Publish a survey

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

Survey options

Before publishing a survey, you can make changes to its behavior and how users interact with it on the Options tab for the survey in Survey123 Connect. The following settings are available on the Options tab:

  • Require update to latest version of this survey—Prevents survey responses from being submitted from the Survey123 field app until the user updates the survey to the latest version. 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 survey and settings management.
  • Allow new surveys to be collected—Allows users to submit new responses to the survey in the Survey123 field app. Disable this option to hide the Collect button and restrict users to editing existing records in the inbox.
  • Show location indicators and map tab in all folders—Displays the distance and direction from the device's location for each response in the list view in the Inbox, Drafts, Outbox, Sent, and Overview folders in the Survey123 field app and also enables the map view in each of these folders.
  • Enable Overview folder—Provides access to the Overview folder in the Survey123 field app, containing every survey record currently stored on the device, color-coded by the folder in which they reside.
  • Enable Inbox—Provides access to the inbox, which allows for viewing and editing of existing survey responses stored in the feature layer. Enabling this option reveals additional options to configure which survey responses are listed in the inbox, and how users can interact with these responses. For more information, see Prepare to edit existing survey data.
  • Enable Sent folder—Provides access to the Sent folder, which allows access to surveys previously sent from this device. Enabling this option reveals additional options to configure whether these responses can be copied and edited after submission. For more information, see Sent folder.
  • Image size on the longest edge—Controls the maximum dimensions for images submitted to the survey. For more information, see Images.
Caution:

Disabling the option to submit new responses to a survey without also enabling the inbox to edit surveys prevents users from interacting with the 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 to your ArcGIS organizational account.
  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 the form.
    • If the form contains repeats, separate tables are created in the feature layer for each repeat.
    • The form is saved as an item in ArcGIS Online or ArcGIS Enterprise.

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

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

Update surveys

A 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 a 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 a 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 a 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 on 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 before republishing, it is recommended that you review its contents and either copy the data to the new field or delete it.

Changing the case of a question name only—for example, changing the name from siteid to SiteID—causes the feature layer to be deleted and re-created when the survey is republished.

In all other cases, republishing a survey updates the 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, confirm that all unsent surveys have been submitted, and consider downloading the results of the 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 republished from Survey123 Connect, you can no longer edit the portions of the survey that are managed by the XLSForm in the web designer. For example, the survey title and survey questions cannot be edited. Themes, webhooks, and sharing options can still be edited 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 option off (gray) if the 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 the feature layer are based on global IDs, this option must be on for the survey to function.

Create web form is on by default. When this is off, publishing a survey does not create a matching web form to allow users to complete the survey on the web, meaning that the form only works 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 is created containing the survey's feature layer, with default symbology and using your organization's default basemap. This web map is also automatically added to the Linked Content tab in Survey123 Connect and is available in the field app as well.

Note:

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

Sent folder

If the Sent folder is enabled, submitted survey responses are saved on the user's device and listed in the Sent folder for the survey in the Survey123 field app.

You can allow users to copy sent surveys to a new survey by choosing Allow sent surveys to be copied to a new survey on the Options tab in Survey123 Connect. This option is enabled by default. When copying a sent survey, images are not copied to the new survey. This ensures that image files are preserved in the original survey.

You can also allow users to edit and resubmit sent surveys. Editing of sent surveys is disabled by default. To enable editing, choose Allow sent surveys to be edited on the Options tab in Survey123 Connect.

The Sent folder is enabled by default but can be disabled on the Options tab in Survey123 Connect. When the Sent folder is disabled for a survey, responses are not saved on the device and the option to open the Sent folder does not appear.

Caution:

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

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

Linked content

On the Linked Content tab for a survey in Survey123 Connect, you can link items that can then be used in the survey. The survey must be published before content can be linked to it. The following content can be linked to a survey: