FieldKo’s survey builder makes it easy to create digital checklists or “scorecards” for your team’s field visits. Surveys in FieldKo are essentially templates of questions that reps will answer during a visit, covering everything from compliance checks to feedback forms. This article explains how to build a survey on the FieldKo desktop interface, including adding questions and sections, setting validation (like required fields), and making the survey available for use in visits.
Accessing the Survey Builder
To create or edit surveys, you’ll need the appropriate permissions (usually a FieldKo administrator or content manager role). On the FieldKo desktop app (within Salesforce Lightning), navigate to the Templates or Surveys section of FieldKo. From there, you can manage all your survey templates. (If you’re not sure where this is, look for a tab or menu item like “Checklist Templates” or “Survey Builder” in your FieldKo application.)
Note: Survey creation is not available on the FieldKo mobile app. Field users in the field will only fill out surveys, not create them. All survey design is done on desktop.
Step-by-Step: Building a New Survey Template
Follow these steps to create a new survey (checklist) in FieldKo:
Start a New Survey: In the Survey Builder (desktop), click New Survey (or New Template). This opens a blank survey template where you can define the survey’s properties. Give your survey a clear Name. For example, “Store Visit Checklist” or “Health & Safety Audit – Warehouse”. You can also add a Description to explain the survey’s purpose (this is helpful for other admins or future reference).
Add Sections (Optional): If your survey covers multiple topics, you can organise it into sections. Sections act like group headers for related questions. For example, you might have sections like “Store Appearance”, “Product Stock Levels”, and “Promotional Compliance” in a retail audit survey. To add a section, click Add Section, then enter a section title (e.g., “Store Appearance”). Sections are optional but recommended for longer surveys to keep them structured and easy to navigate.
Add Questions: Now, start adding questions under each section (or directly under the survey if not using sections). For each question:
Click Add Question. A form will appear to configure the question.
Enter the question text – make it concise and clear. For example: “Is the promotional display set up according to guidelines?” or “Record the current stock count for Product XYZ.”
Choose the question type from the available options. FieldKo supports a variety of question types to capture different data:
Yes/No: A simple binary choice (often implemented as a picklist or toggle for Yes/No).
Multiple Choice/Picklist: Allows the user to select one option from a list of choices (e.g., “High/Medium/Low” priority, or a list of departments).
Multi-Select Picklist: Allows selection of multiple options from a list (e.g., selecting all categories that apply).
Text: Open-ended text input for comments or descriptions.
Number: Numeric input (you might use this for quantities, percentages, etc.).
Date/Time: For capturing dates or timestamps (e.g., “Expiration date of oldest product in stock”).
Photo: Prompt the user to take or attach a photo. (FieldKo will open the camera or allow upload on mobile for this question type.)
Signature: Allows the user or a customer to sign on the device screen.
Rating or Scale: (If available) For example a 1-5 star or numeric scale rating.
Provide answer options if needed: If you chose a multiple-choice type, enter the list of options (e.g., for a Yes/No question type, the options might be pre-filled as “Yes” and “No”). For a picklist, you might define options like “Fully Compliant / Partially Compliant / Not Compliant”.
Set default value (optional): You can set a default answer for some questions if it makes sense. For instance, a Yes/No question could default to “Yes” if that is the expected norm, and the rep only changes it when the answer is “No.” This can speed up form filling for common responses.
Set Validation and Requirements: For each question, consider if it’s mandatory and any input constraints:
Mark Required Questions: If a question must be answered by the rep, mark it as Required. In FieldKo’s builder, there may be a checkbox or toggle for “Required”. When a question is required, the field rep will not be able to complete (submit) the survey until that question is answered. Use this for critical items. For example, in a safety audit, a question like “Were all emergency exits checked?” could be required.
Validation Rules: FieldKo allows basic validation for certain question types:
For number questions, you might be able to specify a valid range or a maximum/minimum value. (E.g., a numeric field “Fridge Temperature (°C)” might have a valid range set between 0 and 10°C to catch any extreme readings.)
For text questions, consider using the character limit or expected format if applicable. While FieldKo doesn’t require regex or complicated rules for text, you might simply guide the user in the question text (e.g., “Enter the batch code (8 digits)”).
