In all likelihood, you have used a Likert scale (or something you’ve called a Likert scale) in a survey before. It might surprise you to learn that Likert scales are a very specific format and what you have been calling Likert may not be. Not to worry — researchers that have been doing surveys for… Read More »
Legacy User Permissions Tutorial
I see my users tab is brand new, -- is everything I had available before, still available?
Most definitely! All of what was available in our old user management system is still available, it's just spread over a few more places so you have access to new and enhanced features.
First, lets go over where everything is:
Previously, all changes that you made to your users were hosted in the same place, through Account-->Users tab. This was great because it gave you one place to access all of your user information, but it really limited the amount of customization you could do.
Basic User Info
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A: Name: This is where you defined your user's Full Name. B: Email: This is where you customize the email address of your user. C: Password: This is where you would enter a password for your user. D: Team: This is where you could customize what team your user was on. E: Remove: This is where you could remove your user if you needed to. |
In the new version, these are now handled within individual users. You can view much of this information on your User Management screen, but to actually edit them, you must do so on an individual user level. This allows for much more detailed customizations.
In the old version, to access your user management screen you went to Account-->Users
In the new version, follow the steps below to access your user:
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Step 1: Go to Account |
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Step 3: If you're looking to edit a user, click on the small pencil icon to the left of the user you'd like to edit. If you want to add a new users, click on the "Add User" button. |
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Now that you're here, let's look at the difference between v2 and the new version.
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A: Full Name: You can still enter a full name. B: Email Address: This is the email address that was assigned to this user when they were created. This can now be changed, to learn more, visit CHANGING YOUR EMAIL ADDRESS. C: Password: You can now click on the Password tab to change the password for your user. Please see below for more information. D: Teams: Users can now be assigned to multiple teams if need be, and therefore you'll see the ability to add a team even if a user already has one. You'll notice this section says "Add Team--Role". Roles are where your Project Permissions are now being managed, which we'll be going over shortly. If you'd like to skip down, please skip to ROLES E: Deactivate this user: We have changed "removed" into "deactivate" as we never delete your users now. You can deactivate your users to be reactivated later however. For more information, please see DEACTIVATED USERS |
MORE INFO: C: PASSWORD:
If you're an Account Admin editing one of your users, and on the password screen, you'll see this:
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You can now hit this button "Reset Password Now" to have a temporary password sent to your user. Having a reset password button as opposed to changing the password yourself increases security, and makes it so you never have to worry about your account admin having your password.
If you're an account administrator editing your own user profile, you'll see the following instead of "reset password now":  |
Edit Permissions Option
In our old version, you would click on "Edit" under the Permissions tab to access the "Is an Administrator" and "Limited Projects" options.
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E:(Old) Is an Administrator: This feature allowed you to be set up as an Account Administrator. You can still do this in the new version as well. F:(Old) Limit Access to Projects: This feature allowed you to limit the access that a specific user had to projects. In this version, if you checked off a survey from this list, it would mean the user could not see anything BUT the surveys you had checked off. |
In the new version, we're still inside of that edit user field:
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E: (New) Is An Administrator: This field is now available on any screen inside of editing or adding a user. It'll be at the top, and you can check or uncheck it as needed. F:(New) Limit Access to Projects: For the purpose of transferring people over to the new system, we left the option to limit surveys in the new edit/add user screen under the "Limit Projects" tab. The only thing is, if we eventually move to unlimited teams, we may remove this option because you'll be able to have as many teams as you'd like. |
Roles and Project Permissions
So here's where the big changes start. In our previous version, you could change your users Project Permissions inside of the users edit/add screen. Now, your Project Permissions are no longer on a user level but on a Role level.
A "Role" in SurveyGizmo is a preset selection of Project Permissions that you can use to allow specific users to have much more customized access to different parts of the application. (We have set up 5 standard roles for you which are defined below, but you can also create your own custom roles).
Think of roles as if they were your user's job within SurveyGizmo. Let's say you have a user who's whole goal is to go into your survey after all the data has been collected, and run reports and exports on the data so they can present it to your company. Their "Role" in SurveyGizmo would be a "Reporter" (for more info, see Standard Role: Reporter). This Reporter role gives them the permissions they need to be able to do their job. It allows them to access the reporting and exporting tabs, without giving them unneeded tabs like "Create & Edit" and "Distribute" which don't fall within the realm of their job.
Each PROJECT PERMISSION is unique, and if you need your user to only have access to viewing reporting and exporting, you can do so using these permissions. While a Team Manager cannot set up roles, you can have your Account Administrator do so for you.
