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Why Must Survey 123 Folders Change When Changing Owner?

ZachBodenner

Hello,

I have one other full-time GIS worker on my team, and we have a few Surveys published from Survey123 Connect. Originally I did the publishing on them, so they're under my ownership in the default folder name that matches the survey. When my coworker wants to edit a survey, they change the ownership of the survey from me to them in order to download the xlsx and be allowed to make changes. On that change owner operation though, they're forced to select a folder for the survey to go into (defaulting to their personal folder). They do not have the option to keep the survey in its same folder, which doesn't even show up in the selection drop down. This would mean that they're actually unable to republish the survey because the survey must be in a folder with the default name in order to overwrite it. Now they can create a new folder of the same name manually and place the survey there, but it strikes me that this potentially confusing and an unnecessary workaround.

I feel like there's not much to be done here, so I think this will go to the Ideas board, but if anyone has information or alternative methods, I'd love to hear them!

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ryanuthoff

We work exclusively in Survey123 Connect in our Portal and do not have that behavior, specifically regarding the requirement of the survey being in a folder with the exact same name as it was originally published.

When changing ownership of surveys, we have the same experience. We must specify what folder to place the survey in for the new owner (which makes sense to me since it has to go somewhere in the new owner's content).

But in our Portal, there is definitely no requirement that the survey must be in a folder with the exact same name as it was originally published in. We have several people who change ownership of surveys all the time in order to republish them, and no one (including me) has ever had to put the survey in a folder with the same name it was originally published in. We typically just place the survey in our root folder and republish it that way.

ZachBodenner

Hm that's interested, I wonder if that's a limitation that's been addressed recently? Admittedly I haven't tried overwriting without placing it the 'correct' folder recently because I had experienced this thing in the past. We most recently experienced it this February in our Enterprise environment (11.5).

ryanuthoff

Hmm, that's odd, because we're also using ArcGIS Enterprise 11.5. And we're using S123 Connect 3.25.27.

I will say that when it comes to deleting surveys through S123 Connect, then I think I remember it giving an error saying it couldn't delete everything because the survey wasn't in the original folder (but we typically just delete them directly through Portal, so it doesn't really matter for us). But we've never had a problem when actually republishing them though.

ZachBodenner

Here's the ESRI documentation that identified the issue:
https://support.esri.com/en-us/knowledge-base/problem-unable-to-update-and-publish-surveys-from-arcgi-000025001

However, our workaround doesn't change the folder ID of course, just the name, so theoretically it shouldn't even work.

DavidSolari

I ran into the same issue with Enterprise 11.1 and referenced service data, our solution was some combination of sharing the forms to a "Shared update" group and boosting everyone's permissions levels to help edit other's content. Wish I could tell you more specifics but we haven't had to update another user's forms since we moved to 11.5.

Either way, as ESRI is modernizing the Survey123 stuff they should see if the whole "matching folder" thing can be dropped, there's no discernable reason why all the survey stuff has to be tethered to any given folder. I'm pretty sure it's the only built-in ArcGIS content that has this requirement!

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