Response Notes

Response Notes

      Response Notes is a feature that allows users to add specific notes to individual survey responses. One response can have multiple notes, each of which can include a title and a message. This helps users add relevant information to every response, which can be viewed, edited, and deleted later. You can format the note's message to include bold tags, bullet points, hyperlinks, and more through our dedicated Rich Text Editor. Other users can view or delete the note (based on their permissions) so that it functions like a comments section to convey information from one Survey user to another. Since notes are specific to each response, this feature is available only at the individual response level. 
Individual Response Notes in Zoho Survey

Use Cases:

      You can create Response Notes for various scenarios to record specific information about a response. For example, a marketing representative gathers survey responses from a customer while at a kiosk. As the customer fills out the survey, the marketer connects with them and they develop a rapport. The marketer makes a note of their conversation and adds it to the customer's individual response on the survey report. After seeing this note, the sales team can contact the marketer to learn more about the customer to nurture and close a deal. The marketer's manager and colleagues can also view the note to gain information about the interaction efficiently.
      As a Manager, you can export individual responses along with their associated notes to add context and perspective. For example, you could ask your team to add details on the products or services they handle for each customer to that customer's individual responses. A team member could add her insights about the poor service the customer received from the Customer Support team. Another team member may add insights about the customer's high rating for a particular product. This simplifies your efforts to compile a final report since you have all the data about your customers and their experience with your organization on a single page.

How to create a Response Note:

  1. Click Reports on the left pane.
  2. Select Individual Responses.
  3. Navigate to the bottom and click Add Note.

  4. Enter the title of the note in the Title (Optional) textbox.
  5. Enter a message in the Note textbox. You can use bold, italic, underline, font size, background color, text color, links, bullets, numbers, and paragraph orientation from the Rich Text Editor as needed. 
    Note
    1. Your title can have a maximum of 100 characters.
    2. Your note message can have a maximum of 5,000 characters. 

How to edit a Response Note:

  1. Click Reports on the left pane.
  2. Select Individual Responses.
  3. Hover over the Response Note you want to edit and click . 

How to delete a response note:

  1. Click Reports on the left pane.
  2. Select Individual Responses.
  3. Hover over the Response Note you want to delete and click .

    Note
    When individual responses are exported in different formats, Response Notes are also exported and are available at the end of a response.

Behaviour:

  1. This feature is not available in the Summary of Responses.
  2. Users can only add and edit notes for surveys they have access.
  3. Users can view and delete a different user's Response Notes if they have the appropriate roles and permissions. They cannot edit another user's Response Notes.
  4. Response Notes will be available along with individual responses when they are scheduled and shared.
  5. When an individual response is deleted, the notes added to it are deleted as well.

Access: 

Response Notes can be created for individual responses in your Zoho Survey account with the Plus, Pro, and Enterprise plans.

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                                                                                                        • Is the response data easily available, or do we just get a tabulated data from Zoho?

                                                                                                          Yes, you can find the entire response data in the Individual Responses tab in Reports.
                                                                                                        • What is the fastest way to download and save each response?

                                                                                                          We would suggest that you export the summary response into a spreadsheet (summarized report of all the responses) instead of exporting all the individual responses into a PDF.
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