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. 

TIP! To access a legend of icons referenced throughout this article, please refer to SurveyMonkey Apply Help Center Icon Legend.

In this Article...

• How to Add Users
• How to Delete Users
• Assuming the Role of a User
• How to Archive Applications
• Applying labels to Applications
• Administrator Application Notes
• Emails

How to Add Users

• Manually Add a User Without Sending an Invite
• Add and Invite a User
• Import Users in Bulk

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:

1. Click on the Manage Users icon in the top right corner of your screen
2. Click on Add User in the top right corner
3. Enter the First Name, Last Name, and Email Address of the user you wish to add
4. Select the Role(s) you wish to add the user to
5. DO NOT select Notify user by email that they have been added
6. Optional: Enter applicable Role Custom Fields
7. Click Add User

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:

1. Click on the Manage Users icon in the top right corner of your screen
2. Click on Add User in the top right corner
3. Enter the First Name, Last Name, and Email Address of the user you wish to add
4. Select the Role(s) you wish to add the user to
5. Select Notify user by email that they have been added
6. Optional: Select Include a custom message in the email. This allows you to add further details including the reasoning for the invite to the site
7. Optional: Enter applicable Role Custom Fields
8. Click Add 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:

1. Click on the Manage Users icon from top of your screen
2. Click on Add User in the top right corner
3. Click Import Users
4. Start by deciding the Role that you wish to upload the users to: Applicant, Reviewer, Recommender 
5. Select Download Template. Each Role will have its own CSV template based on the different information required for that role. If you have Custom Fields in the site these fields will also be added as columns to the template.
6. Populate the Template with all of the relevant information of the users ensuring that First Name, Last Name, and Email are filled as these are required fields
7. Once you have saved the file on your computer, select Choose File, under Select a populated user list
8. Choose what you would like to do with Duplicate Email Addresses 
9. Optional: Select Notify user by email that they have been added
10. Optional: Select Include a custom message in the email. This allows you to add further details including the reasoning for the invite to the site. The same message will be sent to all users in the CSV file.

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.

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How to Delete Users

• Deleting Users
• Cautions to Deleting Users 

Deleting Users

To delete a single user from the site:

1. Click on the Manage Users icon in the top right corner of your screen.
2. Locate the user in the list of users in your site.
3. Hover your cursor over the user and click on the More Options icon in the far right column.
4. Click Delete
5. You will be asked "Are you sure you want to delete these users?"
6. Click Yes
   
   

If you wish to delete multiple users at one time:

1. Click on the Manage Users icon in the top right corner of your screen.
2. Select the users you wish to delete from the site
3. Click Actions
4. Click Delete
5. You will be asked "Are you sure you want to delete these users?"
6. Click Yes
   
   

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.

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Assuming the Role of a User

• Assume a Role Through Manage Users
• Assume Role Through the Users Profile
• Returning to your Administrative Account

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

1. Click on the Manage Users icon in the top right corner of your screen.
2. Locate the user in the list of users in your site.
3. Hover your cursor over the user and click on the More Options icon in the far right column.
4. Click Assume Role
   

Assume Role Through the Users Profile

1. Click on the Manage Users icon in the top right corner of your screen.
2. Click on the Name of the User
3. Click on the More Options icon in the top right corner
4. Click Assume Role
   
   
   

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

1. Click Actions
2. Click Assume Role
   
   

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:

1. Click on the name of the user from the top right hand side of the screen.
2. Select Return to Admin
   
   
   

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.

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How To Archive Applications

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:

1. Select applications to mark as archived
2. Select More
3. Select Archive
   
   
   

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.

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Applying Labels to Applications

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:

1. Select an application
2. Select the Labels drop-down
3. Select the label you are adding to the application
4. Select Done
   
   
   

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

Source	Event	Target
Application Task	A task has been completed	Fill out a form

CONDITIONS

Application Form: What is your Major?

Is exactly

Arts

ACTION

Add a label to the application

Arts

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.

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Administrator Application Notes

• Overview
• Add a New Public Note
• Add a New Private Note
• Edit Your Own Notes
• Delete a Note

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:

1. Go to the Admin Application Preview
2. Click on the Notes tab

Within this section you can:

• Add a new public note
• Add a new private note
• Edit your own notes
• Delete a note

Add a New Public Note

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

1. Go to the Notes tab in the Admin Application Preview
2. Enter the note you wish to add in the Add a Note field
3. Do not select Private note (admin only) to make the note public
4. Optional: Click Email Notifications and select Email assigned reviewers. This will send an email when the note is posted to reviewers assigned to the application to notify them that a new note is available.
5. Click Add Note
   
   
   

Add a New Private Note

1. Go to the Notes tab in the Admin Application Preview
2. Enter the note you wish to add in the Add a Note field
3. Select Private note (admin only) to make the note only available to you as an administrator
4. Optional: Click Email Notifications and select Email assigned reviewers. This will send an email to other reviewers assigned to the application to let them know a new note is available.
5. Click Add Note
   
   
   
   
6. When the note is created it will appear with a Hidden icon beside it to verify that it is only available to you.
   
   
   

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:

1. Go to the Notes tab in the Admin Application Preview
2. Underneath the Note you wish to edit click the Edit icon
3. Make the necessary changes to the Note
4. Optional: Select or Unselect Private note (admin only) if you wish to change the visibility settings of the note
5. Click Save Changes
   
   
   

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:

1. Go to the Notes tab in the Admin Application Preview
2. Underneath the Note you wish to edit click the Delete icon
3. You will be asked "Are you sure that you want to delete this note?"
4. Click Yes
   
   
   

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

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Emails

• Email Settings Tab
• Notifications Tab
• Email Logs Tab
• How to Send Emails

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

1. Select the Settings icon
2. Select More
3. Select Emails
   
   
   
   

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. From this tab you can:

• Addresses (Default sender)
• Manage email templates
• Customize your 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 ([e-mail]). 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:

1. Select Custom email address
2. Click on the Add Custom Email button
3. Enter a From Name. This is the name that will be displayed to users when the email arrives in their inbox. 
4. Enter a From Address. This is your custom email address that you wish to add. For Example, [e-mail]
5. While entering the email address, the domain will automatically be populated with the domain from your email. For example, yoursite.com
6. Click Save
7. A message will appear that states This email will be saved but cannot be used until it has been verified.
8. Click Okay in order to confirm

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

1. Verify the Email
2. Verify Domain SPF Record

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:

1. Click on the Edit Icon beside the email address you wish to Verify.
2. Underneath your email information will now appear Email Verification and you will see a warning that says Unverified Email
3. Click Send Verification Email
4. Upon doing so an email will be sent to that email address to verify that it will be used to send emails from the site. 
5. Open the Email in your inbox and follow the instructions to verify the email address. 

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. For more information on this please refer to Verify Domain SPF Record.

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

1. From the Email Settings page, click on the Edit icon beside the email address you wish to verify.
2. Underneath your email information will appear a Domain Verification warning that reads Unverified Domain
3. Click on Verify Domain SPF Record

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:

1. Go to the Emails Tab of the email section
2. Choose File
3. Select the image from your computer
4. Click Save

If you wish to remove the logo:

1. Click Remove 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 variety of ways to send out emails through the site. 

Manual Emails	Draft and send emails to select users. This can be done by drafting a new email, or using an email template. This could also be used to send a user their account details
Automated Emails	Set up an automation that will send emails automaticallybased on an action completed by a user. For example: a confirmation email to the applicant when they have completed a specific task.
Notifications	Configure preset notifications within the site. These are emails that will be sent out based on common actions that every site has. You can configure the text within these emails to suit your own needs.

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