Questionnaires


Questionnaires are one of the most powerful features that AppTracker offers. It allows the creation of dynamic forms for the collection of information about Applications, UAT's and User Migrations etc. Once these forms are created they appear in the UI, Reporting Section, Import pages and API.

Example

Define a tab on the Discovery questionnaire called "Network Data" and add some input controls to it.

Network Data

  • Server: Dropdown - Server A , Server B , Server C
  • Port: Free text
  • Requires SSL: Check Box
  • Last Accessed: Date/Time Picker

This tab can be instantly seen in the Discovery Tab of any application. Users will see these options displayed to them as Dropdowns, Textboxes and Tick Boxes etc. Users can start to fill out the data directly in AppTracker.

If you have a lot of this information in the form of an Excel sheet taken from some other source, such as SCCM, then these new fields are also available on the dynamic import page and can be bulk uploaded into AppTracker.

If you have access to this information from a dynamic source like AD then you can use PowerShell and the AppTracker API to update these fields. This allows you to create scheduled tasks that "sync" this data from a variety of sources into AppTracker on demand or on a schedule.

This information is available in AppTracker's reporting section. You can run a Data Mining report on a number of applications and choose to see one or many of these fields in the results. Using a combination of the update methods described above the data in AppTracker can become the "single source of truth" for a project.

Creating a Questionnaire

Questionnaires are created in the Admin Section of AppTracker on the "Questionnaire" Tab. From here you can select any of the 25 different types of questionnaires in AppTracker and proceed to create sections and questions. The questions can be all different types such as Text boxes, Radio Buttons, PowerShell Buttons and Date Pickers etc.

Create a Sub-Tab & Questions

  1. Select your Questionnaire Type, e.g. "App Discovery".
  2. Click "Create Sub-Tab" and enter a name for the new Sub-Tab. E.g. "Network Settings". By default the new sub-tab will have two questions already "First Question" & "Second Question". You can rename these questions and start to create your own.
  3. To create a new question click the bar at the top of the sub-tab grid labelled "Click here to add new item". Enter your question text and select a control to display it as e.g. "Server IP" as Textbox.

Delete Sub-Tab

To delete a Sub-Tab click the "Delete Sub-Tab" button on the tool bar. Enter the Id of the Sub-Tab, this can found on the top left corner of the sub-tabs details panel. You can only delete one sub-tab at time. This will delete the sub-tab and all questions in that tab.

NOTE: DELETING A SUB-TAB WILL DELETE ALL OF THE ANSWER DATA FOR ALL OF THE QUESTIONS IN THAT SUB-TAB. THIS CANNOT BE UNDONE WITHOUT REVERTING BACK TO AN EARLIER BACKUP OF THE DATABASE.

Questionnaire Components

Questionnaire Type

There are many types of questionnaires throughout AppTracker, e.g. Discovery, User Audit, UAT, QA etc. When designing a new questionnaire you must first select this correct type to update.

Questionnaire Sub-Tabs

These are shown on the main Questionnaire Tab.

  • Note - If sub tab is the only tab on that questionnaire then it will fill the screen and no tabs will be shown.
  • Sub-Tab Header - The name of the Sub-Tab that will be shown on the main questionnaire tab.
  • Display Order - The order these sub-tabs will be displayed.
  • Is Visible - Show/Hide sub-tabs without losing the data they contain
  • Section Id - The Id of this section, needed when deleting a section.

Displaying History Tab

If this option is ticked an extra sub-tab will be shown on the main questionnaire tab, the history of any questions that have had their "History" option checked will be shown in here. This is a Read-Only tab.

Different Types of Questionnaires

  • App Discovery - Basic discovery form for collecting data about an application.
  • App QA - The QA form linked to an application.
  • App Custom Tab 1/2/3 - Customisable tabs for data that isn't collected in the App Discovery questionnaire or needs to be kept separate for clarity.
  • **App Hidden Tab 1/2 -Tab's that require the user to be in a special role to view them and their contents. This can be used to securely store sensitive financial / licensing data about an application and limit access to just the permissioned users.
  • **User Audit - Collects the basic information about a User Migration, its equivalent to the App Discovery Tab. These questions can be presented to a user later via a web link for them to "sign-off" their information.
  • User T-Minus Plan - A special questionnaire that can be used to form a migration readiness RAG status on a user. However it must follow particular rules.
    • The Section Header must end in a number, e.g. "T Minus: -10"," T Minus: -5". These numbers are used to calculate the RAG status as of the date the report was run.
    • Only questions marked as a Checkbox will be used to calculate the RAG status, all others are ignored for the RAG status calculation but still show as normal on the questionnaire.
    • RAG Status Calculation:
    • Green = All steps in the section are marked as complete
    • Amber = Not all steps have been completed however there is still time on the T-Minus to complete these steps.
    • Red = Not all steps have been completed and the T-Minus time has passed
  • User Custom Tab 1-3 - See App Custom Tabs above
  • User Hidden Tab 1-2 - See App Hidden Tabs above
  • User Satisfaction Survey - A survey form that can be presented to a user via a web link and have them rate their migration experience. Like all questionnaires this information can be mined for reporting purposes.
  • App Test Case 0-5 -Application test forms that are displayed to a user when signing off an application. E.g. UAT, OAT and Upgrade tests. {see app testing}
  • App Rationalisation - The rationalisation section collects a very small about in information about an application, this questionnaire allows you to extend the amount of information held about an applications before it moved from the Rationisation section and into the Applications section.
  • App Blueprints - Blueprints can have their own questionnaire of information. This can represent aggregate information on all the applications they contain or progress of that Blueprint towards completion.
  • User Blueprints - App Blueprints above
  • Admin Custom Settings - This questionnaire is internal and not shown to AppTracker users. It's used to hold useful information about the project. Such as SCCM connection details, AD user/pass etc. PowerShell scripts that leverage the API can access these settings. E.g. the project has three scripts that perform SCCM tasks, rather than hard coding the SCCM server in each script the settings are added to the Custom Settings questionnaire and read by the three scripts. If the SCCM server details change then the scripts will read the new server details from the questionnaire; it will not require the scripts be updated manually.

