This document walks you through the process of configuring user and response permissions for Checkbox surveys and folders.
- Survey Permission Settings Overview
- Response Permissions: Privacy Level
- Response Permissions: Response Options
- Response Permissions: Response Limits
- Advanced Survey Permissions
- Folder Permissions
Survey Permission Settings Overview
Survey permissions are configured within the Survey Editor under the Permissions & security tab of the Configure menu.
From the Permissions & security tab you can configure:
Privacy Level: Who can respond to the survey (response permission setting)
Response Options: Respondents’ ability to change answers within a survey response
Advanced Permissions: Security settings for who can access/modify/administer the survey (user permission settings)
Response Permissions: Privacy Level
A survey’s privacy level is the default response permission setting that determines who can take your survey. Privacy levels include:
- Password Protected
- Access List
- All Registered Users
- Invitation Only
NOTE: Privacy level can also be configured within the Launch Wizard.
Anyone who has your survey link may take your survey and all responses will be anonymous. Public surveys are most useful when you need summary survey results and don’t need to link responses to respondents.
Any respondent that knows the password may complete this survey. Respondents must enter the password you assign below to take the survey. All responses will be anonymous. This is similar to a public survey, but the password adds an extra layer of security.
Any respondent on the Access List or any respondent in a User Group on the Access List may complete the survey. Only the users and user groups you add to the Access List will be able to take the survey. Users must login to Checkbox to take the survey and their responses will be linked to their user names. Access List surveys are most useful when you only want specific users to take your survey.
All Registered Users
Any respondent that can login to Checkbox may complete the survey. Any user that can login to Checkbox can take the survey. Users must login to Checkbox to take the survey and their responses will be linked to their user names. This setting is most useful when you want to give all your users access to a survey.
Invitation Only: Only respondents that receive an Invitation may complete the survey. Only users that receive a Checkbox Invitation will be able to take the survey. Invitations can be sent to Checkbox users or email addresses and responses will be tied to those users or emails. This setting is most useful for tracking response rates and sending reminders.
Only respondents that receive an Invitation may complete the survey. Only users that receive a Checkbox Invitation will be able to take the survey. Invitations can be sent to Checkbox users or email addresses and responses will be tied to those users or emails. This setting is most useful for tracking response rates and sending reminders.
Response Permissions: Response Options
Response Options determine to what degree respondents’ can modify their individual survey response. Options include:
- Allow Return to Previous Page: When enabled, a “Back” button will appear with the survey’s navigation buttons allowing respondents to move backward in a survey and review/modify responses prior to survey submission
- Allow Response Reset: When enabled, a “Form Reset” button will appear with the survey’s navigation buttons allowing respondents to clear all responses on that survey page
- Allow Completed Response Edits: When enabled, respondents have the ability to return to a previously submitted survey and modify their completed response
- Allow Resume Incomplete Responses: When enabled, respondents can stop their survey at any point and resume it at a later date, while saving all previous responses
- Display “Save and Exit” Button: When enabled, a “Save and Exit” button will appear with the survey’s navigation buttons, allowing respondents to save their partially completed answers and resume them at a later date. NOTE: This option is only available when “Allow Resume Incomplete Responses” is enabled.
NOTE: Response Options can also be configured within the Launch Wizard.
Response Permissions: Response Limits
Response Limits are configured under the General tab of the Configure menu and allow you to limit respondents’ access to a survey. Options include:
- Response Start/End Date: Time-frame within which responses can be collected for a survey. If a respondent attempts to take the survey outside of the dates specified, they will be shown a message indicating that the survey is not currently collecting responses. NOTE: Survey must be active prior to Start Date.
- Total Response Limit Number of responses that can be submitted before survey closes to responses. If a respondent attempts to take the survey after the response limit is reached, they will be shown a message indicating that the survey is not currently collecting responses.
- Per Respondent Response Limit: Number of responses that can be submitted by a unique respondent.
NOTE: Response Limits can also be configured within the Launch Wizard.
Advanced Survey Permissions
A survey’s privacy level controls survey access for Respondents only. These security options do not configure any permissions for internal, non-respondent users in charge of creating/editing/administering surveys, such as Survey Editors and Survey Administrators.
Within the advanced security settings of every survey is an Access Control List (ACL), where users can be granted/denied permission to access the survey. To add/remove user access to a survey, select + Show Advanced Settings from the Permissions & security tab of the Configure menu.
NOTE: User role designations with the ability to access surveys include System Administrator (by default), Respondent, Survey Administrator, and Survey Editor.
Access Control Lists (ACL)
Many entities in Checkbox have an ACL. A survey ACL allows you to control which users/groups/respondents have permission to:
- Administer the survey
- Analyze the survey’s response data
- Edit the survey
- Respond to the survey
- View the survey’s collected responses
When the ACL appears, you will be looking at the Access List tab by default. This view shows you who is already included on the ACL (left-hand box) and what their individual permission settings are (right-hand box).
NOTE: System Administrators have all permissions enabled by default and their permissions cannot be modified (see image above).
To add a user/group to the ACL, move to the Add Users/Groups to Access List tab. In this view entries on the right are already included on the permission list.
Users/groups on the left can be added to the ACL by clicking the desired entry. The entry will then move to the right-hand box.
The next step is to configure the newly added entry’s permissions. To do this, return to the Access List tab.
Select the newly added user to reveal a list of permission options on the right. Select desired permission(s), making sure that the permission level you select corresponds with the user’s designated user role(s). In the example above, the newly added user happens to be a Survey Editor, therefore the only permissions available to the user are the “Take Survey” and “Edit/Take Survey” options. If the user was a Survey Administrator, we would also be able to select “Administer Survey”, “Analyze Data”, and “View Survey Responses” from the permissions list.
After configuring the user’s permission level, select Save Changes.
A survey’s default policy is the permission setting for all users not included on the survey’s ACL. For example, if on the Access List tab you granted specific users permission to administer a survey, but want anyone not specified on the ACL to still be able to respond to the survey, set the default policy to “Take Survey” (this is the same as setting the survey’s privacy level to “Public”, because it means that anyone with the survey URL can take the survey).
NOTE: ACL permissions supersede the default policy.
NOTE: User role limitations apply for default policy permissions. For example, if the default policy for a survey is “Edit/Take Survey”, only users with the Survey Editor or Survey Administrator user role designation would be able to access the survey. The exception to this rule is setting the default policy of a survey to “Take Survey”, which allows anyone with the survey URL to take the survey without the Respondent user role. This is because the act of taking a survey occurs outside of the application.
Every survey folder within Checkbox contains its own access control list (ACL). In order to give a user access to a survey that is stored within a folder, you must also give that user access to view the folder.
NOTE: Folder permissions to not propagate to the surveys within that folder.
From the Survey Manager, find the folder you wish to configure and expand the settings/cog icon.
Select Permissions from the folder settings menu.
Move to the Add Users/Groups to Access List tab and add desired user(s).
Move to the Access List tab and select the newly added users to expand permissions.
Select “View Folders and Folder Contents” permission options.
Save your changes.
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