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Make changes to a live Viva Glint survey

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Some elements of a live recurring or ad hoc survey can be adjusted, but only make live edits when necessary.

Important

The term "item" refers to any question or statement posed in a Glint survey.

Preview your survey before launching. Then follow these practices:

Best Practice Considerations
Don't stop the survey Unless you need to completely replace a survey cycle, never stop a survey. Many edits can be made while the survey is enabled.
Make email and reminder edits only at the cycle level Program level changes don't apply to a live survey.
Keep the meaning of a question intact If you need to fix spelling, grammatical, or translation errors:
  • The adjusted item meaning should remain the same before and after edits.
  • To ensure the integrity of the survey results, don't adjust any rating scale or multiple-choice options.
Always Save and re-approve When making live edits, save changes and reapprove the survey before ending your session. Use this guidance for approving, previewing, enabling, and disabling your survey.
Make text changes uniformly Text changes need to be made across all languages included in the survey.

Watch for this alert in Program Summary when editing a live survey:

Screenshot of alert in Program Summary.

Scenarios and considerations for live survey changes

Sometimes changing a live survey may be beneficial.

Topic Scenario Considerations
The text at the beginning (top) and end (bottom) of the survey The Intro or Thank You text needs adjustments or corrections. Newly edited text is featured immediately and only on surveys that haven't started.
Item text The phrasing of an item needs to be edited. Decide whether to change the item while the survey is live or if it can wait until the next cycle. Instructions for editing items in a live survey are below.
Adding or removing an item You want to add a new item or remove an item from a live survey. An item can't be added or removed from a live survey except in an Always-On or *Employee Lifecycle program.
Item order The survey items need to be reordered. The newly edited order is featured immediately but only on surveys that haven't yet been started.

Fields which can be edited

  • Language - From languages prepopulated in the dropdown menu.
  • Question Type - Rating, multiple choice, open-ended.
  • Reporting Label - For easy identification of your item.
  • Question Text - Consider if it's as it should be. Wording shows verbatim. The + button allows you to edit the question. Try not to edit our standard survey items! Item edits may impact language translations and the item's intention. This change can subsequently affect the accuracy of the benchmark tied to the item.
  • Instruction Text - Use this space to provide survey takers with helpful information about how to answer this item.
  • Comment Placeholder Text - Leave your comments here appears by default, but this text can be customized.
  • Rating Scale - five (5) or seven (7) points
    • Decide whether to include the rating Label for all options - The Low Value (1-strongly disagree) and High Value (5- strongly agree) appear by default. To define values 2, 3, and 4, toggle to YES and then assign their meaning. For example: 2 = disagree.
    • Decide whether to Allow Comments - Toggle to Yes or No.
    • Decide whether this item can be an Optional Question - Toggle to Yes or No.
  • Suggested Action Template - Use the dropdown menu to attach this item to a previously configured Suggested Action Template to help managers act on feedback.

Select Save Changes when editing is complete.

Edit your live survey

The information is broken out across Program Summary setup pages.

Program Setup

Topic Scenario Considerations
Various You want to edit the Program Name. Edits are visible only to users who haven't started their survey.
Additional languages You want to add a new language as a survey option. If custom translation text isn't provided, Glint's standard text translations are featured.

Distribution

Topic Scenario Considerations
Add users Employees not yet included in your Employee Attribute File need to participate in the survey. From the admin dashboard, select the People section and then Send Survey. Each new user is sent the email invitation immediately. From then on, these new users receive reminders according to the same schedule as all other users.
Edit a Distribution List The list of employees included or excluded in the survey needs adjustment. A Distribution List can be adjusted at any time but doesn't automatically send a survey invitation to new users. Those invites have to be sent manually.

Schedule

Topic Scenario Considerations
Survey launch date You need to postpone the launch date of the survey. To avoid potential challenges, make this update a minimum of 24 hours before the survey is scheduled to go live.
Response window You want to decrease or increase the number of days within the survey window. Adjust a minimum of 48 hours before the original survey end date.
Also, make sure your Communications emails align with any updated survey window planning.

> Note that live Schedule edits are applied at the cycle level.
Resend Survey Invites You want to resend the survey invite email to users who haven't responded yet (the email doesn't send to users who've completed the survey). Viva Glint Admins can only make this change between the invite send date and the first reminder date. This option is unavailable after the first reminder sends.

Note: Invites begin sending immediately and follow the length of the delivery window set up in Communications.
Reschedule Survey Invites You want to reschedule the survey invite email due to issues with the first invite. Viva Glint Admins can only make this change between the invite send date and the first reminder date. This option is unavailable after the first reminder sends.

To manage the schedule for a live survey:

  1. Go to Configuration and choose Survey Programs in the Surveys section.

  2. Select the live survey from the Survey Programs list.

  3. In the list of Upcoming and Live surveys, go the live survey and select the ellipsis on the far right.

  4. In the dropdown menu, select Manage Schedule & Invites and choose from Schedule, Resend Survey Invites, or Reschedule Survey Invites options.

