Use the Summary Assistant feature to accurately summarize your employees' voices for a survey question so you can focus on deeper comment analysis and post-survey engagement.
In this article:
Overview
Use the Summary Assistant feature within the Comments report to accurately summarize your employees' voices for a survey question so you can focus on deeper comment analysis and post-survey engagement.
This feature is especially helpful for larger organizations where comment volume can be overwhelming for smaller teams.
To help with survey analysis, summaries comply with active filters and slices. Additionally, other than the survey's specified minimum threshold, there is no minimum or maximum number of comments to use the Summary Assistant.
Requirements
- Available to admin and survey-admin users
- Non-admin users can be granted access via Access Roles, learn more
Grant Permission
To grant a non-admin user access to the Summary Assistant:
- Open the Access Role's settings view
- Click and enable Assign Access for Reporting Access
- Click and enable View Comment Summaries
- This allows users in the role to view generated summaries, the sentiment, and the comment count
- Optionally, if users should have additional abilities, i.e. generate, remove, or edit summaries, click and enable Manage Comment Summaries
- This toggle requires that View Comments be enabled
- Click Save
Generate a Summary
To generate a summary for a question:
- From the Comments report, use the search fields to identify a question
- In the Summary Assistant card for a question, click Summarize Comments
- This process may take a moment depending on the volume of comments
- Review the generated summary and share with relevant stakeholders
Regenerate & Manage a Summary
For admins, survey-admins, and users granted Manage Comment Summaries permission, once a summary has been generated, you can regenerate a new summary or edit the summary to adjust finer details.
Additionally, use the Theme Breakdown for greater context when analyzing your employees' comments.
To edit/manage a summary:
- A. Edit Summary: Click to open the summary in a text field- make any edits and click Save
- Edited summaries are visually indicated with a Summary tag and reveal the editor when hovered over
- B. Theme Breakdown: Click to expand a menu to view the themes mentioned in comments to the survey question as well the sentiment by category
- Click on a theme to filter the report by the theme
- C. Regenerate/Remove Summary: Click the summary's ⋮ icon to reveal additional options:
- Regenerate This Summary: Click to generate a new summary
- Remove This Summary: Click to delete the summary
- D. Sentiment & Comment Count: Indicates the overall sentiment for the survey question as well as the number of comments left for the question
Known Errors
The following are known errors and potential workarounds when using the Summary Assistant.
Generic Error
Error message:
Sorry, an error occurred while generating the comment summary. Please try again later.
Potential Solutions:
- Click the ⋮ icon and Regenerate Summary
Too Many Comments/Characters
This error can occur if the number of characters exceeds the current limit of 120,000 characters.
Error message:
Sorry, but there are too many comments to generate a summary. There is a character limit of 120,000 characters. Please filter the results and try again.
Potential Solutions:
- Filter the results to lower the number of characters and try again
- Click the ⋮ icon and Regenerate Summary
Content Filtering Policy
This error can occur if comments that contain abusive language, sensitive information, threats of violence, etc. are included in the comment pool.
Error message:
Sorry, something in these comments goes against this feature's content policy. Unfortunately, there's no way to know which comment triggered this error, but you could try again — which sometimes works — or use a filter to reduce the number of comments included.
You can also try using Keyword Detection to easily view sensitive comments via specified keywords.
Potential Solutions:
- Filter the results to lower the number of comments, identify inappropriate comments, and try again
- Click the ⋮ icon and Regenerate Summary