Creating and Uploading Surveys

For a survey to be available on the mobile phone app for farmers to take, it is first necessary to create the survey in an Excel sheet and upload it to the administrator system.

Use the following instructions to create your own surveys, tailored to the kinds of questions you need to ask of the farmers in your organization.

There are two main steps involved:

Fill out the survey template Excel sheet.
Upload the completed Survey Excel Sheet to the Administrator System.

Step 1: Fill out the Survey Template Excel sheet

General Rules:

Use the Survey Template Excel file you received from SAP for creating surveys.
- Develop the survey questions directly in the Excel file.
- Each question will have its own row in the Excel file.
- The table below will explain each section you must fill out for each question in the Survey Template.
After you have finished creating the survey questions, save the Excel file to your computer in a location that you will remember, such as on your Desktop or in a specific folder. You will need to know this location during the upload process.

Name the Excel Sheet

At the bottom of the Excel sheet, there is a tab with a name. This is the name of the survey which will be displayed in the Administrator System.
To rename the survey, right click on the tab and select Rename.
You can type in the name you want the survey to have in the Administrator System.

Rows 1-3 Survey Details

Row 1 - Language Code - Enter a two-letter language code:
- en for English
- fr for French
- id for indonesian
Row 2 - Title - Enter a title for the survey. This title will display in the mobile application when the user selects the survey.
Row 3 - Overview Title - Enter an overview title for the survey to further explain what the survey is for. This title will display in the mobile application when the survey is opened.

