Microsoft Dynamics 365 offers the ability to create visually interesting and useful charts and reports on records in your system. One easy way you can put these to work for you is by creating a handy dashboard to get a customized look at the ClickDimensions data you and your company want to focus on or analyze specifically, like survey records.
With ClickDimensions surveys, we provide a built-in report that contains information organized in bar charts and a wealth of survey statistics data that can be used to understand the submissions you are receiving. In addition to this, CRM reporting allows users to query for the data that is important and unique to them, like a blank canvas. We provide the paint (the data) and CRM provides the brushes (reporting tools) to allow you to create additional reporting that suits your organization’s reporting style.
In this blog post, we identify how you can build some quick and easy components that highlight your use of ClickDimensions surveys.
To start, here is an example of a system-wide dashboard that can offer a quick overview of the level of interaction your surveys have received so far:
System-Wide Survey Reporting Dashboard
To build a dashboard like this, you need to know how to make the individual components. We will walk you through the process of building some components that can be helpful for your company’s survey reporting below.
One of the simplest, but often most helpful resources is a list of your records. It allows you to get a quick glimpse at important information, like the date a record was created or whether it is expected to create contacts or leads.
The list we’ve included on our survey dashboards is especially helpful because the list does not include other types of web content records: subscription management pages, landing pages or forms. The list gives us a quick overview of only the survey records we are interested in. Additionally, with our “personal” dashboard, we are able to specify that we wanted the list to only be surveys that are owned by our user record.
When you want to add a list like this one to your dashboard:
1. In your dashboard, click Insert List.
2. Enter the criteria you need to pull together your list. Here you can see our criteria:
For a list that only contains your surveys or your team’s surveys, you can create a view on the web content record that contains surveys where you or your teams are the record owner.
You would then choose the new view you’ve created instead of the Active Surveys view when you are setting the list’s criteria.
Number of Responses
Another handy component you could add is a chart that indicates the number of responses each of your surveys has received to date. This chart would allow you to monitor your customer’s interactions with your content and compare your surveys to determine which is receiving the most submissions from your contacts and leads. To build it, you would need to:
1. Make a custom Count field to count the number of posted surveys for each survey. When you’re setting that up, the field record should look like this:
We are using a rollup type field to count the number of posted surveys that are associated to a given survey over time. This field will give us an actual value upon which we can built our chart.
To configure a rollup field, you need to specify what it will be counting. For our field, we gave it this simple configuration:
2. Next, we need to build the chart that will display the data for each of our surveys. You will likely be able to build your chart with the following criteria:
As you can see, the Series is our custom Count field and we let the function be the sum of that field’s value(s) for each of the categories. For the category, we wanted the count for each survey, so we have chosen the Name field. Now, for each name (aka each survey) we are getting the value of the custom field we built represented as a horizontal bar chart.
3. The last step will be to add our new chart to our dashboard. This is as simple as selecting one of these two chart options.
But you can take the opportunity to make this chart more personalized for your particular dashboard by running it on a specific web content record view, which you can select here:
This is what allows us to narrow down the chart to show only our team’s surveys or only surveys that the user personally owns. You don’t need to build a completely new chart; you can just toggle to the more limited view right from the dashboard’s editor.
Sometimes it’s helpful to see the origin of the responses to your survey. In this component, we built a chart that can identify if the survey responses are submitted after the survey was received in an email versus if they are submitted from the survey’s inclusion elsewhere for example, if it was embedded on your website.
This specific chart is possible through the conversion email statistics that ClickDimensions automatically tracks to identify activities like visits to your website, form submissions and, more importantly for this chart, survey submissions that occur in ClickDimensions emails. Because of this process, any email recipients who submit a survey automatically populate this Email Send field on their posted survey record with the name of the send.
1. Build a Custom field to calculate the value of Email and Not Email for your posted surveys.
Knowing that the population of that field indicates the source of any posted surveys that originated from emails, we built custom field to specifically calculate if the email send field contained data, creating an Email and Not Email field on the posted survey entity.
