Using the Surveys Module in Aptify

Created by Kevin Schmidt - HCPro, Modified on Thu, 9 Oct at 3:12 AM by Kevin Schmidt - HCPro

This solution doc describes how to create and publish a survey in Aptify that could be listed on the AHIMA Web site/store. The ‘surveys’ module in Aptify is used for surveys, Journal and CodeWrite quizzes, Webinar CEU quizzes, Certifications Self-Reviews, Workforce Groups, and more.

Aptify Surveys are compared to components of a tree and are created from end to start:

Create Answers
Create Questions
Root Survey Question
1. Assigning
2. Adding
Build Survey Tree
Create Answer Key
Assign Survey to Product
*Create a Product (if needed)
Assign Survey to Recipient List
Adding Survey to the Web Store

Create All Possible Answers

1. In your Aptify Folder List, go to the Surveys application to run the Answers view then click the Answers drop-down from the Survey administration panel and select Create New Answer.

2. Complete the New Answer Record:

Text: enter answer/response (one per answer available under each question).
Survey Category: type Generic then press tab
Description: leave this blank.

3. Click save and new to create a New Answer Record (do this for each individual answer)

4. Once each individual answer to all questions have been created, click save and close. Next, create the questions and attach it's corresponding answers.

Create Questions and Attach Corresponding Answers

1. In the Surveys application, click Answers to run the view and select New Survey Question from the Survey application button bar.

2. Complete the New Questions Record:

Name: enter the complete question.
Text: copy and paste text in Name field.
Survey Category: type Generic then press tab
Question Type: using the find button then search to select question format (standard: horizontal radio group).

3. In the New Questions Record, go to the Possible Answers tab and click New Record.

To attach all possible answers to your new question, click the find button then search for answer(s) previously created.

4. Mark Answer Required (as needed), click OK and New, then click save and new to create a New Questions Record.

5. Repeat steps 3 - 4 until all created answer choices are added to the new questions record. Next, build the survey following the steps below.

Build the Survey with Questions and Answers

1. In the Survey application, click Surveys (Question Trees) to run the view then right-click on the survey service to create a New Surveys (Question Trees) Record (or click New from the top Survey administration panel).

2. Complete the New Surveys (Question Tree) Record:

NOTE: The fields highlighted yellow above are mandatory. If a field is red Aptify, then it is required. Also,

Ignore the Recipients field.
Adjust Start Date as necessary.
End Date is unique to each survey.

3. Go to the Delivery Types tab, select New Record and enter "Web" in Survey Delivery Type then press OK.

4. Edit the Applied Style Sheets tab, if preferred (standard: leave as default).

5. Go to the CEUs tab and edit, as applicable.

6. Leave New Surveys (Question Trees) Record open aside. Next, create the root survey question following the steps below.

Assign Root Survey Question (first question of the survey)

1. On the Surveys Question Branches home screen tool bar, choose the New ‘Survey Questions (Question Branches)’ icon.

2. Complete the New Survey Questions (Question Branch):

Survey: Type the name of the survey you’ve started to build and press ‘tab’ on the keyboard to populate the field, or use search function to find it.
Question: Use the search function to find the first question of the survey (previously created).
Next Question: Leave this field blank.
Mark the Check Answers and Answer Required checkboxes

3. Save and Close the New Survey Questions (Question Branches) window - smaller window highlighted yellow above.

Adding Root Survey Question

1. Go back to the Surveys (Question Tree) window and complete the Root Survey Question field. Using the search function, find the new Question Branch created and select the question from the list.

2. Save and close the smaller window and you should return to your survey creation window. Now the root survey question field has populated with a number assigned by the system.

3. Save and set aside. You’re done with this window until you’ve branched all your answers and questions (next steps). Then you’ll come back here at the end to add the answer key.

Build Survey Tree (adding questions)

1. Click on Surveys to view the Survey Administration dashboard where all survey trees populate (If your survey isn’t appearing in the tree, right click on the top ‘Surveys’ tree and select ‘refresh’). You should see your survey with the ‘root survey question’ branch.

2. Right click on your root survey question and select Add New Survey Question. This is the process for which you’ll search for a question you’ve already built and adding it to the specified survey.

3. Using the search function, find the next question. Mark the Check Answers and Answer Required checkbox, if the survey is a quiz qualified for CEUs. Click OK.

4. After clicking OK, the next question will appear in the tree. Right click on that newly populated question and select Add New Survey Question.

5. Repeat steps 1-4 until all questions are added and can be seen branching down the "tree".

Create Answer Key

1. Go back to the Surveys (Question Tree) window: home → Surveys → Surveys (Question Trees)

2. Go to the Answers Key tab

3. Click to create New and complete the Answer Key Record.

Question ID: use the search function to lookup the first question to assign an answer (you should only see the questions you’ve branched on your tree).

Correct Answer: use the search function to lookup the correct answer.
Points: assign points (if applicable).

4. Click OK and New to continue adding all other questions and answers (ignore the numeric identifiers added by the system).

5. Save and close the general Surveys (Question Trees) window.

Assign Survey to Product

1. In your Aptify Folder List, click to run the Product Maintenance application then select Find Product from the Product Maintenance dashboard.

2. Type and search for the product name to select. If your product is not yet created, then create a new product. Follow the steps below to create a new product.

Create a Product (if needed)

1. Right-click on Products service within the Product Maintenance application and select New Product Record.

2. Complete the New Products Record:

Name: type product name according to standards.
Category: choose the appropriate category using the search function.

3. In the Product Survey Link tab, click New Record and complete the New Surveys Links Record:

Survey: use the search function to select your survey.
Entity: do not edit - i.e. "Products"
Record ID: match the Product ID to the Record ID (DO NOT leave as -1 which will force tie survey link to every new product created).

4. Save and close the New Survey Links record. The new survey should now appear on the Product Survey Link tab. Save and close the product record window.

Assign Survey to Recipient List (click for how to Create a List)

1. In the general survey creation window on the ‘General’ tab, use the binoculars to search for and select the list you’ve created.

2. Save and close the general surveys window.

NOTE: Now when users purchase this product in the AHIMA Store, the survey will appear under surveys on the my account page.

Adding Product Survey to the Web Store

After completing the above steps, the survey is ready to be added to the web store.

1. Click the Product record Web tab then mark the Web Enabled checkbox.

2. In Web Image, Paste the URL for the image to be attached to product in the web store.

3. Type product description in the web description box. Save and close the product.

NOTE: There is a 4-6 hour posting delay for all Products marked "Web Enabled". Once the product record is saved, Web Enabled will make the product available for purchase on the web store. Be sure you are ready to add it before completing this step. If you need to take down the product for any reason, you can do so by unchecking the ‘Web Enabled’ box in step 1 of this section.

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