Column	Title	Entry
A	Code	Each question in the survey needs to have a unique question code. The code for the question asking the farmer’s name MUST be farmer1. Codes for all other questions can be any combination of words and numbers, as long as each one in the survey is unique. Examples could include: Farmer2 Farmer2.1 Crops1
B	Short Title	This is the title of the question. It is displayed above the full question in the survey on the mobile phone app.
C	Question	This is the full question that will be displayed in the survey on the mobile phone app. It is the question that the farmer will need to answer.
D	Unit	If the answer to the question requires a unit of measurement, enter it here. This unit will display in brackets next to the question to indicate to the user what unit of measurement he/she should answer in. For example, if the question is “How much land do you own?”, you should write “hectares” or “acres” in the Unit column. For example, if the question is “What is the interest rate on your loan?”. you should write “%” in the Unit column. For example, if the question is “How long have you grown this crop?”, you should write “months” or “years” in the Unit column.
E	Recurrence Group ID	If the question can be answered multiple times with multiple sub-questions, it needs a Recurrence Group ID. The farmer’s answer to the main question determines how many times the survey should generate each of the sub-questions connected to it. Do not write anything in Column E of the main question. For each of the sub-questions, create a Recurrence Group ID. Type a word twice, separated by ## For example, if the main question is “How many persons live in your household?”, if the farmer answers “4”, the sub-questions that follow it will be asked 4 times so the farmer can enter the information about each of the 4 family members.
F	Required	Decide if the question must be answered or not. If an answer is required for the question, enter “yes” in this column. If an answer is not required for the question and can be skipped, enter “no” in this column.
G	Input Field Type	This determines the kind of answers permitted for the question. Enter one of the following: Date picker: The answer must be a date, selected from a mini calendar. Person picker: The answer must be the name of a person registered in the Rural Sourcing Management System, selected from a list of registered people. Organization picker: The answer must be the name of an organization registered in the Rural Sourcing Management System, selected from a list of organizations. Number field: The answer must be a number (written as an integer like “1”, not as a word like “one”). Text field: The answer can be any text, including all words and numbers. Drop-down menu: The answer must be ONE answer, selected from a pre-determined list of possible answers. Radio button group: The answer must be ONE answer, selected from two or more possible pre-determined possible answers. Check boxes: There could be MULTIPLE answers, selected from a pre-determined list of possible answers.
H	Restrict Values to Be	This allows you to set some controls on how a question is answered. Enter one of the following: Any: This means the answer can be any word or number. Contained in enumeration: This means you want to list the possible answers for the farmer to choose from. You will enter the possible answers in Column I. Positive integer including 0: This is any positive WHOLE number including 0. For example: 0, 1, 15, 25, 2000. Positive integer excluding 0: This is any positive WHOLE number, excluding 0: For example: 1, 15, 25, 2000. Positive decimal including 0: This is any positive number which can have a decimal, including 0. For example: 0.5, 11.2, 65.5. Positive decimal excluding 0: This is any positive number which can have a decimal, excluding 0. For example: 11.2, 65.5. Within range: This determines what range the number answer must fall within. You will enter the acceptable range in Columns L and M. The way you restrict the answers for a question often depends on what type of question you have in the input field type (Column G). Date picker: Any Person picker: Any Organization picker: Any Number field: Positive integer including 0 (or) positive integer excluding 0 (or) positive decimal including 0 (or) positive decimal excluding 0 (or) Within range Text field: Any Drop-down menu: Contained in enumeration Radio button group: Contained in enumeration Check boxes: Contained in enumeration
I	Enumeration Values	For a question that you restricted values to be “contained in enumeration” in Column H, you must list the possible answers that farmers will have to pick from in the survey. Create a row for each possible answer in Column I. Type the possible answer twice, separated by ## The answer on the left of the ## is the answer that will display in the mobile phone app. The answer on the right of the ## is the answer that will display in the administrator system data. This makes it possible to ask questions to farmers in one language and record their answers in another language. For example: Oui##Yes - Farmers will see “Oui” in the mobile phone app, and the administrator will see “Yes” in the answer data. If both the farmer and the administrator speak the same language, the words can be the same. For example: Yes##Yes
J	Exclusive Options	For a question where the farmer can select multiple answers (if you chose check boxes for the input field type in Column G), you may want to make one of the answers exclusive. This means that if a farmer chooses that answer, it is not possible to select other answers. For example, if the question is “What kind of fertilizer do you use?”, one possible answer may be “I don’t use fertilizers”. If the farmer chooses this answer, he/she cannot also select other possible answers such as “Urea” or “DAP”. Type the possible exclusive answer twice, separated by ## in Column J.
K	No Answer Option Title	For a question where the farmer can select multiple answers (if you chose check boxes for the input field type in Column G), you may want to make it possible for the farmer not to answer the question. A farmer’s choice not to answer a question is also valuable data to collect. This means that if a farmer chooses the “no answer” option, it is not possible to select other answers. “No Answer” option cannot be chosen if the “required” column is filled.
L	Min value for range	For a question that you restricted the answer to be “within range” in Column H, you must define what range of numbers are possible. Enter the minimum possible number in Column L. For example, if the question is “How many months in a year do you farm?”, you may want to make the minimum possible answer “1”.
M	Max value for range	For a question that you restricted the answer to be “within range” in Column H, you must define what range of numbers are possible. Enter the maximum possible number in Column M. For example, if the question is “How many months in a year do you farm?”, you may want to make the maximum possible answer “12”.
N	Show depending on field	Some questions will only be displayed if the farmer answered in a certain way to a previous question. These are dependent questions. For example, if a farmer answers “no” to a question like “Do you have a landlord”, it would not make sense to then ask “What is your landlord’s name”. The question about the landlord’s name will only be asked if the farmer said that they do have a landlord. In Column N of the dependent question, write the question code of the original questionon which the dependent question depends.
O	Show if value of related field is any of...	This determines what answer must be selected in an original question in order for the dependent question to display. Write the answer that must be selected in the original question in Column O of the dependent question.
P	Icon	This is the icon that will be displayed next to the question in the mobile phone app. Check the “Data Validation (do not touch)” tab to see the list of possible icons that can be entered into Column P.
Q	Filter	It is possible for authorised users to view the answers to a farmer’s filled out survey in the information section of the Survey function on the mobile phone app. You need to choose one question in the survey that will be used to find a farmer’s filled out survey. Often times, you will want to choose the question that asks the farmer’s name. This means that if you are looking for a particular farmer’s answers to a survey, you can search by their name and find it in the information section of the Survey function on the mobile phone app. Place an “X” in Column Q for the question you want to use for this. Only one question can be chosen for this.
R	View Restriction	It is possible for authorised users to view the answers to a farmer’s filled out survey in the information section of the Survey function on the mobile phone app. You can choose which question answers will display in the survey overview when the answers are viewed in the information section of the Survey function on the mobile phone app. For example, you likely want to be able to see the date of the survey and farmer’s name as well as some other key information collected by the survey. There are 4 possible positions where answers can be displayed in the overview: Row 1 left Row 1 right Row 2 left Row 2 right Enter these positions in Column R of the questions you want displayed in the overview.
S	View Restriction	This determines who can view the answers to the survey. This means that only users in the same organization as the interviewed farmers can see their survey answers.
T	Number of Question Groups of Type	If the question is a main question with sub-questions, the Recurrence Group ID entered in Column E of the sub-questions needs to be entered in Column T of the main question.

Step 2: Upload the completed Survey Excel Sheet to the Administrator System

Once you've completed the template for your survey, you need to upload it to the Administrator System. Take the following steps.

Click on the Survey tab on the left side of the screen.
Click on the Definitions Import page.
In the pop-up window, search for and click on the file you created and saved when you filled out the Survey Template Excel sheet in the main step above. Click Open in the pop-up window.

You will then see the name of the Survey Excel sheet in the box.
Click on the white Upload button.
After a few seconds (when the system has uploaded the Survey Excel sheet) the green Activate button will be enabled. Click Activate.