Survey Templates

Survey Templates define the structure and behavior of surveys. As an administrator, you configure field groups, field types, validation rules, and conditional logic to create surveys tailored to your business needs.

Template Structure

A survey template consists of:

Survey Template
├── Name, Category, Description
├── AI Prompt (template-level guidance)
├── Field Groups (logical sections)
│   ├── Group settings (collapsible, repeatable)
│   └── Reference images
└── Fields (data to collect)
    ├── Field type and validation
    ├── Options and voice shortcuts
    └── Conditional display rules

Creating a Template

1. Navigate to Survey Templates in the services menu
2. Click New Template
3. Enter the template name, category, and description
4. Add field groups to organize your survey
5. Add fields to each group
6. Configure validation and conditional logic
7. Save the template

Field Groups

Field groups organize related fields into logical sections. Groups appear as collapsible sections in the form view and are announced as context during voice surveys.

Group Settings

Repeatable Groups

Use repeatable groups when the count varies per survey:

• Rooms in a building
• Equipment items to inspect
• Tasks completed

Configuration:

• Instance Label - Template like "Room {n}" or "Item {n}"
• Max Instances - Limit how many can be added (default: 50)

During voice surveys, the AI asks "Add another room?" after completing each instance.

Nested Groups

Create parent-child hierarchies for complex structures:

• Building → Floor → Room
• Vehicle → Component → Inspection Point

Set the Parent Group to create the nesting relationship. Only repeatable groups can have children.

Field Types

Field Settings

Select and Multiselect Options

Adding Options

1. Click Add Option to create choices
2. Enter the display text for each option
3. Order options logically (most common first)

Voice Shortcuts (Aliases)

For technical fields with long option names, add voice shortcuts so users can speak abbreviations:

Example: Connection Type Field

Click the Aliases button next to each option to add shortcuts.

Guidelines for Options

• Keep option count under 10 - more makes voice selection difficult
• Add aliases for any option with technical jargon
• Avoid options that sound similar when spoken
• Use consistent capitalization (Title Case recommended)

Validation Rules

Number Fields

Example: Temperature field with min: -40, max: 300

Text Fields

Example: Serial number pattern: ^[A-Z]{2}-\d{4}$

The AI will ask users to re-enter values that fail validation.

Conditional Logic

Show or hide fields based on previous answers. This keeps surveys focused by only asking relevant questions.

Creating Conditional Rules

1. Select the field to make conditional
2. Click Add Condition
3. Choose the trigger field, operator, and value
4. Set whether to Show If or Hide If the condition is met

Available Operators

Example: Equipment-Specific Fields

Show "Refrigerant Type" only when Equipment Type equals "Heat Pump":

• Field: Refrigerant Type
• Condition: Show if Equipment Type equals "Heat Pump"

Multiple Conditions

Combine conditions with AND/OR logic:

• AND - All conditions must be true
• OR - Any condition must be true

Best Practices

• Keep dependency chains short (A→B→C, not A→B→C→D→E)
• Don't hide required fields without alternatives
• Test all conditional paths before publishing

AI Prompts

Customize how the AI asks for each field using AI prompts.

Template-Level Prompt

Set overall behavior for the entire survey:

"You are helping complete an HVAC equipment inspection. Be efficient and professional. For measurements, confirm values outside normal ranges."

Field-Level Prompts

Override behavior for specific fields:

For confirmation-critical fields:

"Always confirm the serial number by reading it back. Ask user to spell out ambiguous characters."

For measurement fields:

"If value seems unusually high/low, confirm before saving. Normal range is 30-150 PSI."

For technical select fields:

"Ask for weld type. Accept common abbreviations. Don't list all options unless user asks."

Reference Images

Add images to field groups to help users during surveys.

When to Add Images

• Equipment nameplates showing where to find data
• Condition examples (Good, Fair, Poor ratings)
• Safety information and access points
• Technical diagrams for complex equipment

Adding Images

1. Select a field group
2. Click Add Reference Image
3. Upload the image
4. Add a descriptive caption

Caption Guidelines

Good captions help the AI find and display the right image:

• "Nameplate location on XYZ-2000 series units"
• "Example of corrosion requiring Poor rating"
• "Refrigerant pressure gauge reading location"

During voice surveys, users can say "show me the nameplate" and the AI will display the matching image.

Template Review Checklist

Before publishing a template, verify:

Voice UX

• Field names are natural language (not database codes)
• Select fields with 7+ options have voice shortcuts
• Critical fields have confirmation in AI prompt
• Field order makes sense as a spoken conversation

Data Quality

• Required fields are marked appropriately
• Number fields have reasonable min/max validation
• Select options are mutually exclusive

Conditional Logic

• No circular dependencies
• All conditional paths are reachable
• Required fields aren't hidden without alternatives

Completeness

• All fields belong to a group
• Groups have meaningful names
• Reference images have descriptive captions

Testing

• Complete survey in voice mode
• Complete survey in form mode
• Test all conditional paths
• Verify print preview shows expected data

Template Versioning

Templates are versioned automatically. When you edit a template:

• Existing sessions continue using the version they started with
• New sessions use the latest version
• Version history is preserved for auditing

Publishing and Permissions

• Templates must be published to be available for new sessions
• Set visibility to control who can access the template
• Assign templates to specific team members or roles