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Project Portal - 05 - Adding New Surveys


Surveys



Adding New Surveys

Adding new surveys can be undertaken using the step by step process detailed below. If you already have a survey set-up it might be easier to duplicate that one (see guidance on Duplicate Surveys).


Warning: Before adding a new survey you should ensure the following:
  • You have at least one user in the portal with the role of a Surveyor or Lead Surveyor to receive the survey
  • You have at least one site and one building set up to allocate the survey against
  • You have at least one Asset Taxonomy to allocate to the survey.


    • Step 1: Overview

    1. Create a unique name for your survey
    2. Select your chosen site and building from the drop down menu
    3. Insert the internal size (GIFA) and external size for the survey
    4. Insert the estimated start date and duration of the survey
    5. Select the surveyor to allocate the survey to using the drop down
    6. Select the type of survey (M&E, Fabric, M&E and Fabric, Other, Test)
    7. Click Next


    Survey Step 1 - Overview

    Step 2: Asset Taxonomy

    1. Select the Asset Taxonomy you wish to use to undertake the survey
    2. Click Next


    Survey Step 2 - Asset Taxonomy Selection

    Step 3: Survey Form Fields

    The Survey Form Fields step allows you to create a custom survey. The following form fields are a series of ‘cards’ that can be bespoked to your survey requirements. The following are default when undertaking this step:


    1. Description
    2. Quantity
    3. Remaining Life


    Note: Click the 'show form preview' button to visualise what the survey will look like and track your survey design in real time.


    Survey Step 3 - Form Fields Builder

    Adding a New Field

    To add a new field to a survey click the 'Add New Field' button.


    Add New Field Button

    Field Settings

    Within each field card there are the following settings:


    • **Required checkbox ** - checking this box will make the input of data for this field mandatory when undertaking the survey
    • Hidden checkbox – checking this box will retain the field in the output data, but remove it from the surveyors device during the survey, reducing the scroll time on site. (Note: this feature is used for validation surveys, discussed further in step 4).
    • Delete Icon – The ‘delete’ icon is indicated by a trash can. Clicking this will remove the form field card from the survey design.
    • Duplicate Icon (niche fields) – The duplicate icon is indicate by two overlaid rectangles. Clicking this button will open a dialogue box for duplicating the ‘niche fields’ associated within another form field card.


    Field Card Settings


    Types of Field

    The following field types can be used during survey creation:


    • Text – A standard text input
    • Number – a whole number value
    • Decimal – a decimal number value
    • Select – a dropdown of defined choice
    • Slider – a sliding scale between a defined minimum and maximum value
    • Radio – a series of buttons based on definable values
    • Barcode – a QR code or barcode scanner


    Niche Fields

    Within each card there is a ‘niche fields’ drop down. By checking specific boxes, you are able to define the form fields appearance against specific asset types. The steps to niche field selection are:


    1. Click 'niche field' drop down box
    2. Select one or multiple assets you would like to collect the data point against
    3. Click 'save'


    Niche Fields Selection

    Note: you can search for specific assets using the search bar at the top of the window.


    Reordering Survey Field Cards

    You can reorder the chronology of your survey by clicking and dragging any of the survey field cards above or below one another.


    Note: Be sure to check in on your Form Preview to see the effect of your changes on the survey.


    Import/ export form fields


    Import/ export form fields


    The ‘Import/ Export Fields’ button allows you import existing survey templates for faster set up, or save a created survey for future use. When clicking this button you will be able to do one of the following:


    1. Import From Previous – Import a survey design from another survey within the Project Portal


    1. Export To File - If you would like to keep a library of templates, you can export your current form fields setup and use it across portals and share with your colleagues.


    1. Import From File - Import your previously exported field setups here. You will be given the choice whether to replace your existing fields or merge into them. If you merge, any imported fields with the same label as an existing field will replace that field.


    Note: Your imported niche fields will be applied automatically. However if there are differences in the imported and new survey taxonomy, they may not be compatible. Niche fields are applied based on the Level 3 code.


    Enabling Unit, Cost & Uplift Visibility

    The three checkboxes entitled ‘Enable Unit’, ‘Enable Cost’ and ‘Enable Uplift’ are all checkable boxes which, if unchecked, remove visibility of the data points from the surveyors device.


    Note: Enable Cost and Enable Uplift are editable fields in the survey so should only be switched off where the surveyors remit does not involve costs. Enable Unit should only be switched off where the surveyors remit does not involve quantity collection.

    Step 4: Asset Validation Import

    Note: This step is optional. If you have existing asset data that you would like to use in your survey, you can import it here, otherwise, you can skip this section.


    1. Download Import Template


    1. Align your data – The template will contain Standard Column Headings (columns A-N) and Bespoke Column Headings based on Step 3 (column O onwards)


    Note: the asset data hierarchy headings in columns E-L should contain data that exists in the uploaded asset taxonomy in Step 2 of survey setup.


    1. Populate template with data for validation and drag and drop file. Any data errors will be shown at this stage.


    1. Click import, then next.


    Step 5: Room Schedule


    Note: This step is optional. If you have existing room data that you would like to use in your survey, you can import it here, otherwise, you can skip this section.


    1. Download Room Schedule Template
    2. Populate template with space data
    3. Upload your room schedule
    4. Check your data
    5. Click Next


    Step 6: Floorplans


    Note: This step is optional. If you have existing floorplan data that you would like to use in your survey, you can import it here, otherwise, you can skip this section.


    The Floor dropdowns will be autogenerated based on the data input at Step 6. To upload a floorplan, drag and drop the corresponding floorplan into the correct drop down. The file can be an image or a PDF.


    Floorplan drag and drop


    Pinning Rooms

    The floorplans can be annotated with pins. These pins can be used during the survey for navigation purposes. To annotate a floorplan with pins:


    1. Double click the room to add a marker.
    2. Click the 'Assign Room to Marker' dropdown and select the room name for the pin.
    3. If you have more than one floorplan, complete steps 1 and 2 for each
    4. Once completed, click next.


    Marking spaces with pins on a floorplan

    Note: the room name drop down will naturally decrease as more rooms are allocated. The number of room markers assigned is shown above the ‘Assign Room to Marker’ dropdown.


    Step 7: Survey Issue

    Check your survey set up is suitable before clicking confirm. At this stage, the survey will be issued to your chosen surveyor.


    Note: This survey can be amended post issuance if it is in a ‘Not Started’ or ‘Issued’ Status.

    Updated on: 19/05/2025

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