting and set your reporting period to Monthly.
  3. You publish your survey.
  4. Eight participants complete the survey during the reporting period: 01/03/2024 to 01/04/2024.
  5. At the end of the reporting period, summaries are generated for the Insights Dashboard and the Text Analysis Report based on the responses of those eight participants.
  6. Five participants complete the survey the following month: 01/04/2024 and 01/05/2024.
  7. At the end of the reporting period, summaries are generated for the Insights Dashboard and the Text Analysis Report based on the responses of those five participants. The latest summaries replace the previous ones.

If you have no participants or not enough participants during a reporting period

There are two scenarios where the summaries may not update at the end of your reporting period:

  • There were no participants during the reporting period. In this situation, no new summaries will be generated.
  • There weren't enough participants during the reporting period. If you are running a confidential survey, the minimum threshold will apply. This means if there are less than 3 or 5 participants (depending on your survey setting), you won't be able to see their responses to protect their identity. When this happens, their responses will be held back until there are enough participants to meet the threshold.

Example: Not enough participants

  1. Eight participants complete the survey during the reporting period: 01/03/2024 to 01/04/2024.
  2. At the end of the reporting period, summaries are generated for the Insights Dashboard and the Text Analysis Report based on the responses of those eight participants.
  3. Two participants complete the survey the following month: 01/04/2024 and 01/05/2024. This is below the threshold.
  4. At the end of the reporting period, summaries are not generated. Those participants' results are held back.
  5. Three participants complete the survey the next month: 01/06/2024 to 01/07/2024.
  6. At the end of the reporting period, the participant's results that were held back are bundled with the three new participants to bring the number up to 5. This meets the reporting threshold. Summaries are generated for the Insights Dashboard and the Text Analysis Report based on the responses of those 5 participants.

💡Will the Survey Creator and Survey Administrators still get an automated email at the end of the reporting period? No. The automated email is only sent to notify them that there are new summaries to review. If there are no participants or not enough participants during a reporting period, this means there are no changes to the current summaries. Therefore, no email will be sent.

Applying a date filters to reports for ongoing surveys

The latest reporting period will apply to all of the survey's reports by default.

If you want to view results for a different period, you can use the date filter but if you have AI for reporting enabled, it will not apply to the following sections:

  • Insights Dashboard
  • Suggested Actions within the Actions tab
  • Question and topic summaries in the Text Analysis Report

These sections will continue to show data for the latest reporting period. They cannot show data for custom date periods or past reporting periods.

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