After publishing your survey, it can be shared so that other users can submit responses to it.
Sharing of surveys is managed on the Collaborate tab in the Survey123 website. There are three categories of Survey123 user:
- Owner—The user who published the survey. A survey can have only one owner. The owner has full access to a survey and its records.
- Submitter—A submitter can submit responses to your survey from the Survey123 field app or web app. A submitter can optionally edit records in the Survey123 field app or web app, depending on the settings on the Share survey section of the Collaborate tab. For more information, see Control user access to records.
- Viewer—A viewer can view the results of your survey on the Data and Analyze tabs on the Survey123 website and also create reports. A viewer who is also a submitter can optionally edit and delete their own records in the form view on the Data tab, depending on the settings on the Share survey section of the Collaborate tab. For more information, see Control user access to records. In this context, viewer is not related to the Viewer user type in ArcGIS organizations.
Share your survey
A message on the Overview tab of the Survey123 website states that the survey is currently private.
This means that no one but you can submit a survey. You can change this setting on the Collaborate tab, which is accessible either through the navigation at the top of the page or by clicking private now in the message on the Overview tab.
The Collaborate tab opens to the Share survey section. The Who can submit to this survey section gives you the following options to decide who can submit responses to your survey:
- Everyone (Public)—Allows anonymous users to submit responses to the survey.
By default, responses that are submitted anonymously cannot be viewed by anonymous users. Permission to view anonymous responses can be managed through the feature layer settings. For more information, see Manage editor settings.
Configuring permissions through the feature layer settings could lead to unexpected issues. Changes to feature layer settings will be lost if you republish your survey.
A user will not be able to share a survey publicly if their role in their organization lacks the Share items publicly privilege, or their organization has disabled the Allow users to share items publicly security setting.
- Members of my organization—Allows ArcGIS organizational accounts in your organization to submit responses to the survey. The different user types and roles in ArcGIS organizations have access to different features of Survey123. For more information, see ArcGIS requirements.
- Following groups—Allows you to choose which groups created by your organization can submit responses to the survey; this can include people outside of your organization.
After making your choice, click Save at the bottom of the page. Selected users can now submit responses to your survey. The way sharing is implemented varies depending on where the survey was published. If the survey was created in the Survey123 website, this sharing is done by sharing a feature layer view with settings restricted to only allow data submission. For surveys created in Survey123 Connect, this shares the feature layer of the survey.
Do not delete the field worker view for your survey. This view is created when your survey is first published, and cannot be re-created.
On the left side of the page, you can browse to the Share results section of the Collaborate tab. This offers the same sharing options as the Share survey section and controls who has access to the results of your survey in the Survey123 website. For more information, see Share survey results.
Analysis sharing uses a feature layer view of the survey data that has read-only restrictions. The feature layer view can also be used in other view-only applications such as Story Maps.
Control user access to records
The What can submitters do options in the Share survey section determine how users who are submitters can interact with your survey.
- Only add new records—Allows users to submit new responses from the field app or web app.
- Add and update records—Allows users to submit new responses and edit existing records from the Survey123 field app or web app. This is the default option for surveys created with the Survey123 web designer. If a submitter is also a viewer, this option allows the user to edit their own records in the form view on the Data tab.
- Add, update and delete records—In addition to the above, this option allows submitters who are also viewers to delete their own records in the form view on the Data tab. This is the default option for surveys created in Survey123 Connect.
There are several methods for editing existing records. For more information, see Edit existing survey data.
If enabled in the Share survey section, the Draft mode option saves a user's answers in the Survey123 web app locally as they progress through the survey. The user can resume the survey in the same browser at any time.
This feature will not function in private browsing sessions.
Link to your survey
The Share this survey section at the top of the Share survey page provides a link that can be shared so others can open your survey. The link can be configured to open the survey in a browser or in the field app, or allow the user to choose where it is opened.
You can use this link in the following ways:
- Copy and send the link via email or a messaging service. You can also copy it to a web page.
- Scan the QR code for the link with a device.
When scanning the QR code, some third-party apps may require you to copy and paste the result to a mobile browser to open the survey in the field app. Other apps may open the result automatically or provide a button to open the result in a mobile browser. Some QR code apps change their behavior at different releases, so it is recommended that you try a few to find one that works well on your device.
- Click the link directly from the Share survey section.
Embed your survey
Click the Embed in website link under the Share this survey section to open a tab that provides HTML to embed your survey in a web page. To embed your survey, it must be shared publicly.
The Embed options section below this HTML provides the ability to hide cosmetic survey elements when embedded. Elements that can be hidden include the options bar at the top of the survey, the header, the survey description, and the footer, as well as the option to ignore the survey's theme.
The Multiple submissions section of the Collaborate tab allows you to decide whether your survey allows the same user to respond to your survey multiple times, or if only one response is permitted. User names will be used to identify signed-in users, and browser cookies are used for anonymous respondents.
This feature is only available in the Survey123 web app. Limiting your survey to one response per user is not honored by the Survey123 field app.
Open and close your survey to responses
The Survey status section of the Collaborate tab provides the option to prevent responses to your survey. When your survey is closed, no users will be able to submit any responses, and they will be presented with a message provided by you when they attempt to access your survey. A survey can either be opened and closed manually or be scheduled to only be open for a specific time.
This feature is only available in the Survey123 web app. Closing your survey to responses is not honored by the Survey123 field app.
Share survey ownership
The Update survey section of the Collaborate tab allows you to share the ownership of your survey with members of a shared update group in your organization. For more information, see the documentation on shared update groups in ArcGIS Online or shared update groups in ArcGIS Enterprise.
Sharing ownership allows other members of your organization to make updates to your survey in the Survey123 website and web designer. This is useful in collaborative situations where multiple people need to update the same survey. For example, shift workers who need to be able to modify a survey in the survey owner's absence. Users in a shared update group can then make updates to the survey and related items, such as:
- Add, modify, and delete questions within the survey.
- Add, modify, and delete webhooks.
- Edit report templates.
Avoid having multiple users make updates to the same survey concurrently, as this may cause updates to get overwritten.
Shared update group functionality is only supported by the Survey123 website and web designer. Shared update groups are not supported by Survey123 Connect, and users in a shared update group won't be able to access the survey in Survey123 Connect.
A user from a shared update group cannot do the following:
- Download or open the survey in Survey123 Connect.
- Delete a survey.
- Publish a survey for the first time, although they can make edits to the survey before and after publishing, and publish changes after the initial publish.
- Share the survey with other users as submitters or viewers.
- Upload a new report template, although they can edit existing report templates.