Introduction to SurveyMonkey Apply: Monitor Mode

A program enters Monitor Mode immediately after launch. If a change does need to be made you can always toggle back to edit mode, but we do recommend against making significant changes once your program is live as it may disrupt the application process, result in data loss, and/or impact your reporting. This article is an overview of the various actions and features available to you while monitoring your programs. 

Manually Add a User Without Sending an Invite

Manually Adding Users will allow you to add the users name, email, and role all at once. The difference between this option and the Invitation Option detailed below is that an email will not be sent to the user advising them that they have been added to a site. This becomes an extra step that will need to be taken. This can be handy if you wish to complete the process of adding the users but you do not wish to send them an email quite yet.

In order to add a user to the site without notifying them:

Add and Invite a User

This step will involve sending an email to the user and allowing them to complete the rest of the registration process.

To invite a user:

NOTE: If a custom message is not selected then the generic default message will be sent.

Import Users in Bulk

In some cases you may need to add multiple users to your site at one time. If this is the case you can use the Import Users feature of the site.

In order to upload users in bulk:

NOTE: Importing users can only be done one role at a time. If you wish to upload users with multiple roles in the site you will need to repeat the above steps for each role including the user in both CSV files to upload. When the user is added a second time for a second role, SM Apply will add the new role to the existing profile.

Deleting Users

To delete a single user from the site:

If you wish to delete multiple users at one time:

Cautions to Deleting Users

When a user is deleted from a site all information that was completed by that user will also be deleted. We advise extreme caution when it comes to deleting Users from the site as this applies to ALL roles (reviewers and their completed reviews included). If you would like to restrict users from accessing the site and maintain the information they have submitted, we would recommend deactivating their account instead from Manage Users.

The purpose of assuming the role of a user is twofold. First, it allows you to test your site including testing the different visibility of users based on roles and programs they are associated with. This can be helpful in determining that each user has access to the right tasks based on their role and activity in the site. Secondly, it allows you to troubleshoot errors that a user may report to you as an administrator to determine if the issue lies with the users actions or with the build of the site.

Assume a Role Through Manage Users

Assume Role Through the Users Profile

NOTE: If you are in the Full Screen view of the profile:

Returning to your Administrative Account

Once you are done assuming the role of the user you will need to return to your administrator role. Otherwise, if you try to access administrative tools you will receive an error as the site currently recognizes you as having the permissions of the user you are assuming the role of.

To exit the Assume Role feature:

NOTE: Using multiple tabs within SM Apply can be helpful to edit multiple areas within the site simultaneously. In some cases you may find that changes you are making aren't saving or searches you are performing aren't pulling results. This can be due to access restrictions of a role you are currently assuming in another tab. If you receive a 404 error or an "Oops!" message it's possible that you did not return to your administrative role before making that change.

Archiving applications keeps your report data accurate, applicant portal clean, and application management easy. Unlike deleting applications, archiving lets returning users reuse their data.

To archive an application from Manage Applications:

NOTE: If an application is archived incorrectly the action can be reverted by locating the archived application and restoring it from the More Options menu.

Within SM Apply, it is possible to create and update labels of collected applications.

How to Manually Add a Label to Applications

Labels are added to applications manually from the Manage Applications page within a program. In some cases labels may be misapplied, but can be corrected manually.

To add a label to an application manually:

Using Automations to Apply Labels

Labels are commonly added to an application based on a response given within a form of the application. Instead of monitoring answers to these questions and manually adding labels you can create an automation that will perform this action for you.

Apply a Label Based on a Form Response

Example: An application form contains a question asking what their current major is.

WHEN TO APPLY

CONDITIONS

ACTION

TIP! When using an activation that will allow the automation to fire when a task has been edited or completed, it is best practice to first remove all labels added previously as action one then apply the label as action 2. This will prevent multiple labels from applying if the applicant returns to the form and changes their answer. This is not recommend if labels are also being applied earlier in the application process.

Overview

Administrators have the ability to leave notes on applications. Notes can either be private and visible only to themselves, or they can be made public meaning the note will be visible to other administrators as well as all assigned reviewers. 

To access Application Notes as an administrator:

Within this section you can:

Add a New Public Note

In order to add a note on the application that will be visible to all administrators and reviewers:

Add a New Private Note

Edit your Own Notes

Within the Admin Application Preview, you have the ability to edit the notes that you have written for an application.

To edit a note:

NOTE: As an administrator, you can edit a note written by a Reviewer by assuming their role and accessing notes. 

Delete a Note

If a Note is no longer applicable to the application you can delete the note altogether. As an Administrator you will have the ability to delete a Note created by you or Reviewers, but not other administrators.

To delete a note:

WARNING! Once a note has been deleted it cannot be retrieved.

This section is dedicated to the configuration of emails within your site. To navigate to the Emails page:

Once you have landed on the Emails page you will be presented with three tabs organizing the various emails settings in this area. These tabs are: Email Settings, Notifications and Email Logs.

Email Settings Tab

While in the Emails Settings tab you can configure the email address that emails are sent from, build Email Templates that you will send out frequently, and customize the design of your emails. This tab is presented in three parts: Email Settings, Email Templates and Email Design.

Addresses (Default Sender)

This option allows you to set the email address from which all automatic responses are sent to users. By default all automatic emails will be sent using the SurveyMonkey Apply No-Reply email (noreply@smapply.io). However, you can customize the name that the emails are sent from in order to personalize the emails to your site. 

Additionally, you have the option of making the email address a custom email. In order to add your own Custom Email address as the default sender:

Now that the email has been saved within the site there are two additional steps which will need to be taken.

NOTE: This email will be used for all automatic emails sent from the site and cannot be customized for each Program, however you will be able to send out Manual Emails from the site and alter the sender address through those types of emails. 

Verify the Email

When in the Email Settings page:

Once you have successfully verified the email, the status of the email will update to Verified.

Domain Verification

After changing the default email you will also need to create an SPF record for your email domain. This will need to be set up externally from your site within your own Domain. 

Once you have successfully set up the SPF Record within your site:

Once the SPF Record has been correctly set up within your Domain, the Domain will update to Verified. 

Email Templates

Manage your Email Templates while within this section. These are emails that are pre-drafted to allow you to send them out manually at a later time without having to re-write the email.

Email Design

Customize the look of your emails by adding your own logo to the header of the email.

To add a logo to your email:

If you wish to remove the logo:

However, if you wish to change the logo you can simply follow the steps above for adding a logo and your existing logo will be replaced.

Notifications

Within this tab administrators can edit and manage Notification Emails that are sent to your users based on their activity. These notifications can be managed (enabled/disabled) and edited from this screen.

Email Logs Tab

Under the Email Logs tab you can track all of the emails that have been sent out from your site, including automated emails, notifications and manual emails. You can also manage Scheduled Emails that you have set up to send out at a specific time. 

How to Send Emails

There are a few ways to send out emails through the site.