    Screenshot of the Manage Schedule & Invites feature for a live Viva Glint survey.

Items (Questions)

Topic Scenario Considerations
The text at the beginning (top) and end (bottom) of the survey The Intro or Thank You text needs adjustments or corrections. Newly edited text is featured immediately on surveys that haven't been started.
Question text The phrasing of an item needs to be edited. Survey item rephrasing propagates to future programs only. Live programs aren't affected by edits.
Add or remove a survey item You want to add a new item or remove an item from a live survey. An item can't be added or removed from a live survey except in an Always-On or Employee Lifecycle program.
Item order The questions need to be reordered. Newly edited item order is featured immediately on surveys that haven't started.

Note

Changes to survey sections and survey breaks can't occur during a live cycle. They apply to upcoming cycles only.

Admin process for editing a question during a live survey

There are three entry points for editing a question:

  • From the Question Library on your admin dashboard. This doesn't require survey to go into unapproved state.
  • From the Survey Programs, Live section
  • From the Survey Programs, Upcoming section

Allow Survey Resubmission in the Program Setup section of Program Summary must be toggled to Yes.
If not toggled to Yes, a pop-up informs you that the change to Yes is made automatically when your edits are saved.

Hover over the horizontal ellipsis next to any survey item to select Edit Question.

The Edit Question slider window includes these setup tabs:

  • Question Configuration
  • Associated Programs - again, the Before you edit this question dialog box informs whether this question is currently used in one or more live survey programs.

Screenshot of ellipses dropdown menu next to each survey item.

Inform survey takers of a live edit

After reviewing your edits to an item, select Save. The Confirm your changes dialog box displays.

Screenshot of the confirmation dialog box for editing live survey questions.

  1. In the Confirm your changes dialog box:

    • If your organization uses Entra ID or personalized links for survey access, you can notify participants who have started or already completed the survey by checking the Send an email notification about this change to participants who have already started or completed this survey box.
    • If your organization uses an attribute-based survey access, you must notify participants about these changes and give them the option to retake the survey. This is mandatory.

    Important

    • All survey participants must be made aware of the opportunity to retake a survey if a question is changed during a live survey. They must also understand that if they retake their survey, all original answers are replaced.
    • Survey takers can use the link from their original survey invitation email to retake their survey. Use this guidance to resend survey invites
    • For participants who haven't started the survey, the survey automatically updates with the new version of all items. No notification is required.

  2. Select Confirm in the dialog box or Back if you need to make more edits.

  3. A one-time notification banner confirms that your item is updated.

Associated programs

A list of program names previously used or in use that include this survey item can be viewed here. You may see an alert cautioning you that this question is being used in one or more live surveys.

  • If you don't want to make this change, choose Cancel.
  • You can edit language text, instruction text, and comment placeholder text only. Other fields are disabled and can't be edited until the survey is no longer live.
  • Make your changes and select Save.

Screenshot of warning and tips about editing a question during a live survey.

Reporting

Topic Scenario Considerations
All items in the Reporting section Any section in the Reporting section needs adjustment. Save all changes, then return to the Program Summary and adjust the Approved toggle to Yes.
Benchmark update Your external comparison benchmark was updated. If changes are made to the benchmark in a live program, be certain users with live access are aware so they aren't confused by different results from a past viewing.
Aggregate Indices You need to edit or add an aggregate index. If changes are made to indices in a live program, be certain users with live access are aware so they aren't confused by results that are different their last viewing.
Driver Impact Outcomes You need to edit or add Driver Impact Outcomes. If changes are made to Driver Impact Outcomes, be certain users with live access are aware so they aren't confused by different outcome options available in the Driver Impact report.

Communications

Live Communications edits only apply when made at the cycle level.

Topic Scenario Considerations
Reminders You need to add or delete email reminders, or otherwise edit existing text. Future reminders can be added, edited, or deleted if adjusted at least the day before they're scheduled to be sent. Reminders can't be added, edited, or deleted, on the day that they're scheduled.
Results Notification You want to turn this feature on or off, edit existing text, or adjust the number of days until the message is sent. To avoid potential challenges, make changes at least 48 hours before the closing of the survey window.

Other Live changes

Topic Scenario Considerations
Manager hierarchies Your reporting displays incorrect leadership hierarchies due to errors in your Employee Attribute File. Change only after the close of the survey window.
Add bulk survey participants An extra group of employees needs to be added to the platform. Submit a delta file of the employees to be added. Then, manually send them the survey invite from within the People configuration page.
Add users not in the Distribution List Employees outside of the Distribution List need to be included. From the admin Configuration dashboard, select the People feature, then Employee, then Action, then Send Survey.
Email timing You want to adjust the time emails are sent. Adjust timing at the cycle level only and consider the user time zones.