Overview
The Governance App feature allows enterprises to create mini apps that leverage customized forms to conduct surveys and campaigns for governance activities. Through this feature, enterprises can also build communication platforms for requests such as DSAR (Data Subject Access Requests), Right to Delete/Forget and other transactions related to compliance. Governance apps allow users to collect opinions and feedback from a diverse array of audiences even if they do not have an OvalEdge license, including clients, customers, and application users.
This feature facilitates two distinct app types: Collaborative survey and Open Survey Application, each designed to cater to unique collaboration and compliance needs.
Collaboration Application
The Collaboration Application type serves to conduct surveys from groups of stakeholders and SMEs. It is ideal when group collaboration and collective responses are essential. It is particularly useful for scenarios where multiple stakeholders need to provide feedback together.
Users with an OE_Admin role assigned can generate a collaborative questionnaire survey by incorporating various fields such as text, numbers, multiple-choice options, dates, and phone numbers to construct a comprehensive survey form. Following the application's design, multiple campaigns can be created within the survey, facilitating the distribution of the form link to different teams and designated email addresses.
Recipients of the survey questionnaire, upon receiving the form link via email, have the capability to share this link with multiple interested user groups to gather their opinions. Users can open this survey on the internet without any access restrictions. Consequently, a single form is reviewed and edited by multiple users. Once opinions are collected from all participants, the responses are submitted and can be viewed on the campaign response page.
Example:
A collaborative survey app can be created for term curation and multiple campaigns can be created to get response from different teams about particular term. Lets consider example of term “Customer”. For marketing department and sales department meaning for customer is different. Thus two campaigns can be created for marketing and sales and based on their response the term can be curated successfully.
Survey Application
The Survey application is intended for obtaining feedback from individual users. It is well-suited for situations where compliance and data privacy are critical, like DSAR (Data Subject Access Requests). The application or form keeps people's information confidential when collecting and managing their responses.
Companies may proactively reach out to customers to ensure compliance with data protection regulations and to maintain transparency. They may request customers' permission to continue using their data, updating preferences, or confirming the accuracy of the information held.
Administrative users can generate a questionnaire survey by incorporating various fields such as text, numbers, multiple-choice options, dates, and phone numbers to construct a comprehensive survey form. The created survey can be sent to the email address of the individual from whom the response is needed. Recipients of the survey questionnaire, upon receiving the form link via email, can respond and submit the form before expiry. Upon submission, the responses can be analyzed.
Note: Users can also set an expiry date for the form, after which it becomes inactive.
Access and Security of Governance Apps
The security of governance apps can be changed through system settings. Stakeholders can allow roles who will have the ability to create, edit and delete the apps in the governance apps module.
The access for the Governance App module can be controlled through Application Security. Stakeholders can allow access to viewers and other roles for the Governance apps module.
Navigating through the Governance Apps
The landing page showcases all the existing Collaboration and Survey applications in separate widgets. Each widget displays the app type (Collab Survey or Open survey), app name, and a brief description. Users can effortlessly search and filter apps by type, name, and status (draft or published) using the search filter at the top. Additionally, users have the option to create new apps by clicking the "+" icon in the top right corner of the page.
Search and Filter
- Filter by App Type (Survey/Collab Application): Users can effortlessly categorize applications based on their type (Open Survey or Collab Survey Application). This feature ensures that users can focus on specific app categories, tailoring their experience to their immediate needs.
- Filter by Status (Published/Draft): Users can filter the apps based on Published or Draft status.
- Search by App Name (Minimum 3 Characters): Users can narrow down the search results from the extensive list of apps based on the app name entered.
Creating an App
Users have the option to create new apps by clicking the "+" icon enabled at the top right of the Governance App landing page.
Here is the list of some of the fields that users need to enter to create a new application using the +icon provided at the top right of the landing page.
- App Name - Provide a name for the application that shows what it's for. Whether it's a Survey App for legal requirements or a Collaboration App for teamwork, the name tells people what the app is meant to do, helping them understand its purpose.
- App Type Selection - Users can choose what kind of app they want to make. The Survey option is good for getting opinions from one person and handling legal processes like Data Subject Access Request (DSAR) and rights forms. The Collaboration option helps teams work together easily, turning regular forms into interactive tools for making decisions together.
- App Description - The app description is important because it clearly explains what the app is intended for. It outlines what kind of information it collects, how people can work together, and how it helps with following rules. This helps users and others involved understand what to expect from the app.
- Governance roles - Users have the flexibility to assign roles, ensuring that the right individuals or teams have appropriate access and permissions within the application. This feature enforces security and streamlines collaboration, making the governance structure more efficient.
Designing the app
Selecting an application widget on the landing page takes users to the application's summary page, allowing them to customize and curate the application with the required fields and survey questions as desired.
There is a button called "Design App" in the top right corner. When users click it, they can add new fields or questions to surveys and change the app's details, such as its name, description, and roles. However, the type of app, whether it is a Survey or Collab app, cannot be changed. This keeps things consistent and clear, so everyone knows what the app is for.
- Type: Users can choose from different types of fields like text boxes, dropdown menus, numbers, multiple-choice options, dates, and phone numbers. This variety helps organizations collect a wide range of information, making sure they get detailed and useful responses.
- Validations: If you check the "required field" box, users have to fill in that particular field. By enabling email validation, the data entered must match the email format. Users can also set minimum and maximum values for specific questions when answers require numbers, indicating the acceptable range of responses in a survey.