Dates could be constrained to a logical range (for instance, you might not allow future dates for an “Expiration date” question if it should be today or earlier).
Dependent Questions (Conditional Logic): FieldKo’s survey builder supports making questions appear based on earlier answers. For example, you might have a question “Were any issues noted? (Yes/No)”. If the rep answers “Yes”, you can have a follow-up question appear like “Describe the issue noted”. To set this up, you would configure the follow-up question to be dependent on the first one’s answer. In the builder, after adding a question, look for an option to set its display logic or dependency. You would choose the parent question and the condition (e.g., show this question only if “Were any issues noted?” = Yes). This ensures reps see only relevant questions and keeps the survey streamlined.
Help Text: Optionally, add help text or instructions for questions if needed. This can clarify what kind of answer is expected. For example, for a photo question you might add help text: “Take a photo of the end-cap display from an angle that shows all shelves.”
Repeat for All Questions: Continue adding all the necessary questions. If your survey has multiple sections, you can add questions under each section accordingly. You can always re-order questions or sections by dragging them in the builder interface. Organise the flow of questions in a logical sequence (e.g., match the typical flow of a store walk-through or the importance of checks).
Review and Save the Survey: Once you’ve added all your sections and questions:
Review the content: Check for typos, ensure every required question is truly needed, and verify conditional logic by mentally stepping through the survey. It can help to put yourself in the rep’s shoes: does the survey flow make sense?
If the builder offers a Preview mode, use it to see how the survey will look on mobile. This can help double-check the layout of sections and the wording.
Click Save or Save Survey to save your new survey template. If this is a brand new survey, it will typically be saved in an “Active” state by default (meaning it’s ready to use).
Your survey template is now created in FieldKo. It’s stored in the system, but you still need to assign it to your field team’s workflow (via visits or templates) for it to be used, which we’ll cover below.
Who Can Create or Edit Surveys?
Survey creation and editing is restricted to certain users:
Administrators and Managers: Generally, only FieldKo admins or managers (such as sales ops or audit managers) have access to create and modify survey templates. These users can access the Survey Builder on desktop. If you find you cannot access the survey creation page, you may need to have your profile permissions updated by a FieldKo admin.
Field Reps: Regular field representatives cannot create or edit survey templates. They will use whatever surveys are assigned to them during visits. This ensures consistency and quality control in the data being collected.
Editing Existing Surveys: To modify an existing survey template (e.g., add a question to an audit form or update options), navigate to it in the Survey Builder, make changes, and save. Keep in mind that changes affect all future uses of that survey:
If a survey is already attached to upcoming visits or templates, the updated version will be what users see when they sync (there isn’t versioning per visit by default). Therefore, it’s wise to time your edits carefully. For example, avoid drastically changing a survey in the middle of a large ongoing campaign. Alternatively, if major changes are needed, create a new survey template for new visits and phase out the old one.
Some organisations choose to version their surveys by naming them like “Safety Audit v2” when a significant change is made, so they don’t conflict with older results.
Deleting or Deactivating Surveys: FieldKo may not allow outright deletion of a survey template if it has been used (to preserve data integrity). Instead, you might mark it inactive or simply stop assigning it. Check your admin settings for an “Active/Inactive” flag on the template. Marking a survey template inactive will prevent it from being assigned to any new visits (it won’t show up in selection lists), while keeping past data. Only admins should perform this action.
Making Surveys Available for Visits (Publishing)
Creating the survey template is step one. Next, you need to publish or assign the survey so that reps in the field will actually use it. FieldKo doesn’t “broadcast” a survey to users until it’s tied into their visit plans. Here’s how to make sure your new survey gets used:
Use Visit Templates: The most common method is adding the survey to a Visit Template. Visit Templates in FieldKo are predefined sets of tasks and surveys that apply to certain types of visits. For example, you might have a template for a “Monthly Store Visit” which includes a standard survey and some routine tasks. To include your new survey:
Go to the Visit Templates management section (this is typically accessible to admins/planners on desktop).
Edit an existing template or create a new template that corresponds to the scenario for your survey. For instance, if you made a “Health & Safety Audit” survey, you might create a Visit Template called Health & Safety Audit Visit.
In the template editor, find the Surveys/Scorecards section and add your survey template to it. You might simply check a box next to the survey name or use an Add button to include it.