In the New version, if you go to edit a user, the "Project Permissions" tab will be there, but it will direct you to a tutorial to show you how to go about setting up Project Permissions within roles (this is really just a place holder).
To actually view your roles, you'll need to go to your Role tab. First, go ahead and save any changes you've made to your user.
| Step 1: Once you're on the User Management Screen, Click on "Roles" |
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A: Standard Roles: We've set up 5 standard roles for you, and you can click on the magnifying glass to the left of each one to view what project permissions each provides. Standard Roles Descriptions: This will give you a brief description of what the standard roles can do. B: Custom Roles: These are roles that you can create so that you can really drill down and customize the rolls you're looking for. Custom Roles Description: If you've defined a description in the set up of your custom role, it will appear here to give you more information C: Add Custom Role: By clicking this option you can add a new custom role. |
How will my project permissions transfer over?
Any project permissions you have will be transferred over to Roles in the new user management system. This means that if you had project permissions that were equivalent to a role we already have, your users will end up being assigned a standard role. If your project permissions were unique, our system will create a custom role for you that will cover your customized permissions.
For example: If you have a role that's only for "Create/modify/clear responses" and "Can Preview/Test Surveys", then your new custom role will be called something like "Modify and Test"
Standard Roles
Below are descriptions of the standard roles we provide
| Editor | An Editor has access to absolutely all parts of the application. They can do everything from create surveys, to delete responses. This role is meant for users that will be working with the SurveyGizmo application all the time, and need access to all of it's features. |  |
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| Publisher | The Distribute role allows you to Test, Distribute, and change the themes on your survey as well as do any sort of reporting and exporting that needs to be done. The only restrictions it has are, they cannot create, modify or delete a project, and they cannot modify or delete responses. |  |
No Exact Equivalent |
| Reporter | The Reporter is limited to Testing the survey, managing all of the reports, exports, and individual responses. It does have the ability to modify or delete responses, but cannot create, modify or delete whole projects. It can also does not have the ability to change themes, or distribute the survey. |  |
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| Tester | A Tester only has access to our testing tools. They will not be able to do anything with the survey except for run, send out, and delete test data. |  |
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| No Access |
The No Access role is exactly what it sounds like. This user will have absolutely no access to changing anything in your projects. This role is best used with Account Administrators or Team Managers that you do not want to be able to access or modify your survey projects, but you do want them to be able to access/manager account issues such as users, teams, and roles, account information or billing. Note: While there is no exact v2 equivalent in the new user interface because the below options would allow you to see the View Data tab, this is the closest we have. |
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Project Permissions
Below is a reference table if you're interested on what each individual Project Permission does and gives access to.
| EDITING | ||
| Create/Modify projects |
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N/A |
| Modify project settings |
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N/A |
| Delete projects |
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N/A |
| TESTING | ||
| View/Generate test data |
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N/A |
| Send test links |
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N/A |
| Delete test data |
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Must be used in conjunction with the permission VIEW/GENERATE TEST DATA |
| DISTRIBUTE | ||
| Launch/close |
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N/A |
| Create/Modify links |
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N/A |
| Delete links |
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Must be used in conjunction with the permission CREATE/MODIFY LINKS |
| REPORTING | ||
| Run/View Reports |
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N/A |
| Create/Modify reports |
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N/A |
| Publish reports |
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Must be used in conjunction with the permission CREATE/MODIFY REPORTS or VIEW/RUN REPORTS |
| Delete reports |
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Must be used in conjunction with the permission CREATE/MODIFY REPORTS or VIEW/RUN REPORTS |
| EXPORTING | ||
| Run/Download Exports |
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N/A |
| Create/Modify exports |
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N/A |
| Publish exports |
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Must be used in conjunction with the permission CREATE/MODIFY EXPORTS OR RUN/DOWNLOAD EXPORTS |
| Delete exports |
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Must be used in conjunction with the permission CREATE/MODIFY EXPORTS OR RUN/DOWNLOAD EXPORTS |
| INDIVIDUAL RESPONSES | ||
| View response stats |
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N/A |
| View responses |
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N/A |
| Modify responses |
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Must be used in conjunction with the permission VIEW RESPONSES |
| Delete responses |
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Must be used in conjunction with the permission VIEW RESPONSES |
| MISCELLANEOUS | ||
| Change themes |
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N/A |
| Customize themes |
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N/A |
Version 2 Equivalents
Below is a chart that will display our Version 2 equivalent permissions. It will provide you with the old permission title, what they did in version 2, how to access the new permission, and what they new permissions allow you to do.
