Create dynamic groups for typical surveys

Dynamic groups is a unique feature available only for projects using a survey definition. Because surveys are not related to a subject, raters can come from any datasource. As a result, dynamic groups exist to ensure that members are updated regularly, just as if Automatic Update was enabled for the group.

The primary way of determining membership in a dynamic group is through the use of group filters. A dynamic group automatically adds and removes members based on any group filter criteria for the survey project. Learn more about group filters.

Create a dynamic group

1. Navigate to Definition - Group in your project.
2. Select Add Dynamic Group to open Group Details.
3. Enter the Group Name as it will appear in Blue.
4. Choose the Datasource where the group members are located.
5. Enable the appropriate Privileges.
6. Click Create, once these options have been entered.
7. Save the project.

Manage members in dynamic groups

Dynamic groups in conjunction with several other features may affect the behavior of tasks in a project. One setting, Remove subjects and raters that have been deleted from their datasources…, causes a rater to be removed from a project if they have been removed from the datasource. When this feature is not enabled, raters will only be added to the project. Enable this feature by following these instructions:

1. Navigate to Info - Options in the project.
2. Select Remove subjects and raters that have been deleted from their datasources…
3. Save your project.

When the Remove subjects and raters that have been deleted from their datasources… feature is enabled, another feature in Projects - Tasks - Settings - Task Options comes into effect and has the ability to delete or stop a task if the task owner has been removed. Configure this feature by following this procedure:

1. Navigate to Projects - Tasks - Settings - Task Options.
2. Set the Impact of Owner Removal feature. Learn more about Fillout task settings.
3. Save your project.

Create a survey that automatically adds and invites raters

A typical scenario might involve an employee survey that needs to be sent out 7 days after an employee has been hired.

Follow the steps below to create an employee evaluation project which uses a Dynamic Group so that an employee will automatically be added to the project 7 days after they have been hired and will notify the employee of their outstanding tasks.

1. Create a new project
2. Select the Definition: Typical Survey Definition (w/o subjects)
3. Set Project Audience to Private
4. Select Validate and then Create Project
5. Enter a Project Title
6. Navigate to Definition - Group
7. Select Add Dynamic Group to open Group Details
8. Enter the Group Name
9. Select a Datasource containing the group members
10. Assign the necessary Privileges
11. Select Create and Save Project
12. Go to Group Filter
13. Select Date to create a date-based filter
14. Set the date filter to "Invite on Date of HireDate Equal to 7" (HireDate is a date-based field in the user datasource)
15. Select Add filter, and Save Project
16. Select Filter. The list should display all users whose hire date was 7 days ago
17. Go to Project - Members to verify the users that were added automatically based on the filter
18. Go to Project - Tasks
19. Select the Fillout task and Edit
20. Set the Start Date to today
21. Set the End Date to 7 days from Start Date
22. Save Project
23. Go to Project - Publish
24. Set the project start and end dates
25. Validate and Publish

The project will automatically add members 7 days after their hire date and will begin sending email notifications as required.