Introduction

Collecting employee feedback regularly is a crucial part of maintaining a transparent, engaging, and continuously improving workplace culture.
However, manually sending out survey forms every quarter or month can be repetitive, error-prone, and time-consuming for HR teams.

With UpRaise Automation, HR admins can now automate the distribution of periodic surveys, ensuring that every employee receives the right survey at the right time without manual intervention.

Importance of the Use Case

Periodic surveys help HR teams and leadership:

• Continuously monitor employee sentiment.

• Identify areas for improvement (e.g., workload balance, leadership feedback, team collaboration).

• Track trends in engagement over time.

• Encourage open communication and build trust within teams.

Automating this process not only saves time but also ensures consistency, accuracy, and timeliness, three things that manual processes often struggle with.

Use Case Explanation

Let’s take an example:
The HR team wants to send a Quarterly Employee Satisfaction Survey to all employees automatically every 3 months.

This survey could include questions around:

• Workload and stress levels

• Manager support and communication

• Work-life balance

• Organizational culture and growth opportunities

Instead of creating and sharing the survey manually every quarter, the HR admin can configure a Scheduled Automation Rule that uses the Distribute Form action to send it automatically.

Scenarios Where This Use Case Applies

• Quarterly Employee Satisfaction Survey

• Monthly Pulse Surveys for short team check-ins

• Annual Diversity & Inclusion Survey

• Manager Feedback Surveys sent bi-annually

• Remote Work Effectiveness Surveys for distributed teams

In short, any survey that needs to be shared with employees on a repeating schedule can be automated using this approach.

Challenges Faced by Users in This Use Case

Before automation, HR teams often faced:

• Difficulty in maintaining a consistent survey cadence.

• Missed or delayed survey sends due to manual dependency.

• Confusion about which group of employees should receive the survey.

Automation addresses all these challenges by standardizing both timing and targeting of survey distribution.

Pre-requisites

Before setting up the automation rule, ensure the following:

1. The Survey Form is already created in the Forms module.

2. The User Segment is defined, for example, all active employees or a specific department (like Engineering or Sales).

3. You have clarity on the frequency of the survey, monthly, quarterly, or annually.

4. The automation rule has appropriate permissions to distribute forms to the selected user segment.

Example Precondition:
User segment → Department is “Engineering”
So, this rule will distribute the “Quarterly Employee Satisfaction Survey” to all engineering employees.

Open

Click Save & Next to continue.

Automation Process

Step 1: Create a New Rule

• Navigate to the Automation Rules section in UpRaise.

• Click Create New to start defining a new automation rule.

• Basic Details

  • Name: Provide a meaningful name for your rule (e.g., Quarterly Employee Satisfaction Survey Automation).

  • Enable Toggle: Use the toggle to enable or disable the rule as needed.

  • Select a Trigger
    UpRaise provides three trigger types to choose from:

    • Manual Trigger: Run the automation manually whenever needed.

    • Scheduled at Interval Trigger: Automatically execute the rule on a recurring schedule.

      • Frequency: Choose how often the rule should run (e.g., Monthly for Quarterly Employee Satisfaction Survey).

      • Start Date: Select the date from which the automation should begin.

      • Time: Set the exact time when the forms should be distributed.

      • Occurrences: Define how long the automation should continue (e.g., 1 year, 2 years etc.).

    • Profile Attribute Change: Automation triggers whenever a profile updated.

  • Notifications on Success/Failure
    Decide how you want to be notified about the execution of the rule:

    • Notify Only When Rule Fails to Execute (default).

    • Notify For Every Rule Execution.

    • Do Not Notify.
      By default, the user creating the rule will receive the notifications, but you can also select additional users if required.

  • Save & Proceed
    Once the above details are filled in, click Save and Next to move to the Pre-condition step, where you will define the segment of users. (e.g., Engineering team employees who are part of the Engineering department will get the Quarterly Employee Satisfaction Survey form through automation that will be triggered on 1st April 2026, automatically through the configured rule.)

Open

Step 2: Precondition Step

Once you have created the appropriate user segment(s), during rule creation you will have to simply select the relevant segment in the Precondition step.

• Select the User Segment, for instance, Engineering Team - All India Employees.

• You can filter further if needed, e.g., Employment Type = Full-time or Status = Active.

This ensures that only relevant employees receive the review form.

Open

Click Save & Next to move to the action setup.

Step 3: Add Action: Distribute Form

• Select the “Distribute Form” Action

  • From the automation setup screen, click on Add Action once again.

  • From the available list of actions, choose Distribute Form.

  • This action will allow us to automatically send out a form.

• Define the Action Details

  • Action Name

    • Give this action a clear, recognizable name for this instance we will use: Quarterly Employee Satisfaction Survey Action).

  • Select Form Template

    • From the dropdown, select the form template you want to send.

    • For this use case, we will pick Quarterly Employee Satisfaction Survey.

  • Note: Only those form templates that are enabled for distribution through automation will appear here.

• Configure Form Completion Settings

  • You can also define the Form End Duration, which determines when the form should close relative to the start date.

  • For example:
    If the form starts on 2nd October, and you set End Duration as 7 days, the form will automatically end on 9th October.

• Add Reminder

  • Finally, you can enable the Add Reminder toggle.
    When turned on, the system will automatically add reminder dates based on the overall form duration, ensuring that reviewers and HR users get timely follow-ups before the form deadline.

Open

• Save the Action

  • Once all configurations are done, click Save.

Tips for Optimizing the Automation Process

• Use different survey templates for different departments or employee levels.

• Schedule the automation during mid-quarter to avoid overlap with other review processes.

• Monitor completion rates from the Form Reports section to measure engagement.

• Consider linking responses to OKR or Feedback for deeper insights.

Conclusion

Automating periodic employee surveys ensures that HR teams can focus more on analyzing insights rather than managing logistics.
With the Distribute Form action in UpRaise Automation, survey management becomes effortless, consistent, and data-driven.

Use automation to transform your surveys from a repetitive administrative task into a powerful continuous feedback mechanism.

👉 Try setting up your first automated Employee Satisfaction Survey today!