| Version 2/Old User Management System |
What you could do in V2 | Where you can find this in V3/New User Management | New User Management System Permission Equivalent (What we'll be using to transfer over permissions from the old management system) |
| Can Edit/Create Surveys & Clear Responses | This would allow you to create and edit surveys (Create & Edit tab) and delete responses from the over view tab. | Account-->Users, Teams & Roles--> Roles-->Edit a Role--> Permissions |  |
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Can Preview/Test Surveys |
This allowed you to Preview the Survey, generate Test data, send test links, and delete test links | Account-->Users, Teams & Roles--> Roles-->Edit a Role--> Permissions |  |
| Can Launch/Distribute/Close surveys |
Previously was able to create, modify, delete links, launch and close links a |
Account-->Users, Teams & Roles--> Roles-->Edit a Role--> Permissions |  |
| Can Create, Edit & Launch Email Invites | This did not work in V2, but if it had, it would have allowed you to create/modify email campaign links. | Account-->Users, Teams & Roles--> Roles-->Edit a Role--> Permissions |  |
| Can Create/Edit Reports | This allowed you to do absolutely everything with the Analyze & Report/Export Data tabs. | Account-->Users, Teams & Roles--> Roles-->Edit a Role--> Permissions |  |
| Can View/Re-Run Reports | This would only allow you to run and view reports, or run and download exports. | Account-->Users, Teams & Roles--> Roles-->Edit a Role--> Permissions |  |
| Can Run Canned Reports | This feature was specific to one customer's special request, and does not have a new User Interface equivalent. | N/A | N/A |
| Can View Individual Response Data | This allowed you to view response data, modify it, and delete responses | Account-->Users, Teams & Roles--> Roles-->Edit a Role--> Permissions |  |
| Can View Email Invitation Data | This feature did not work (and has no equivalent) | N/A | N/A |
| Is an Administrator | This allowed you to | Account-->Users, Teams, Roles--> Edit User--> Account Administrator |  |
How will my teams transfer over?
Teams
If you're on Team 1, when you move over to the new user system, you'll also be on Team 1, it's as simple as that! To learn more about teams, please see TEAMS & ROLES.
Admin All = Team Everyone
Some of our customers may notice a team labeled Team "Everyone" in their account. The Team Everyone option is currently the placeholder for any users that were previously on the "admin all" team in our previous version. This team does not act the same way that the admin all team does, it's just a normal team that we are using to transfer users who were on Admin/All over to the new management systems.
Example: If you had 3 teams, and admin/all, previously, this meant that when you added team 4, admin/all would encompass that team as well.
The new Team Everyone will only be a placeholder for users that were on the Admin/All team when we move them over from the previous version. That means, all user on Team Everyone would have access to Team Everyone, Team 1, Team 2, and Team 3, but when Team 4 was added, all users on Team Zero would not have automatically been added to Team 4. Team Zero is just like any other teams.
You're even welcome to change Team Everyone to whatever team and project associations you'd like.
VERSION 2 USERS: UPDATING V2 PERMISSIONS
Version 2 is quickly becoming the legacy version of our software here at SureyGizmo. However, until we fully transition all of our customers to version 3, we want to make sure you still have the ability to update your users/etc and have it affect the new user interface when you transfer over.
The good news is, most of the options you fill out in V2 will transfer to the new user interface in Version 3, but not all of them. Here is a guide to really let you know exactly what will and will not transfer.
WHEN UPDATING VERSION 2, HOW IT AFFECTS VERSION 3
If you're in V2, and you update your users, the following versions will be updated as well.
| Permissions | V2 | V3(new) |
| Name | x | x |
| x | x | |
| Password | x | x |
| Remove | x |
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| Is an administrator | x | x |
| Team | x | N/A |
| Project Permissions | x | N/A |
| Limited Projects | x | N/A |
WHEN UPDATING VERSION 3, HOW IT AFFECTS VERSION 2
If you're in the new user system in version, then the following items will be updated (x means updated, n/a means not)
| Permissions | V2 | V3(new) |
| Name | x | x |
| n/a | n/a | |
| Password | x | x |
| Remove | x | x |
| Is an administrator | x | x |
| Team | N/A | x |
| Project Permissions | n/a | x |
| Limited Projects | x | x |
So generally, we recommend making sure that you always update your new information in the new version 3 user management system, and from there, anything not available there, you can update in version 2.
In general, we'd like to suggest moving over to version 3 completely as it can really make user management easier.
If you'd prefer, we can help you transition to Version 3. Please contact us at support@sgizmo.com for help with that.
| Users | Teams and Roles | Team Manager | Team Everyone | My Profile | Dashboard and Survey Changes |
Have questions? Want to comment on this? Join the discussion on our SurveyGizmo Support site.
Apr. 17 
Apr. 5