Assign questionnaires to entities

• Assign a Questionnaire to a whole brand, country, or region in a few clicks
• Add new hotels to the right Questionnaire automatically
• Move hotels between Questionnaires automatically when their segments change
• Add specific Entities on top of a rule when you need an exception

Choose How to Assign Entities

Open the Questionnaire editor and go to the Scope step. Under Scope, pick one of three options:

• All entities: every Entity in your Organization uses this Questionnaire, including Entities added later. The number next to the label shows how many Entities you have today.
• By entities: you pick Entities one by one. The list stays fixed and only changes when someone edits it.
• Advanced selection: Entities are assigned by a rule built from segments and attributes, plus any extra Entities you add by hand. The scope updates automatically as your Organization changes.

Click Save & close when you're done.

Select Entities One by One

1. Select By entities.
2. Search for an Entity and check the box next to it. It appears under Selected entities on the right.
3. To remove an Entity, click the X next to it. Click Reset to clear your changes.

Assign Entities With a Rule

1. Select Advanced selection.
2. Under Rule, open the first dropdown and choose a segment or custom attribute, for example Brand, Country, or one of your custom segments.
3. In the is any of field, pick one or more values. An Entity matches if it has any of them.
4. To narrow the rule, click Add condition and repeat. An Entity must meet all conditions to be selected.
5. Optional: under Additional entities, click Select entities to add specific Entities that don't match the rule.
6. Click Save & close.

Example: "Brand is any of Brand A, Brand B" and "Country is any of Spain" selects every Brand A and Brand B hotel in Spain.

Note: Entities you add under Additional entities stay in the Questionnaire even if they don't match the rule. You can't remove a single Entity that matches the rule. To leave it out, make the rule narrower, switch to By entities, or use a separate Survey.

One Questionnaire per Entity

Each Entity can use only one Questionnaire per Survey. When you save a Questionnaire that would take Entities from another Questionnaire in the same Survey, a warning appears first. It lists every Entity that would move and the Questionnaire it uses today. Nothing changes until you confirm. If you cancel, nothing is saved.

When rules from several Questionnaires match the same Entity, CXP decides automatically:

• The Entity already has a Questionnaire: it keeps it. Other Questionnaires whose rules also match count it as excluded.
• The Entity has no Questionnaire yet (for example, a new hotel): the matching Questionnaire that was created first gets it.

You can see excluded Entities in two places:

• Scope step: a message above the rule, for example "3 entities excluded from this scope due to an existing assignment."

Survey Manager: in the By questionnaire view, hover over the info icon next to the number in the Entities column.

If you later edit a Questionnaire's rule or additional Entities, CXP applies the rule again. Entities it showed as excluded appear in the warning, and confirming moves them to this Questionnaire.

Note: An Entity that matches no rule and wasn't selected by hand doesn't get a Questionnaire in that Survey. Use a Questionnaire with All entities, or check your rules, if every Entity should receive the Survey.

What Happens When Your Organization Changes

Questionnaires using All entities or Advanced selection update on their own:

• New Entity: added to the matching Questionnaire automatically.
• Entity's segment changes (for example, it moves from Brand A to Brand B): it moves to the Questionnaire that matches its new segment.
• Segment, group, custom attribute, or custom attribute option renamed: the rule follows the new name. Your Entities stay where they are.
• Brand or city renamed: the rule keeps the old name, so Entities with the new name no longer match it. Update the rule to use the new name.
• Segment or custom attribute deleted: CXP warns you first and names the Questionnaires that use it. If you go ahead, that condition is removed from the rule, so the rule may now match more Entities. If it was the rule's only condition, the Questionnaire keeps only its additional Entities, as a fixed list.
• Group deleted: it's removed from the condition, and its Entities leave the Questionnaire. For example, "Tier is any of Gold, Silver" becomes "Tier is Gold."

Questionnaires using By entities never change on their own.

Important: A new Entity gets its Questionnaire automatically, but its email distribution doesn't. Set up email distribution for the new Entity separately, or it won't receive survey invitations by email. See Visit data integrations for email distribution.

Good to Know

• Existing Questionnaires stay as they are. They keep their current list of Entities, including Questionnaires migrated from Classic. To use a rule, open the Questionnaire and select Advanced selection.
• Duplicating a Questionnaire doesn't copy its rule or its Entities. Set up the scope of the copy before you use it.
• Deleting a Questionnaire only works once its scope is empty, including Entities matched by a rule or by All entities. Clear the scope first, then delete it.
• Moving Entities out of an All entities Questionnaire turns it into a fixed list of its remaining Entities. Turning All entities back on shows the warning again, and confirming takes every Entity back.
• To learn how to create and manage segments and custom attributes, see Manage segments and Custom Attributes definition and value assignment.