Sending Questionnaires to Multiple Recipients

If you have access to the Occupational Health suite, you can send multiple questionnaires to a group of recipients for SEG-related or non-SEG-related purposes.

For SEG-related distributions, questionnaires are sent to recipients who are identified by GDDLOFB and who have surveillance activities that match a specific SEG that are due within a defined date range.

For non-SEG-related distributions, recipients may be defined by GDDLOFB; as individual employees, email addresses, or users; and/or included from Outlook distribution lists.

When sending multiple questionnaires, the questionnaires are combined and any duplicate parent or child questions removed if the entire family that includes the question is duplicated..

The notification emails are tracked in the Administrator Email Log (see Viewing the Email Log).

The Completion/History tab tracks the recipients’ completion progress and is updated as responses are submitted. (Note that if you choose Actions»Clear Distribution, all employees will be cleared from the Assignees/Recipients tab as well as the Completion/History tab.)

Completed questionnaires are posted to the Occupational Health Questionnaire module and the corresponding scheduled activity is marked as completed. If any abnormal responses are provided (a Yes to a Yes/No question), the questionnaire is instead posted in the Occupational Health Questionnaire Inbox for review (see Posting Online Questionnaires).

Creating a SEG-Related Distribution

In the Occupational Health menu, click Questionnaire Distribution.
Enter a Name for the distribution, and select the Letter template to accompany the email notification.
Select the SEG Related check box, and specify the SEG-related From and To Due Dates.
Define the GDDLOFB for the group of employees in your SEG-related distribution (Root means all employees).
On the Exposure Group tab, select the desired SEGs (click to inline add a group, or click to select multiple SEGs from a list).
The Questionnaires tab displays all questionnaires that are configured as part of the SEGs selected in step 5. You can exclude certain questionnaires from the list (select the Exclude checkbox) or manually add additional questionnaires.
Change the criteria as required and choose Actions»Generate Distribution again to add further employees. The Assignees/Recipients tab will be populated with the recipients who meet the criteria defined on the Questionnaire Batch tab. You can review these and add recipients manually, or change the criteria and choose Actions»Generate Distribution to add any new recipients. If you want to to clear the Assignees/Recipients tab and start over, choose Actions»Clear Distribution. Change the criteria as required and choose Actions»Generate Distribution again.
When you are ready to send the questionnaire, choose Actions»Send Questionnaire(s).

Cority sends an email to all employees in the defined GDDLOFB (from step 4), who have surveillance activities (from step 5) within the due range (from step 3).

The email is sent to the email address in the Assigned To/Recipient [Non-Employee Email] field if populated, otherwise it is sent to the email address in their demographic record.

The information from the Assignees/Recipients tab (names, addresses, cities, etc.) will be used to populate the To merge field(s) in the letter. If the letter contains a subject, that will be used as the subject of the email.

Each email includes a single link (unique to each employee) that combines all questionnaires into a single page. Note that this is per batch: if another batch is created where an employee is also a recipient, they will receive another email.

Creating a Non-SEG-Related Distribution

In the Occupational Health menu, click Questionnaire Distribution.
Enter a Name for the distribution, and select the Letter template to accompany the email notification.
Enter the Non-SEG-Related Due Date.
Ignore the Exposure Group tab.
Define the recipients using one or more of the following:

To define by GDDLOFB, complete the fields on the Questionnaire Batch tab (Root means all employees) and choose Actions»Generate Distribution. The Assignees/Recipients tab will be populated with the recipients who meet the criteria defined on the Questionnaire Batch tab. You can review these and add recipients manually or change the criteria and choose Actions»Generate Distribution again to add to the list. If you wish to start over, choose Actions»Clear Distribution to clear the Assignees/Recipients tab.
To select individual employees, email addresses, or users, select on the Assignees/Recipients tab (click to inline add an individual, or click to select multiple employees from a list).
To include recipients in an Outlook distribution list, on the Assignees/Recipients tab, choose Actions»Add Assignees/Recipients by Email Distribution List. You will be prompted to enter your Outlook login credentials, then you will be able to select one or more of your Outlook distribution lists.

On the Questionnaires tab, select the questionnaire(s) to be sent, then choose Actions»Send Questionnaire(s).

Cority sends an email with a link to the questionnaire to all individuals defined in step 5. The email is sent to the email address in the Assigned To/Recipient [Non-Employee Email] field if populated, otherwise it is sent to the email address in their demographic record.