Publish a survey

After previewing your survey in Survey123 Connect, but before you deploy it, you need to publish it.

Survey options

On the Options tab for your survey in Survey123 Connect, you can control the settings for how users interact with your survey.

In the General section, you can require the user to update to the latest version of your survey before submitting a response. Enabling this option ensures that all submitted surveys use the most recent version.

Note:

This option requires surveys to be updated on a per-survey basis. Administrators can require updates for all surveys by enabling the Require update setting on the Organization page of the Survey123 website. For more information, see Organization settings.

You can also disable the option for users to submit new responses, which can be useful for workflows that only require existing records be edited. You can enable the option to see responses in a map view in all folders in the Survey123 field app, as well as the distance and direction from the device's location for each response. There are also several options to control the Sent box, which contains surveys that have been sent, and the Inbox, which contains surveys that can be edited. For more information, see Sent box and Prepare for editing existing survey data.

Caution:

Disabling the option to submit new responses to your survey without also enabling the Inbox to edit surveys prevents users from interacting with your survey in any way.

Publish a new survey

Complete these steps to publish a newly created survey:

  1. Select the survey from the Survey123 Connect gallery.
  2. Sign in with your ArcGIS named user credentials.
  3. Click the Publish button Publish.

    When you publish, you are warned that once a survey is published, it may not be possible to change it. This is because feature layers are generated during publication, and editing of existing feature layers can be complex or, in some cases, impossible. When you publish a survey, the following occurs:

    • A feature layer is created to represent your form.
    • If your form contains repeats, separate tables are created in the feature layer for each repeat.
    • Your form is saved as an item in ArcGIS Online or ArcGIS Enterprise.

Your survey is available for use in the Survey123 field app. Download your survey in the field app from the Download Surveys page. You can also use the More Actions > Show QR Code option in Survey123 Connect, which provides a QR code and a link that opens your survey in the field app.

Immediately after being published, the survey is only available to you. To allow others to download and use your survey, see Share survey.

Update surveys

Your survey is composed of two parts: the form item that the app downloads and the feature layer that contains the data submitted from the survey. It's possible to edit a survey and republish it without deleting the feature layer.

After making changes to your survey, you can typically republish it without deleting and re-creating the feature layer. Only the form item is updated. However, there are exceptions. The following table lists the changes you can make to a published survey that do not cause loss of data. N/A denotes a feature that is unavailable to add to the survey in this environment and cannot be changed.

Survey changesSurvey123 websiteSurvey123 Connect

Reorder questions

Yes

Yes

Delete questions

Yes

Yes

Update labels in questions

Yes

Yes

Update labels in groups

Yes

Yes

Add, update, or delete choices in lists

Yes

Yes

Update constraints, defaults, hints, and whether question is required

Yes

Yes

Update calculations and choice filters

N/A

Yes

Delete questions or repeats

Yes

Yes

Change question types

No

No

Add new questions

Yes

Yes

Add repeats

N/A

No

Add new notes

Yes

Yes

Update repeat name

N/A

No

Add groups

Yes

Yes

Note:

Image, audio, and file questions cannot be added unless attachments are enabled for the survey. If your survey included an image, audio, or file question when it was created, attachments are already enabled.

Named note questions require a field in the feature layer. In versions earlier than Survey123 2.5, notes with a name but no calculation or default value didn't automatically generate a field in the feature layer upon creation. If you republish a survey that contains a note question with a name but no calculation or default value, you are warned and given the option to add fields when you publish. Notes without a name are ignored by the feature layer. You can also omit named note questions from the feature layer by setting bind::esri:fieldType to null.

Renaming a question creates a new field in the feature layer under the new name. The old field is retained in the feature layer, so on republishing, it is recommended that you review its contents and either copy the data to the new field or delete it.

In all other cases, republishing your survey updates your form item but deletes and re-creates the feature layer. When you republish, Survey123 Connect generates a warning if any of the changes you've made are not supported by the existing feature layer.

If you disregard the warning and make the changes, the original feature layer is deleted and replaced and all associated data is lost. Before replacing an existing survey, make sure all unsent surveys have been submitted, and consider downloading the results of your original survey first.

In both cases, Survey123 field app users must update their survey to see and work with the latest version.

Caution:

Once a survey that was created with the Survey123 web designer is modified in Survey123 Connect, you can no longer edit the survey in the web designer.

Publish options

The Options button on the Publish Survey dialog box displays the following configuration choices:

Publish options on the Publish Survey dialog box

Create coded value domains from choices is on (green) by default and the choice list for a question will be used to create coded value domains in the feature layer. Turn this off (gray) if your feature layer includes coded value domains for this service that aren't the exact choice list in the survey.

Use global id parent keys in repeat relationships is on by default when publishing to ArcGIS Online and off by default when publishing to ArcGIS Enterprise. If relationships in your feature layer are based on global IDs, this option must be on (green) for your survey to function.

Create web form is on by default. If disabled, publishing your survey will not create a matching web form to allow users to complete your survey on the web, meaning that the form will only work in the field app. This option may be required when publishing surveys with functionality that is not supported on the web (for example, Spike integration) or to circumvent specific publishing errors related to web forms (for example, a choice list with more than 4,000 choices).

Create web map is on by default and a web map will be created containing the survey's feature layer, with default symbology and using your organization's default basemap. This web map will also be automatically added to the Linked Content tab in Survey123 Connect, and will be available in the field app as well.

Note:

Be aware that with ArcGIS Enterprise, some additional configuration may be required for web maps to function offline. For more information, see Take web maps offline.

Enable sync is off by default. When enabled, the sync capability is available on the feature layer when the survey is published. This is a requirement if your survey uses offline map areas that have been configured for a web map. Alternatively, you can enable sync after publishing via the Settings tab on the item details page for the feature layer in your ArcGIS organization.

Sent box

The Options tab for your survey in Survey123 Connect provides options to control how users can interact with existing content in your survey.

After submitting a survey response, it is saved on the user's device and listed in the Sent box for the survey in the Survey123 field app. From there, it can be resubmitted or new surveys can be created from previously submitted data.

By default, access to the Sent box is enabled, meaning all submitted surveys are saved on the device for later use. The Options tab in Survey123 Connect provides the option to disable the Sent box on a per-survey basis, which may be necessary to meet security requirements, reduce storage used by the Survey123 field app, or prevent clashes with the Inbox. You can also control whether the Sent box provides the ability to copy or edit sent survey responses. If the Sent box functionality is disabled for a survey, responses are not saved on the device and the option to open the Sent box does not appear.

Caution:

When both the Sent box and Inbox are enabled for a survey, refreshing the Inbox does not download responses currently in the Sent box. This means that if a response currently in the Sent box has been updated by another user, this updated response is not downloaded.

For this reason, it is recommended that you do not enable the Sent box and Inbox for the same survey if your intention is for multiple users to continually edit and update existing responses.