> ## Documentation Index
> Fetch the complete documentation index at: https://userguide.tesacloud.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Survey Status & Preview

> Managing survey lifecycle and previewing patient experience

# Survey Status & Preview

Control when surveys are active and preview exactly what patients will see.

## Survey Status

Every survey has a status that controls whether it's sent to patients.

### Status Types

<CardGroup cols={3}>
  <Card title="Draft" icon="pencil" color="#6b7280">
    Survey is being edited and **not sent** to patients
  </Card>

  <Card title="Published" icon="circle-check" color="#22c55e">
    Survey is active and **will be sent** to patients
  </Card>

  <Card title="Archived" icon="box-archive" color="#f59e0b">
    Survey is inactive and **not sent** to patients
  </Card>
</CardGroup>

### Status Behaviour

| Status        | Editable | Dispatched to Patients | Visible in Reports |
| ------------- | -------- | ---------------------- | ------------------ |
| **Draft**     | Yes      | No                     | No                 |
| **Published** | Yes      | Yes                    | Yes                |
| **Archived**  | Yes      | No                     | Yes (historical)   |

***

## Draft Status

<Info>
  **All new surveys start as Drafts.** This includes imported templates, duplicates, and surveys built from scratch.
</Info>

### When to Use Draft

* While initially setting up a survey
* When making significant changes to questions
* Before reviewing with colleagues
* While waiting for approval

### Draft Behaviour

* Survey is saved to your account
* Changes can be made freely
* Survey does **not** appear in dispatch queue
* Patients will **not** receive this survey

***

## Published Status

A published survey is active and will be sent to patients according to your dispatch settings.

### When to Publish

* After reviewing all questions and translations
* When you've previewed the patient experience
* After testing with the Preview function
* When ready for patient use

### Publishing a Survey

<Steps>
  <Step title="Open the Survey">
    Navigate to the survey editor
  </Step>

  <Step title="Locate Status Control">
    Find the status indicator at the top of the page
  </Step>

  <Step title="Click Status Badge">
    Click on the current status (e.g., "Draft")
  </Step>

  <Step title="Select Published">
    Choose **Published** from the dropdown menu
  </Step>

  <Step title="Confirm">
    The survey is now active and will be dispatched to patients
  </Step>
</Steps>

<Warning>
  **Published surveys are immediately active.** Once published, the survey will be included in the next dispatch cycle for eligible patients.
</Warning>

### Schedule Conflict Prevention

When publishing a survey, the system checks for scheduling conflicts with other published surveys in your organisation. This prevents patients from receiving multiple surveys at the same follow-up interval.

<Note>
  **What triggers a conflict?** If your survey and another published survey both have the same dispatch interval enabled (e.g., both have "3 months" selected), a conflict is detected.
</Note>

**Dispatch intervals checked:**

* 1 month
* 3 months
* 6 months
* 12 months
* 24 months
* 36 months

If a conflict is detected, you'll see a warning dialog showing:

* The conflicting survey's title
* Which intervals overlap

**To resolve conflicts:**

1. **Deactivate the conflicting survey** — Archive the existing survey before publishing the new one, or
2. **Adjust dispatch settings** — Change the dispatch intervals on one survey to avoid overlap

<Tip>
  Only one survey should be published per dispatch interval. If you need multiple active surveys, configure them to use different follow-up intervals.
</Tip>

### Published Behaviour

* Survey appears in dispatch queue
* Patients receive survey based on dispatch settings
* Responses are collected and available in Results
* You can still edit the survey while published

***

## Archived Status

Archive surveys you no longer want to send but need to keep for records.

### When to Archive

* Retiring an old survey version
* Seasonal surveys (off-season)
* Completed research studies
* Replaced by a newer survey

### Archiving a Survey

<Steps>
  <Step title="Open the Survey">
    Navigate to the survey you want to archive
  </Step>

  <Step title="Click Status Badge">
    Click on the current status
  </Step>

  <Step title="Select Archived">
    Choose **Archived** from the dropdown
  </Step>
</Steps>

### Archived Behaviour

* Survey is **not** dispatched to patients
* Historical responses remain accessible
* Survey can be reactivated by changing status to Published
* Survey is still visible in your survey list

<Tip>
  Archive rather than delete surveys that have collected responses. This preserves your historical data.
</Tip>

***

## Changing Status

You can change a survey's status at any time:

| From      | To        | Effect                                        |
| --------- | --------- | --------------------------------------------- |
| Draft     | Published | Survey becomes active immediately             |
| Draft     | Archived  | Survey is saved but remains inactive          |
| Published | Draft     | Survey stops dispatching; can edit freely     |
| Published | Archived  | Survey stops dispatching; responses preserved |
| Archived  | Published | Survey becomes active again                   |
| Archived  | Draft     | Survey available for editing                  |

***

## Preview Function

Preview shows exactly what patients will see when they receive your survey.

### Accessing Preview

From the Survey Selector page, click the **Preview** button (eye icon) next to any survey.

### What Preview Shows

The preview displays:

* Survey title and introduction
* All questions in order
* Response controls (sliders, multiple choice, text fields)
* Multi-language switcher (if translations exist)
* Completion confirmation message

### Using Preview Effectively

<Steps>
  <Step title="Check Question Clarity">
    Read each question from the patient's perspective
  </Step>

  <Step title="Test Response Controls">
    Interact with sliders and selection options
  </Step>

  <Step title="Verify Question Order">
    Confirm questions flow logically
  </Step>

  <Step title="Review Translations">
    Switch languages to check translated content
  </Step>

  <Step title="Check Mobile Display">
    Resize browser window to test mobile layout
  </Step>
</Steps>

<Note>
  Preview is read-only and does not submit responses. Use it freely to test without affecting your data.
</Note>

### Preview vs Live Survey

| Aspect              | Preview         | Live Survey       |
| ------------------- | --------------- | ----------------- |
| Appearance          | Identical       | Identical         |
| Response submission | Disabled        | Enabled           |
| Data recording      | None            | Full              |
| Access              | Logged-in users | Patients via link |

***

## Best Practices

### Before Publishing

<Checklist>
  * [ ] All questions are clear and unambiguous
  * [ ] Response options cover all reasonable answers
  * [ ] Translations are complete and accurate
  * [ ] Preview looks correct on mobile
  * [ ] Email subject and body are appropriate
  * [ ] Dispatch settings are configured
</Checklist>

### Managing Multiple Surveys

* Keep only one survey **Published** per purpose
* Use **Draft** for surveys under development
* **Archive** old versions rather than deleting them
* Name surveys clearly to distinguish versions

### Status Workflow

```
Create → Draft → (Edit & Preview) → Published → (Collect Data) → Archived
```

Most surveys follow this lifecycle:

1. Created as Draft
2. Edited and previewed
3. Published when ready
4. Archived when superseded or no longer needed