> ## Documentation Index
> Fetch the complete documentation index at: https://support.fieldko.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Design Surveys and Tasks for Reporting

> Design questions, surveys, and task types so you can report on availability, share of shelf, and promotion compliance in Salesforce.

The way you build a survey decides what you can report on later. A free-text question such as "How does the shelf look?" gives you thousands of answers you can't chart. A picklist question such as "Is the product on shelf?" with **Yes** and **No** gives you an on-shelf availability percentage by store, rep, and week. Use this page to design questions, surveys, and task types for the KPIs your managers track.

## User Permissions Needed

| To do this | You need |
| - | - |
| Create questions, surveys, and task types | FieldKo Manager Permission Set |
| Create fields and flows on Task Survey Answer | Customize Application, Manage Flow |

## How Survey Answers Are Stored

Each answer a rep gives is a **Task Survey Answer** record, linked to its **Task Survey**, the task, the visit, and the account. These fields matter most for reports:

| Field | What It Holds |
| - | - |
| **Question Definition** | The question record the answer belongs to. Group by this to compare the same question across surveys. |
| **Question** | A copy of the question text |
| **Answer** | The rep's answer, stored as text for every question type |
| **Type** | The question's type, such as `Number` |
| **Picture** | The answer's photo, when there is one |
| **Score Obtained**, **Out of Score**, **Score %** | Scoring results. **Score %** is Score Obtained divided by Out of Score, times 100. |

<Note>
  **Answer** is a long text area field, even for number questions. Salesforce reports can't group, sum, or average long text area fields. To chart numeric answers, such as facings or shelf prices, add a number field to Task Survey Answer and fill it with a flow, as described in [Make Answers Reportable](#make-answers-reportable).
</Note>

## Choose the Right Question Type

| To Measure | Use | Avoid |
| - | - | - |
| Facings, units on shelf, stock counts | **Number** | Text ("about 6") |
| Shelf price, promotional price | **Currency** | Text |
| Share of shelf | 2 **Number** questions (your facings, total category facings), or **Percentage** if reps estimate | One free-text question |
| On-shelf availability, out of stock | **Picklist** with fixed values, such as `In stock,Out of stock,Not ranged` | Text, or a yes or no without "not ranged" |
| Planogram or promotion compliance | **Picklist** (`Yes,No`), with a required photo | Multi-select picklists, which are hard to count |
| Evidence | **Include Photo on Question** and **Make Photo Required** on the compliance question | A separate photo-only question |
| Comments | **Text Area**, as the last question, with **Answer Not Required?** selected | Free text for anything you want to chart |

For how to create each type, see [Build Surveys](/admin/surveys).

## Keep Questions Consistent

* **Reuse question records.** Create a question once, such as "Product on shelf?", and add the same question to every survey that asks it. Reports then group all answers by **Question Definition**, across surveys and months.
* **Keep picklist values identical.** `Out of stock` and `OOS` are different answers in a report. Agree on one set of values and reuse it.
* **Don't edit live questions.** To change a question that reps already answer, create a new question and survey, and switch the task type. See [Change a Survey That Reps Already Use](/admin/surveys#change-a-survey-that-reps-already-use).
* **Use custom question numbers** if you need a stable code for each question in exports. See [Survey Settings](/admin/surveys#survey-settings).

## Design Task Types per KPI Area

Create one task type per KPI area, such as "Availability check", "Share of shelf count", and "Promotion audit", each with its own default survey. Reports can then filter on **Task Type**, and task completion becomes a KPI in its own right.

* **Products:** When you build a visit template, you can set a product on each task. Tasks keep that **FieldKo Product**, so you can report availability or facings by product. See [Visit Templates](/admin/call-cycles-and-visits#visit-templates).
* **Promotions:** Plan promotion audits as a [field campaign](/managers/field-campaigns). Tasks created by a campaign keep its **Field Campaign**, so you can report compliance for that promotion only.
* **Incomplete tasks:** Fill in **Possible Reasons for incompletion** on the task type, such as `Store closed,No access,Product delisted`, so **Can't Do** reasons are reportable too.

## Make Answers Reportable

To report on numeric answers, store them in a number field:

1. On **Task Survey Answer**, create a **Number** field, such as **Numeric Answer**, with 2 decimal places.
2. Create a record-triggered flow on **Task Survey Answer** that runs when a record is created or updated and **Type** is `Number`, `Currency`, or `Percentage`. Set **Numeric Answer** to the **Answer** converted to a number.
3. Optional: For picklist questions, also copy **Answer** into a **Text (255)** field so you can group and filter by it.

Test the flow in a sandbox with a rep completing a survey in the app. See [Flow Recipes for Field Teams](/platform/automate/flow-recipes).

## Scores

To score a survey, set **Calculate Score** to **SUM** on the survey, and **Out of Score** and **Options Weightage** on each question. See [Scoring](/admin/surveys#scoring). Before you build a perfect store score on these fields, complete a test survey in the FieldKo Atlas app, sync, and check that **Score Obtained** is filled in on the Task Survey and its answers for your package and app version. If it isn't, contact [support@fieldko.com](mailto:support@fieldko.com) before you rely on scores.

<Tip>
  The **Attachment** checkbox on Task Survey Answer shows that the question asks for a photo, not that the rep took one. To review photo evidence, add **Picture** to the report.
</Tip>

## Map KPIs to Question Design and Reports

| KPI | Question and Task Design | Report Recipe |
| - | - | - |
| Coverage, visit frequency | No survey needed. Plan visits in call cycles. | [Coverage](/managers/platform/recipes/coverage) |
| Call compliance, strike rate | No survey needed. Use visit status and task completion. | [Call Compliance](/managers/platform/recipes/call-compliance) |
| On-shelf availability, out of stock | Picklist question per product, or one task per product | [Availability](/managers/platform/recipes/availability) |
| Share of shelf, facings | 2 number questions, with a number field filled by a flow | [Share of Shelf](/managers/platform/recipes/share-of-shelf) |
| Promotion and planogram compliance | Yes or no picklist with required photo, in a field campaign | [Promotion Compliance](/managers/platform/recipes/promotion-compliance) |
| Orders and pack-outs | No survey needed. Use ordering and pack-outs. | [Orders and Pack-Outs](/managers/platform/recipes/orders-and-pack-outs) |
| Time in store | No survey needed. Use check-in and check-out times. | [Time in Store](/managers/platform/recipes/time-in-store) |

## See Also

* [Build Surveys](/admin/surveys)
* [Retail Execution Metrics](/managers/platform/retail-metrics)
* [Launch a New Survey or Field Campaign](/platform/day-to-day/launch-survey-or-campaign)
* [Report Folders, Sharing, and Custom Report Types](/platform/reports/folders-and-report-types)


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