You can manage all surveys in an organization and organization-wide settings for Survey123 on the Organization page of the Survey123 website. This page is only available to organization administrators or users with a role that includes the Organization website privilege. To learn more about privileges, see Administrative privileges in ArcGIS Online or Administrative privileges in ArcGIS Enterprise.
Manage surveys
Surveys are managed by administrators in the same way as an owner would manage a survey. On the All surveys tab on the Organization page of the Survey123 website, you can see all surveys in your organization. As an administrator, you can do the following:
- Filter surveys by organization member.
- Update survey information, republish, or change sharing permissions for any survey.
- Add report templates to any survey.
- Change ownership of a survey from one organization member to another.
Note:
When changing the ownership of a survey, the ownership of linked content, printed reports, and exported data is not changed. If the survey was created from an existing feature layer, the ownership of the source feature layer item is not changed. Ownership of report templates and feature layers that were generated by Survey123 is changed. The Associated items table, shown during the change of ownership step, lists all associated items and indicates whether the ownership of each item is changed.
Organization settings
An organization administrator can configure settings that apply to all Survey123 users. On the Organization page of the Survey123 website, click the Settings tab to view or modify these settings.
These settings change the behavior of Survey123 for all users in your organization.
Note:
Organizational settings will only apply to public surveys if Allow anonymous access to your organization is enabled for your ArcGIS organization. For more information, see Configure security settings in ArcGIS Online or Configure security settings in ArcGIS Enterprise.
General settings
| Setting | Description |
|---|---|
| Shared theme | Override the default application theme with the colors and logo in your organization's shared theme. For more information, see Shared theme in ArcGIS Online or Shared theme in ArcGIS Enterprise. This setting is supported in Survey123 Connect and the Survey123 web designer. |
| Tutorials tab | Show the Tutorials tab in Survey123 Connect. The content on the Tutorials tab is regularly updated from online sources. |
| Community tab | Show the Community tab in Survey123 Connect. The content on the Community tab is regularly updated from online sources. |
| Templates | Choose the templates that are available to survey authors when creating a survey:
Organization templates, Templates from Esri, and Templates from the Survey123 community are supported in Survey123 Connect and the Survey123 web designer. Surveys in my organization is only supported in Survey123 Connect. |
Map settings
| Setting | Description |
|---|---|
| Map gallery | Select the group whose web maps will be shown in the map gallery. The organization basemap gallery is the default. All basemaps used in the Survey123 field app must use the Web Mercator Auxiliary Sphere projection. Basemaps with other projections can only be used in the web app. |
| Default map | Select the default map used in a survey. The survey owner can override this setting on a per-survey basis. The organization basemap is the default. This setting is supported in Survey123 Connect and the Survey123 web designer. |
Survey settings
| Setting | Description |
|---|---|
| Require update | You can require users to update a survey if a newer version is available. Users cannot access the survey until it has been updated. The survey owner cannot override this setting. This setting is supported in the Survey123 field app only. |
Location sharing settings
| Setting | Description |
|---|---|
| Location sharing | You can enable location sharing for users in your organization. Additionally, you can require it, meaning that users cannot turn it off in the app and location sharing will always be on. This setting is supported in the Survey123 field app only. |
| Data | Choose to record tracks, the last known location, or both. Tracks are uploaded every 10 minutes, and last known locations every 1 minute. This setting is supported in the Survey123 field app only. |
Location sharing in your organization
Location sharing is an organization-wide capability that allows you to record where mobile workers are and where they have been. When you enable location sharing, licensed users in your organization can use the Survey123 field app to upload their locations to the location sharing layer. The tracks are secure in the location sharing layer—field workers only see their own tracks, and additional permissions are required to view the tracks of others. Once location sharing is enabled, administrators can use the Track Viewer web app to share the last known location and track data with other users in the organization by creating track views.
To learn more about enabling location sharing in your organization, see Enable location sharing in ArcGIS Online and Enable location sharing in ArcGIS Enterprise, or see the Deploy a location sharing solution with Survey123 implementation guide.
Once location sharing is enabled in the organization, an organization administrator can configure how location sharing will be used in the Survey123 field app, on the Settings tab of the Organization page of the Survey123 website. Sharing choices are listed in the table above.
If the device is offline, locations are stored locally until the device is online, and they will automatically be uploaded. If the user signs out while the device is offline, a message appears warning the user that unsent tracks will be deleted.
To learn more, see FAQ for survey creators and FAQ for submitters.