This page is under development. We're still writing it and some details may be missing or inaccurate. If something doesn't match what you see in Cartographer, please let us know.
Preview feature. Sending surveys is currently in preview. Please contact our Support team to enable it for your workspace. You don't need it enabled to receive surveys.
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 set of surveys to another Cartographer user, who can be in a different workspace or organization. The recipient gets an email, chooses one of their own projects, and receives the surveys into it.
Sending is useful to permanently hand a dataset over to a new owner, or to give a partner their own independent copy of your data. It is not a good way for two organizations to work on the same data together: for that we recommend setting up a shared project and inviting members from both organizations.
If you just want to move surveys between projects that you coordinate yourself, see Moving and Copying Surveys instead.
Sending vs Moving
When you send surveys, you choose whether the recipient gets them by move or copy:
- Move takes the surveys out of your project and puts them in the recipient's project when they accept. You will no longer have them.
- Copy leaves your surveys where they are and gives the recipient an independent copy. The copies are not linked to your originals in any way: if either of you edits a survey, the change won't appear in the other copy.
Nothing happens to your surveys until the recipient accepts.
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 enabled 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.
- The recipient needs to be a Project Coordinator of a project 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.
TODO: CONFIRM WHETHER WE STILL REQUIRE BOTH PARTIES TO BE ON A STANDARD PLAN OR HIGHER. THE OLD SUPPORT-LED SERVICE DID.
How to Send Surveys
1. Select the surveys
Go to the survey list for the project and survey type you want to send. As a coordinator, you'll see a checkbox at the start of each row. Tick the surveys you want to send, or tick the checkbox in the header row to select every survey that matches your current filters.
TODO INSERT SCREENSHOT: SURVEY LIST WITH SEVERAL ROWS TICKED AND THE YELLOW SELECTION BAR SHOWING
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 the Actions button in the yellow bar and choose Send.
TODO INSERT SCREENSHOT: THE ACTIONS MENU OPEN WITH SEND HIGHLIGHTED
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 whether to Move the surveys or Copy the surveys;
- choose how long the recipient has to accept, in the Expires In field. The default is 7 days;
- 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.
Click Next to continue.
TODO INSERT SCREENSHOT: THE SEND SELECTED SURVEYS WINDOW, FILLED IN
4. Confirm
Check the summary, 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.
TODO INSERT SCREENSHOT: THE CONFIRMATION STEP WITH THE VERIFICATION CODE FIELD
We'll email the recipient with a link to accept the surveys. You're copied in on the email, and the recipient 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.
You can also find surveys waiting for you in the Incoming Survey Transfers section of your My Account page. This section only appears when you have surveys waiting.
TODO INSERT SCREENSHOT: THE INVITATION EMAIL
TODO INSERT SCREENSHOT: INCOMING SURVEY TRANSFERS ON THE MY ACCOUNT PAGE
2. Choose a project and accept
The Receive Surveys page shows who sent the surveys, their 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. If the list is empty, ask a Workspace Admin to create a suitable project or make you a coordinator of one, then come back to the link;
- leave Skip surveys that already exist in the destination project ticked unless you have a reason not to (see Duplicate 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.
TODO INSERT SCREENSHOT: THE RECEIVE SURVEYS PAGE
3. Wait for the surveys to arrive
Cartographer moves or copies the surveys in the background. We'll email you (and the sender) when they've all arrived.
Keeping Track of Sent Surveys
Every send and receive is listed on the Transfers tab of the project's settings page. 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.
TODO INSERT SCREENSHOT: PROJECT SETTINGS > TRANSFERS > SURVEYS WITH A PENDING OUTGOING SEND
Each entry has one of the following statuses:
- Pending — waiting for the recipient to accept;
- Received — the recipient has accepted;
- 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 cancelled, has expired, or is invalid, ask the sender to send the surveys again.
Cancelling
You can cancel a send while it's still 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, photos and other attachments, the surveyor's name, the dates, and the publication status. The recipient chooses the project and team. See What Gets Moved or Copied? for the full details.
TODO: DECIDE WHETHER TO SAY ANYTHING HERE ABOUT SURVEYOR NAMES AND PRIVACY, SINCE THE SURVEYORS MAY NOT BE MEMBERS OF THE RECIPIENT'S WORKSPACE. LINK TO THE PRIVACY AND GDPR GUIDE IF SO.
Frequently Asked Questions
The Send option is greyed out
Sending hasn't been enabled for your workspace yet, or you aren't a coordinator of the project. Please contact our Support team.
The recipient can't find a project to receive the surveys into
They need to be a Project Coordinator of a project that uses a compatible survey type. They can ask a Workspace Admin in their workspace to create a suitable project, or to make them a coordinator of an existing one.
Is there a limit on how many surveys I can send?
There's no limit on the number of surveys in each send, but you can only send 20 times per hour.
I want to move a whole project to another workspace
Please contact our Support team and we'll help you.