Survey permissions

Survey permissions are the rules that grant the ability to perform a set of specific actions with an individual survey. Different surveys can have different users, and each user can be assigned different survey roles that have varying degrees of rights and powers (permissions) specific to that survey. This flexibility at the survey level combined with the user's system role is intended to keep survey access and information secure and confidential while working efficiently.

Accessing survey permissions

To access permissions for your survey, click the Users button from the survey Navigation menu. This opens the Manage Users applet.

Managing users

The Manage Users applet allows you to add new users to a survey, edit existing users, remove existing users, or copy users and permissions from another survey. On this page, there is a table which displays detailed information about all of the present users currently associated with the survey.

The following information is included in this table.

Adding new survey users

Users with the survey role of Client Coordinator (CC) or greater can add users to a survey, even if they are new to the IntelliSurvey platform. A user can only grant others the same level of permissions or less. For example, a CC can add another CC, but a CC cannot add a Manager. PCs and PFMs can also add survey users. Specific details for these roles can be found in the next table.

To add a new survey user, click the Add button. A modal/pop-up will appear. Select the role(s) for the new user(s). Users can be added to multiple primary roles as well as a combination of primary roles plus "add-on" roles. 

There are several primary user roles with varying levels of "power" including: 

Additionally, there are several add-on roles which can be granted to a user along with the primary roles stated above. Note that add-on roles are not independent roles. For help with deciding the correct survey role to assign a user, see Roles and rights overview.

Read more about editing existing survey users below.

Data subsets

If the survey has data subsets, an additional menu appears called Subset to restrict to which permits the user to be assigned and restricted to a particular dataset. It's important to assign the user to a subset at the time the role is assigned, if applicable.

Next, enter one or more email addresses to be assigned to the specified role(s), and click Add Users/Groups to close the modal. A notification will appear on screen to confirm all users were added successfully, or alternatively, will display any errors that need correction.

Resend account invitation

To resend an account invitation to a user who has failed to activate their account, click the question mark icon in the Confirmed column. A new email will be sent to the user with a link so that they can activate their account.

Adding user groups

To add a user group, reference the name of the group by typing an '@' symbol, followed by the name of the group.

Automatic email parsing

Users' email addresses can be copied from email headers and pasted into the Add Survey Users modal. The system will parse many different formats of the email address information into the appropriate fields. After pasting the email address into the modal, edit the content to remove extraneous data based on the preview shown to the right. See example below.

Adding new system users

If a user is new to the system (specifically new the server the survey is hosted on) in addition to being new to the survey, the way to add the new user is exactly the same as adding an existing user to a survey. If the system does not recognize the user's email address, it will create a new account for them and send an account activation email (see example below). Most survey roles for new users will be assigned the system role of Standard User, except for Translators or Limited Reports Viewers, which will be assigned the system role of Minimal User.

The email that new users receives reads as follows: 

Welcome to IntelliSurvey!

You have been granted access to a survey by <user>@intellisurvey.com. Click here to activate your user account. You may also copy and paste this address into your browser:

https://<activation link here>

For security reasons, this link will work once and will expire in 1 day.

Once you activate your account, there is no need to re-activate. You can simply access the survey reporting link here:

https://<direct link to survey dashboard for current project>

Please let <user>@intellisurvey.com know if you have any questions or difficulties.

Thanks!

IntelliSurvey

Copy permissions

If the set of users you wish to add to a survey exists already in some other survey on the same server, use the Copy feature to copy the permissions and users from one survey into the current, open survey. 

Note if a user already exists in the current survey, that user will not be copied over, and their permissions will remain unchanged.

Deleting users

To delete a user, select the user in the user table to highlight it. Then, select Remove in the upper-right part of the screen. A confirmation modal will appear. Clicking the Yes button will delete the user and revoke all access rights to the survey. Clicking the No button will close the modal and not delete the user.

Editing existing survey users

User roles can be edited at any time by another user with the correct permissions.

If an existing user needs a new role which replaces the previous role assigned entirely, simply go through the steps of adding a new user and assign the new role(s). Deleting the user prior to the new role assignment is not necessary. The new role(s) will overwrite the previous one(s).

If an existing user needs to add a new role in addition to the previous role assigned, go through the steps of adding a new user. Assign the new role(s) and be sure to select the current role again. Again, deleting the user prior to the new role assignment is not necessary.