Save the visit template. Now, whenever this template is used to schedule a visit, it will automatically include that survey for the rep to complete.
Example: Let’s say every quarter, a detailed audit is performed. You’ve created a survey called “Qtrly Branch Audit”. You add this to the “Quarterly Branch Visit” template. The next time you schedule quarterly visits for all branches using that template, each of those visits will contain the “Qtrly Branch Audit” survey for the assigned rep in the mobile app.
Assign Directly to a Visit: If you need to use the survey for a one-off visit without going through templates (or in addition to what the template provides), you can assign it directly:
On the FieldKo planning interface, open the specific Visit record (for example, open the visit scheduled for March 1st at Store #123).
There will be an option to Add Survey or Attach Checklist on that visit’s detail page. Select your survey from the list of available templates.
Save/Update the visit. Now that particular visit includes the survey.
This method is useful for ad-hoc needs. For instance, if a store needs a special inspection just this once, you could attach an “Investigation Survey” to that visit alone.
Sync to Mobile: Once a survey is part of a visit (through either of the above methods), nothing further is needed to “publish” – it will appear on the mobile app for the field rep. FieldKo mobile app users typically get their assigned visits, tasks, and surveys when they sync or go online. Reps will see the survey listed when they check into the visit on their device.
Confirm Availability: It’s a good practice, especially for new surveys, to double-check on a test user or get confirmation from one rep that the survey appears correctly on their mobile device. This could catch any assignment mistakes (for example, forgetting to add it to the template).
Example Scenario
Imagine you are creating a new survey for a store merchandising check:
You name the survey “Monthly Merchandising Checklist” and add sections “Front Display”, “Product Shelving”, and “Backroom Stock”.
Under Front Display, you add questions like “Is the promotional front display set up according to the planogram?” (Yes/No), “Take a photo of the front display” (Photo, required), and “Front display comments” (Text, optional).
Under Product Shelving, you include a multi-select question “Which categories need restocking?” with options (Dairy, Frozen, Snacks, etc.), and a numeric question “How many out-of-stock items were noted?”.
Under Backroom Stock, you ask “Backroom tidy and organised?” (Yes/No) and “Any damaged stock? (list items)” (Text).
You mark key questions like the photo and out-of-stock count as required to ensure these are not skipped.
After saving the survey, you add this “Monthly Merchandising Checklist” to the Monthly Store Visit template that all your sales reps use. Now, every time a rep goes for their monthly visit, this survey will be waiting for them in the app.
This example shows how a survey template translates into a consistent checklist that every rep follows, ensuring standard data collection across all locations.
Tips for Effective Survey Design
Keep it concise: Only include questions that provide value. Long surveys with redundant questions may lead to rushed or incomplete answers. Aim for a survey that a rep can complete in a reasonable time (after all, they have other tasks during the visit too).
Use clear language: Write questions in simple, unambiguous terms. Field reps might have varying levels of experience, so avoid jargon unless it’s commonly understood in your organisation. If a question is complex, use help text to clarify it.
Logical order: Arrange sections and questions in the order the rep would naturally encounter things during a visit. For example, start with outside/entrance checks, then in-store observations, and end with backroom tasks. This way the rep isn’t jumping back and forth.
Mandatory vs Optional: Be judicious with required questions. It’s good to require critical data, but if too many questions are mandatory, reps might feel they can’t complete the visit if something out of their control prevents answering a question. Optional questions can still be answered, but they give flexibility in unusual situations.
Test new surveys: Before rolling out a new survey company-wide, test it. You can do a dry-run with a single store or have a few reps pilot it. Their feedback might highlight confusing questions or technical issues (like a photo question that was mistakenly not set as required, etc.).
Regularly review your surveys: Business needs change. Every so often, review your templates – some questions might no longer be relevant, or new ones might be needed. Keeping surveys up-to-date will maintain their effectiveness and keep reps engaged when filling them out (nobody likes answering questions that feel outdated or pointless).
By following these steps and tips, you can create robust FieldKo surveys that capture the information you need from the field, in a consistent and user-friendly way. Once your surveys are created and assigned to visits, reps will be prompted to complete them on their mobile devices, and all the data rolls back into FieldKo (Salesforce) for you to analyse and act on.