This two-option type field will use the following logic to determine if the field should be Not Email or Email.
With that configured, we now have a field on the posted survey entity that calculates the response’s origin and we’ll be able to build a chart with that value.
2. Build a chart based on our custom field’s value.
To build our chart, we will navigate to the posted survey entity and make a chart that counts the posted survey records that have the Email and Not Email values. You could structure yours like the following:
3. Add the chart to your dashboard.
This is the same process as the component above. You will click on one of the two Add Chart options when you are in your dashboard editor.
And, like before, editing the view when you are applying the chart allows you to narrow the focus of your chart to only your team’s posted surveys or only posted surveys for surveys that you own.
Here you can see the component we built to contain the average values of our rating type survey questions. This allows us to gather a quick sense of the response to our rating type questions. Because rating type questions used in our surveys are typically used to provide feedback regarding customers’ experience with the organization, this chart allows us to visually monitor the average rating value for each of our rating questions.
1. Make a view of just the survey answers that are associated to rating type survey questions.
This view will allow us to focus our component only on rating type survey questions, whose average numerical answer is a meaningful value. We aren’t including fields like text areas because the system cannot provide an average numerical value for those answers. To build this view, you simply select survey answers where the related survey question’s type equals a rating field.
2. Make a chart.
Next, we build the chart that will display our average answer for each of our survey questions that meet these criteria. This can be easiest to visualize if you are already within your new custom view. When putting together the criteria for our chart, we chose to get the average value of the survey answers’ numerical Value field. The horizontal axis will be gathering this average value by each survey question.
3. Add to dashboard.
Once our chart is prepared, we can add it to our dashboard. Remember to select your custom view for the component. If you want to be more specific about which of the rating type survey questions you want to include, you can adjust your custom view. The structure of the chart will remain the same.
Reviews – Good vs. Bad
One last component we feel may be useful for our survey dashboards is a more specialized version of the rating chart above. In this scenario, we have one rating question that we use in several of our satisfaction surveys. We consider a score of zero to five to be a bad rating and a score of six to 10 is considered a good rating. With this in mind, we are able to build a chart that keeps track of one specific rating question’s responses and tallies them against one another. This provides more detail than the simple average score value we had above. We’re able to determine if we are receiving more good reviews or bad reviews and focus in on any customers who expressed a bad experience.
1. Create a custom field.
First, we built out a custom field to calculate and contain the value Good or Bad when a survey answer comes in for one of these rating fields. Because not every survey answer will utilize this field, we included an NA (not applicable) option for this field. The NA value is our default. Only when the answer is for our specific rating survey question will we calculate the response’s good or bad value.
Here, you can see the calculation process. For our organization, a score of six or more was considered good, but you can configure the calculation as your organization sees fit.
2. Create a view.
Next, we created a view that only showed us survey answers that responded to our company’s important rating question. We want this view in place so that our chart will only show us the survey answers for this particular question.
3. Build the chart.
Then we build the chart on our survey answers so that it counts the number of good and bad responses that question has received so far.
4. Add the component to your dashboard.
Finally, as with our other components, we can add the chart we built to our dashboard. It is important to choose the custom view we built in step 2 to ensure the NA value survey answers don’t appear in our chart. Those survey answers do not provide insight into the responses our special rating field has received.
The steps we’ve taken to build the components above can be adjusted for your company’s personal reporting needs. Using the native dashboards in your CRM allows you to get a quick view of your CRM’s data.
To learn more about how surveys and responses to your surveys exist in your CRM, we encourage you to review these articles:
And to learn how to pull a CRM report with all your surveys’ answers, you can read this post:
Note: Please be aware that the above components are Microsoft’s native charts and dashboards. For additional help building these kinds of components, we encourage you to reach out to your CRM administrators and/or CRM partners. They will best be able to assist you with the advanced features and limitations of these native tools.