Question Components

  • Display As - Controls how the question is displayed i.e. textbox, dropdown, date picker etc.
  • Question - The text element of the question shown to the user.
  • Options - Some controls, such as Dropdowns, have extra options for example the items in the list. These are delimited by a pipe character "|".
  • Tool Tip - If a tooltip is specified then a question mark "?" icon will be shown beside the input control, hovering the mouse over this icon will show the tooltip.
  • Sort Order - controls the order the control appears on the questionnaire form.
  • Visible - Shows / Hides the question on the questionnaire.
  • Read Only - Makes a question read only regardless of a user's access rights. This can be used in conjunction with the API to sync information from AD and display it to the user but not allow them to change that information.
  • History - Ticking this will tell AppTracker to record all changes to this field. This can use a lot of database space if changes are common and it's recommend to only use it on sensitive fields where reporting changes may be necessary later. An example would be a tick box indicating a user's migration step has been complete.
  • ID - The internal Id of the question, this is needed when deleting a question. Control Types

  • Header - Creates Bold piece of text. The question text is used as the header text.

  • Text Line - Creates a textbox that can take one line of text.
  • Text Block - Creates a textbox that can take many lines of text.
  • Radio Buttons - By default if no options are specified then this will show a radio button group of "Yes, No, N/A". It possible to set your own options to display by entering these items into the Options cell and delimiting the options with a pipe "|". E.g. "Reg|Green|Blue" creates a radio button group of these options.
  • Radio Buttons W/Filter- This is the same as the Radio Button above but when used in an Application or User Migration questionnaire it will add a new option to the filter menu allowing you to filter the main Grid (Apps or Users) to records that have these options ticked.
  • Checkbox(s) - By default this will add a single check box to the questionnaire. Adding pipe "|" delimited items to the options area will create multiple checkboxes for this one question.
  • Dropdown - Creates a standard dropdown box on the questionnaire form. It will also add a "Clear Selection" button as the first option in the dropdown, allowing users to select "nothing"
  • Dropdown W/Filter - This is the same as the dropdown control above but when used in an Application or User Migration questionnaire it will add a new option to the filter menu allowing you to filter the main Grid (Apps or Users) to records that have these options ticked.
  • Date Picker -Adds a date picker control to the form
  • Date/Time Picker - Adds a date and time control to the form.
  • Spacer - Adds a blank space between the control above and below this one. As the question text is required you can put in a "." as the question text for this type.
  • Info - Adds fixed text to the form, it is not bold and there is no input control associated with it. This can be used to give some extra information about a group of questions.
  • PowerShell Button - This is a special control that will add a button to the questionnaire form. In the options for this question enter the relative path of the PowerShell script to run. Options are pipe delimited and must occur in a specific order i.e. "[Script File]|[Wait]|[Question Text]" o Script File: The name of the script and optional sub folder path. By default AppTracker looks in "[Website]\Handlers\Templates" folder for these scripts. o Wait/NoWait: Tells AppTracker to show/not show the reloading overlay when the button is clicked. (Note this is not currently implemented) o Question Text: Optional question name to store the result returned by the script. o {see PowerShell and API} Visual Style Control The "Visual" sub-tab of the Questionnaire Admin tab allows you to control how the questionnaire displays in AppTracker. OPTIONS:
  • Right Align Question Text: Controls whether the question text is left aligned against the edge of the form or right aligned up against the input controls.
  • Add ':' To Question Text: Adds a colon after the question text, mainly used if the question text is right aligned.
  • Min Question Text Width: Sets the minimum with of the area that holds the question text
  • Max Question Text Width: Sets the maximum with of the area that holds the question text. The question text will start to wrap around after exceeding this limit.
  • Input Control to Gutter Ratio: controls the white space gutter to the right of the input controls, setting this to 0 will remove the gutter altogether. Setting it to 5 for example will mean that AppTracker will create gutter that is 5 times smaller than the area for the input controls.
  • Margin around Input Controls: This controls the white space around the input control. Allowing control over the vertical space between questions and the space between the question text and input controls.

Updating a Questionnaire in the UI The most common way to add information to a questionnaire is to simply click on an application or user migration, go to its questionnaire and start inputting information. Here you will see the questionnaire form laid out into groups of sub-tabs and lists of questions as specified in the Admin Section. This information can be saved using the "Save" button the top left of the tool bar or reload the information (discarding any unsaved changes) by click the "Reload" button. Bulk Update It's possible to bulk update information for a number of applications or user migrations directly from the corresponding grid. For example select a group of applications, right click on this selection, a context menu will appear, pick "Bulk Update Questionnaire", from there pick the questionnaire type to update, e.g. Discovery Info. This will pop up a dialog box listing all the questions in that questionnaire. Select a question from the list. The input area at the bottom of the dialog will change to reflect the type of question you have selected. Here you can update the value for this question for all the selected applications.