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Beta feature. Sending surveys is switched off by default while we test it out. Please get in touch to switch it on for your workspace (see Contact Us). You don't need it switched on to receive surveys.

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Sending surveys is just one way to share data with partners and stakeholders. See Sharing Data with Partners and Stakeholders for other options.

Project Coordinators can send a copy of some surveys to a Cartographer user in another workspace. The recipient gets an email, chooses one of their own projects, and receives the surveys into it. Your own surveys stay where they are.

For example, one consultancy carries out a baseline survey for a river restoration project, and a different consultancy is hired to do the monitoring afterwards. The second consultancy needs the baseline data, so they ask the first to send it to them.

Sending is not a good way for two organisations to work on the same data together. The copies aren't linked: if either of you edits a survey, the change won't appear in the other copy. To work together, set up a shared project and invite members from both organisations.

If you just want to move surveys between projects that you coordinate yourself, see Moving and Copying Surveys instead.

Before You Start#

You need to be a Project Coordinator in the project the surveys are in (Workspace Admins and Owners count). Sending needs to be switched on for your workspace (see the note at the top of this page).
The recipient needs a Cartographer account. If they don't have one, ask them to sign up first (see Getting an Account).
The recipient needs to be a Project Coordinator of a project in another workspace that can accept the type of survey you're sending. For example, MoRPh surveys can go to a project that uses MoRPh, MoRPh Pro, or MoRPh Canals.

How We Keep Sending Safe#

Sending data out of your workspace is a big step, so:

only Project Coordinators and Workspace Admins can send surveys;
you have to enter a verification code every time you send;
if a Project Coordinator sends surveys, a Workspace Admin has to approve it before the recipient hears anything;
your workspace's admins are emailed when surveys are sent, and again when they're received.

How to Send Surveys#

1. Select the surveys#

Go to the survey list for the project and survey type you want to send (see Browsing Surveys on the Web). Tick the surveys you want to send, or filter the list, tick the box in the heading, and choose All matching.

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Each survey list only shows one type of survey. If you're sending River Condition Assessment data, remember to send the MoRPh River Type surveys as well as the MoRPh surveys. You'll need to do this in two goes, one from each survey list.

2. Choose Send#

Click Send in the bar above the list. On a phone or a narrow window, open the Actions menu first.

3. Fill in the details#

In the Send Selected Surveys window:

enter the recipient's email address in the Recipient field. A green tick appears when we've found their Cartographer account;
choose how long the recipient has to accept, in the Expires In field: 24 hours, 7 days (the default), 30 days, or 90 days. The time starts when you send, not when an admin approves;
enter a Subject and Message. We include these in the email to the recipient, so it's a good idea to explain who you are and what the surveys are.

If you're not a Workspace Admin, the window reminds you that an admin has to approve the send first.

Click Next to continue.

4. Confirm#

Check the summary, which tells you who we'll email. Enter a verification code and click Send. The code is from your authenticator app, or, if you don't use multi-factor authentication, a one-time code we email to you (see Setting Up and Removing Multi-Factor Authentication (MFA)).

What happens next depends on your role:

If you're a Workspace Admin, we email the recipient straight away with a link to accept the surveys.
If you're a Project Coordinator, we email your workspace's admins and ask them to approve the send. The recipient hears from us once an admin approves it, and we email you to say whether it was approved or rejected. See Approve or Reject Surveys Sent from Your Workspace.

You're copied in on the email to the recipient, and they can reply to it to get in touch with you.

How to Receive Surveys#

1. Open the link#

When somebody sends you surveys, you'll get an email with the subject "Transfer of N surveys: …". Click the link in the email to review them.

Hi Helen,

Dave Pereira-Gurnell wants to transfer 3 surveys from 
the Water Quality project in the The Demo Place workspace, 
to you on Cartographer.

> Example Water Quality Surveys
> 
> These are the example surveys I thought we'd use for 
> our demo of the "Send" feature in Cartographer.

You can message Dave by replying to this email.

Click the link below to review and accept the transfer:

https://app.beta.cartographer.io/transfer/survey/bf77d36f-427c-4af8-953e-aa2fb58c5810/receive

This transfer will expire in 7 days, after which it can no longer be accepted.

Best regards,

The Cartographer Team

You can also find surveys waiting for you in the Incoming Survey Transfers section of your My Account page (see Changing your Email Address, Password, and Personal Details). This section only appears when you have surveys waiting.

2. Choose a project and accept#

The Receive Surveys page shows the sender's message and a list of the surveys. Then:

Choose the Destination Project you want to receive the surveys into. The list only shows projects you coordinate that can accept these surveys, and doesn't include projects in the workspace the surveys came from. If the list is empty, ask a Workspace Admin to create a suitable project (see Create a New Project) or to make you a coordinator of one, then come back to the link;
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You can only receive surveys into a project in a different workspace from the originals.
Leave Skip surveys that already exist in the destination project ticked unless you have a reason not to (see Moving and Copying Surveys);
if the project is divided into teams, choose which team each group of surveys should go into.

Click Accept Transfer. You'll be taken to the destination project.

3. Wait for the surveys to arrive#

Cartographer copies the surveys in the background. Most transfers take seconds but very large transfers may take a few minutes. We'll email you (and the sender) when they've arrived.

Keeping Track of Sent Surveys#

Every send and receive is listed on the Transfers tab of the project's settings page (see Guide for Project Coordinators). Choose Surveys to see what has been sent into and out of the project, and whether it has been received yet. Click an entry to see its details, or click View Surveys to see the surveys it included.

Each entry has one of the following statuses:

Awaiting approval — waiting for a Workspace Admin to approve it;
Pending — waiting for the recipient to accept;
Received — the recipient has accepted;
Rejected — a Workspace Admin decided not to send it;
Cancelled — the sender cancelled it before it was accepted;
Expired — the recipient didn't accept it in time;
Invalid — something changed after the surveys were sent (for example, one of the surveys was deleted or moved to another project), so it can no longer be accepted.

If a send has been rejected, cancelled, has expired, or is invalid, the surveys need to be sent again.

Cancelling#

You can cancel a send while it's Awaiting approval or Pending. Click the Cancel Transfer button next to it on the Transfers tab, or on its detail page. You can't cancel after the recipient has accepted.

What Gets Sent?#

Everything about each survey comes across, including the form data, photographs and other attachments, the surveyor's name, the dates, and the status. The recipient chooses the project and team. See Moving and Copying Surveys for the full details.

Frequently Asked Questions#

Sending Surveys to Other Workspaces