Control Access to Engagement Questionnaires

At a Glance

The Manage Access tab lets you control who in your organization can view and work with your Engagement Questionnaire. Set access to organization-wide or restrict it to specific team members you select.

Core Steps

To restrict access to specific users:

1. Navigate to Ask > Surveys > Build select your survey
   
   
2. Click the Manage Access tab in the top navigation
   
   
3. Under General access, click the dropdown and select Restricted
   
   
4. In the Custom Access section, click the Add people dropdown
5. Search for and select users from your organization to grant access 
   
   
6. Click Save Changes

A "Saved" confirmation message will appear.

In-Depth Guide

Understanding Access Levels

The General access dropdown offers two options:

Organization: Any member of your organization can access the Engagement Questionnaire. This is useful for surveys intended for broad internal visibility and collaboration.

Restricted: Only the Owner and users you explicitly add in Custom Access can access the Engagement Questionnaire. Users not granted access won't see the questionnaire in their listing screen.

Sharing Your Engagement Questionnaire

To share access with specific users:

1. Change General access to Restricted (if not already set)
2. Click into the Add people field under Custom Access
3. Begin typing a colleague's name to search
4. Select the user from the results
5. Repeat to add additional users
6. Click Save Changes to apply your changes

Users you add will appear in the People with access list below the Add people field.

Using the Shareable Link

Click Copy Shareable Link to copy a URL to your clipboard. This link respects your current access settings—if the questionnaire is set to Restricted, only users you've added to Custom Access (plus the Owner) will be able to open it. 

Removing Access

• To remove a user click on the trashcan icon next to their name 

Understanding the Details

How Access Control Works

Access enforcement: When you set an Engagement Questionnaire to Restricted, it becomes invisible to other organization members on the listing screen. Even if someone obtains the shareable link, they cannot access the questionnaire unless they've been explicitly added to Custom Access.

Permission inheritance: Users added to Custom Access receive permissions based on their existing user role in the Zencity platform. The Manage Access feature controls visibility and access, while their role determines what actions they can perform within the questionnaire.

Owner privileges: The Owner role has unique capabilities:

• Exclusive access to the Manage Access tab
• Ability to add or remove other users
• Only role that can remove themselves from access

What to Expect

When you change access settings and click Save Changes, you'll see a "Saved" confirmation message. Changes take effect immediately:

• Users removed from a Restricted questionnaire will no longer see it in their listing
• Users added to Custom Access gain immediate visibility
• The shareable link immediately reflects the new access rules

Important Notes

User limitations: You can only add users who are already members of your organization. External users cannot be granted access.

No maximum users: There is no limit to the number of users you can add to Custom Access.

Access doesn't track link usage: The system does not provide visibility into who has accessed the questionnaire via the shareable link.