Creating a Custom Organizational Survey

Surveys are a standard feature in the COACH app but your organization may want to offer a different Survey for financial coaching participants. Follow the instructions below to create a new Survey that can be used within COACH.

NOTE: Only System Administrators will have access to create additional Organizational Surveys.

Create your Custom Survey Questions

1. Navigate to Setup.
   
   
2. Click on Object Manager.
   
   
3. Use the Quick Find box to search for Survey or scroll down and select the Survey object.
   1. The API Name is change_machine__Survey__c.
      
      
4. Select Fields & Relationships from the navigation panel.
   
   
5. Click New to create your new Organizational Assessment Questions. Choose the type of data (Data Type) that this field should collect. For more information about creating Salesforce Object Fields, view this Salesforce Article: Create Custom Fields.
   
   
   
6. The Field Label should be a shortened version of your Assessment Question. The Field Name will be automatically generated based on your Field Label. Click Next to continue.
   NOTE: You can add the full Question Title in the next section.
   
   1. Example: If your question is "How many people are in your household?" then a great Field Label would be "Household Size."
      
      
7. Click Next on the Establish Field-Level Security page. Make no changes on this page.
   
   
8. Deselect CFPB FWS and FCS on the Add to Page Layouts page and click Save to save your new field. Deselect CFPB FWS and FCS and click Save.
   
   1. Click Save & Next to create additional fields consecutively. 
      
      
9. Repeat these steps to create each new field for your additional assessment questions until you have added all of your new questions.

NOTE: Create all of your fields before progressing to the next step!

For more information about creating Custom Fields in Salesforce, view this article from Salesforce: Create Custom Fields.

Add the New Fields to the Survey

1. Navigate to Setup.
   
   
2. Use the Quick Find box to search for Flows or scroll down to and click on Process Automation and select Flows.
   
   
3. In the list of Flows, find and double click on the Organizational Survey Flow to open it.
   
   
4. Double click on the Screen Component titled Organizational Survey Form.
   
   
5. In the Edit Screen, there are already two components/fields added to the Flow. You can repurpose or delete these fields. 
   
   
6. Based on the Survey Fields you created above (Create your Custom Survey Questions), recreate your Survey Fields using the same Data Types at the fields in the Edit Screen.
   
   
7. Find the requested Input Data Type on the left and drag it to the form template to add the field.
   1. Example: If your first question is a Date field, choose a Date field to add to the component. 
      
      
8. After adding your field, enter the full Survey Question in the Label Name field. This will be what your Coaches see when they take the Surveys with their Customers.
   1. The API Name will be automatically generated after entering the Label Name.
   2. You can also click the Require box if you want to require your Coaches to answer a question before being able to submit the Survey.
      
      
9. If your Input Data Type is a Picklist or Multi-Select Picklist, you will need to populate the responses you added to the Survey Object earlier. 
   
   
   1. After adding your Picklist or Multi-Select Picklist to the Edit Screen, to the right under Configure Choices, click on the Choice Field. 
   2. Select New Choice Resource.
   3. Choose Picklist Choice Set and enter your original Field name (ex. TQ1 Responses) here. 
   4. In the Object field, type "Survey" and choose Survey (change_machine_Survey__c) from the list.
   5. In the Data Type field, choose your field type. 
   6. In the Field field, choose the name of your original field in the Survey object. Only picklist or multi-select picklists will be available to choose from in this field. 
   7. For Sort Order, Default Order of Field is already chosen and no changes need to be made here. 
   8. Click Done when you are done. 
   9. Repeat these steps for each Picklist or Multi-Select Picklist field that will be shown in your new Custom Survey.
   10. When making changes to your picklist choices in the future, all choices will automatically be updated for your Custom Survey.
       
       
10. Click Done after adding all of your Survey questions to the Edit Screen.

Map (Connect) Fields to Survey Object

1. To the right of the Organizational Survey Form, double click the Create Records component titled Create an Organizational Survey component. 
   
   
2. Under the list of Fields already listed and mapped, click + Add Field to begin mapping your fields to your Survey object fields. 
   
   
3. In the Field field, select the Survey object field you created earlier (Create your Custom Survey Questions). 
   
   
4. In the Value field, select the name of the field you recreated in in the Organizational Survey Form Edit Screen (Add the New Fields to the Survey). 
5. Repeat this using the + Add Field button for every question that will appear on your Survey.
   
   
6. Click Done after adding all of your questions.
   
   
7. Save your new Custom Survey Flow by clicking the Save As button at the top right of the screen. 
   
   
8. Enter a name for your Custom Survey flow in the Flow Label field. Press the Tab button on your keyboard to populate the Flow API Name.
   1. Enter a Flow Label Name that you will remember.
      
      
9. Click Save to save this Flow.
   
   
10. After saving, click the Activate button to make this Flow available for use. 

Update the Survey Flow on the Contact Record Page:

1. Open another tab in your browser, open any existing Contact record.
   
   
2. Click on the Settings cog at the top right of your screen and select Edit Page.
   
   
3. In the Lightning App Builder screen, close the popups that automatically open.
   
   
4. Click on the Surveys tab in the middle of the Builder page.
   
   
5. Click on the Flow Component at the bottom of the Surveys tab.
   
   
6. On the right panel, in the Flow field, left click inside the field to view a list of the Flows available.
   
   
7. Select the Flow that you just edited and saved above. 
   
   
8. Select both Pass record ID into this variable checkboxes to pull the Contact information into your Survey. 
   
   
9. Click Save at the top of your screen to update the Survey that shows on the Contact records. 
   
   
10. Click the dark blue left-facing arrow to return to a Contact record. 
    
    
11. Return to the Survey tab and you can view and see your new Custom Organizational Survey as the bottom option of available Surveys for Coaches to take.

For any assistance with this process or if you see any error messages, contact our Tech Support Team using the Chat button on this page.