Administer Survey Apps

This section covers administration of Survey apps and approving new apps. The Survey app has two administrative sections: Question Options and Administrators and Settings. As the K2 App administrator, you approve (or decline) new apps.

Each app has administration tools specific to the app type. If you are the app owner, open the app, then click Administration. Use the menu bar to access the settings you need.
Menu Bar Options

On the Questions Options page you see a display of all survey questions. You cannot change the questions, but you can change the values of any lookup or select question options. In the image below, the question has no options. This is because the answer is a fill-in value and not a lookup value.
No Question Options

In the image below, the question option is a lookup value, which you can edit. To add a new lookup value, click Add. Enter the new value, then enter the sort number. This number places the new value at the specified location in the lookup list. Click Save.
Add New Lookup Option

To edit a lookup value, click the value, then click Edit. Change the value, then click Save.
Edit Lookup Option

From this page, you can invite users to share your app, save the app to the Favorites menu and add, edit or delete app administrators.

Invite Users

You can send an email to select users inviting them to use your app. This lets them know the app is live and ready for use. To begin, click Invite Users.

Edit the email subject line and message body. Select the request form link you want to appear in the email message. For the message recipients, enter a user name, then click Resolve. Click Add. Repeat this for each user you want to receive an invitation. When ready, click Send Notification.

You cannot add a group of users, such as Finance or Human Resources, to the list. To add multiple users, select and add them individually.

Each message recipient receives an email with a link to the request form.

You can also use the Specify An Email Address field to type an address. You can use this feature to send app invites distribution groups in your organization.

Favorites Menu

You can add apps to the Favorites section for quick access. The Favorites section appears on the Favorite Apps workspace. By default, the Favorite Apps workspace is hidden which means you have to make it visible to see the apps you've marked as favorites in this workspace. Note that the Favorite Apps workspace is a separate workspace from the Apps workspace, but you can easily toggle between the two by clicking the K2 logo and select the one you want.

You must be a K2 App administrator or the owner of the app to add apps to the Favorites section on the Favorite Apps workspace.
To add apps to the Favorite section, you need to enable the Favorite App workspace in K2 Management.
  1. From K2 Management, browse to Users and select Custom Workspaces.
  2. Select Favorite Apps and click Hide/Show.
  3. The Favorite Apps workspace is now visible.
  4. To see the Favorite Apps workspace, click the K2 logo from App workspace.

Follow these steps to add apps to the Favorite section.

  1. From the Administrators and Settings page, type the name for the favorite link. Click the Add To Favorites button.
  2. Click the K2 logo from App workspace and make sure you select the Favorites App workspace.
  3. The added favorites link shows in the Favorites section on the Favorite Apps workspace.

To remove an app from the Favorites section, you need to remove it from the Custom Workspaces section in K2 Management. Follow these steps to remove an app from the Favorite section on the Favorite Apps workspace.

  1. From K2 Management, browse to Users and select Custom Workspaces.
  2. Select Favorite Apps and click Edit.
  3. From the Configure Workspace page, click the Menu tab. Select the favorite you want to remove and click the trash bin and click OK to confirm.

Follow these steps to toggle between the App and Favorite App workspaces.

  1. From the Apps workspace click the K2 logo and select Favorite Apps workspace.
  2. The Favorite Apps workspace shows.
  3. To return to the Apps workspace, click the K2 logo and select Favorite Apps workspace.
  4. The Apps workspace shows.

Application Administrators

You can add additional app administrators to give them ownership of the app. In the Administrators section, click Add. Enter the user name, then click Resolve. Click Save.
Add New Application Administrator

When someone creates a new app, the app enters an approval queue. However, if they are a member of the Builders group, they bypass the approval process. When members of this group generate a new app, the app is ready for use.All other new apps must get approval from one member of the K2 Apps Administrators group.

Approving New Applications

As the administrator, you receive task notifications when an new app is submitted. You can see your task notifications via the workspace Inbox located in the left column of your workspace.

The email subject line displays Review Request.

When you click the Review Request title, the app details appear in the central pane. Review the details. After you review the request, add a comment (optional), then select your decision action: Approve, Decline or Rework.

  • Approve: Completes the app creation and the app is ready to use
  • Decline: You do not approve the app. The process is complete and the app is no longer active
  • Rework: Sends the app back to the owner for rework, then resubmit. They can view their rework task email from their workspace Inbox