- Question: It includes the question or field the user wants to display or receive input from the end user
- Default Value: Some fields will have a default value which helps the user to standardize data collection.
- Placeholder text: Provides context to users, guiding them on what type of information is expected, thereby reducing confusion.
- Help Info: Help Info section can enhance users' productivity. Shortcuts, hidden features, and best practices can be shared, enabling users to perform tasks more efficiently.
View the App and Preview the Campaign / Survey
- Preview Campaign / Survey
Once users have made changes to the fields and survey questions, they can save their work to keep their progress and settings safe. After saving, they can preview the campaign or survey. This step is important because it lets users see how it will look and work for the people using it. It helps make sure the app is easy to use and works well before it's available to everyone.
- View App - With the click of a button, users can return to the App Summary Page.
Collab App Summary Page
The Collab App Summary Page presents essential app details, including the app title, description, and assigned governance roles. Users gain immediate clarity on the purpose and scope of the application.
Users can track the number of campaigns within the application, differentiating between the total number and the count of active campaigns. This visual representation aids in understanding the application’s utilization and ongoing engagement.
9 Dots of Collab Application
- Published App
The intuitive 9-dots options menu that users can click for important actions. They can quickly publish the app, making it live and accessible after working on it. Or, if they do not need the app anymore, they can delete it to keep things organized and clutter-free.
- Create Campaign
Once the app is live, users can easily create campaigns. A popup window is displayed to enter details like the campaign name, how long it will run (either 15 or 30 days from the start), and the person or email in charge of handling responses.
- Sharing Campaign
Users can choose specific user or email IDs to receive responses. This ensures that the right people are part of the collaboration, making the process more efficient and relevant.
On the Collab App Summary Page, there's a table with all the details about each campaign. Users can see campaign IDs, names, who owns them, links to the campaigns, when they started, when responses were submitted, and the answers to each question. This helps users keep track of how campaigns are going, make sure responses are on time, and helps with effective teamwork.
9 Dots of Collab Application Table
- Resend Campaigns: If a campaign created by the user has expired, then the user will have the ability to resend the campaign again to the already selected users. The number of days before expiry will be the same which was configured previously during campaign link creation.
- Delete Campaigns: Users can select multiple campaigns and delete them once they are expired or not in use
Survey App Summary Page
The Survey App Summary Page offers users a snapshot of their survey application, displaying crucial details such as the app title, description, and assigned governance roles. This concise overview provides users with essential context for their surveys.
Users have access to a dedicated global link field, where the generated link for the survey app is displayed. This feature streamlines the process of sharing surveys with respondents, enhancing accessibility and ease of use.
- Publish the app and Generate link
Once the app is published, users can generate a global link for their survey. Users have the flexibility to select the expiry date (15 or 30 days) based on the survey start date, allowing for tailored response timelines.
- Regenerate Link
In the event of link expiration, users can regenerate the link with the same expiry date as the previous one, ensuring continuous data collection without interruptions.
Rendering the link
After the survey or campaign links are created, the people in charge can easily share these links with others. This allows them to view, analyze, and add to the app's data. This simple sharing method helps information flow smoothly, helping organizations collect and handle data effectively.
Viewing the Response of the Survey App
Survey links are open to anyone with the link, and people can answer without needing to log in. This makes it easy for respondents. Each response creates a unique set of data, ensuring the information is reliable.
In the Survey App Summary Page, there's a table showing specific survey details. Users can see survey IDs, emails of the people responding when the survey started and ended, and the answers given. This detailed information helps track survey progress and analyze data in real time.
By collecting respondent emails, users can stay in touch with participants, improving communication and making the survey experience more personalized.
Viewing the Response of the Collab App
Campaign links are made for stakeholders, allowing teams to work together on collecting data. Each link is unique and connects responses to a specific joint effort.
Stakeholders can use the campaign link to work together and submit data as a team. This teamwork makes decision-making easier and ensures the responses are accurate. On the Collab App Summary Page, there's a table with specific details about each campaign. Users can see campaign IDs, names, the IDs or emails of the people responding, when the campaign started and ended, and the answers given. This detailed information helps track how the campaign is going and analyze the data in real time.
Integration with Service Desk
A Governance App can be used for compliance and the request which gets generated or the response which are given by the end-user can be a request which needs to be addressed thus integrating with Service desk helps the user to map a governance app which is created to a service desk template with its own approval workflow and whenever a new response is generated or campaign gets submitted a tickets gets created in the service desk and the necessary stakeholders in approval workflow fulfills the requirement
User can create an app and create a service desk template with necessary workflow
Object type is Governance App and Request Type is Compliance
After the template is created and the app is assigned to the template with workflow, whenever a new response is generate a ticket gets created
In the respective app user can see the Request ID which is mapped to the service desk ticket along with the age and status of the ticket.
Conclusion
In conclusion, the Governance App offers a robust platform for enterprises to streamline their governance activities through Collaborative and Survey Applications. The Collaborative Application caters to group collaboration and collective responses, facilitating efficient decision-making and feedback collection from various stakeholders. On the other hand, the Survey Application is designed for individual feedback, ensuring compliance with data protection regulations and maintaining confidentiality.
In essence, the Governance App serves as a comprehensive solution for enterprises seeking a structured and user-friendly approach to conduct surveys, campaigns, and other governance-related activities. The integration of collaboration and survey functionalities ensures versatility and adaptability, making it a valuable tool for organizations in various industries.