Building an Invasive Species Survey for Wild Rice Beds monitoring using ArcGIS Survey123

Objective:

Create a Survey123 form to collect data on the presence or absence of invasive species in wild rice (Zizania palustris) beds in Minnesota.

Software requirement(s):

  • ArcGIS Survey123

Disclaimer: The data included in this survey is entirely fictional and does not represent real observations or reflect the actual presence of invasive species in wild rice beds. It is intended solely for demonstration and training purposes.

Step 1: Start a New Survey

  1. Go to: https://survey123.arcgis.com

  1. Click "New Survey" (Top left)

  1. Choose "Blank Survey"

  1. Name your survey: Wild Rice Invasive Species Monitoring.

  1. Add meaningful tags: Survey123, Wild Rice, Tribal Lands, Invasive Species, Minnesota.
  2. Add a Summary: Collect field data on invasive species presence in wild rice beds on tribal lands in Minnesota.
  3. Click OK.

Step 2: Add Your Fields (Drag & Drop)

You'll use the drag-and-drop panel on the right to add and configure each question.

Field Label Type Notes
Site ID or Name Text Single line
Tribal Land or Reservation Single Choice Use choice list below
Survey Date Date Optional: enable calendar
Invasive Species Present Multiple Choice Allow selecting more than one
Presence or Absence Single Choice Horizontal layout suggested
Notes or Comments Image Allow from camera/gallery
Location Map Enable automatic location capture

  1. Site ID or Name
  • Drag in Singleline text

  • Label: Site ID or Name
  • Add a Hint (optional): "Enter the name of the site or a unique ID (e.g., WR-101 or "North Rice Bay
  • Validation: Required
  • Behavior: Visible

  • Click Save (bottom right panel)

  1. Click on Add (top right panel)

  1. Tribal Land or Reservation
  • Drag in Single select (Choice section)

  • Label: Tribal Land or Reservation
  • Add choices:
    • Leech Lake Band of Ojibwe
    • Red Lake Nation
    • White Earth Nation
    • Mille Lacs Band of Ojibwe
    • Fond du Lac Band of Lake Superior Chippewa
    • Other
  • Appearance: Vertical
  • Validation: Required
  • Behavior: Visible
  • Click Save

  1. Click on Add

  1. Survey Date
  • Drag in Date or Date and Time

  • Label: Survey Date
  • Default Value: Submitting Date or Specified Date
  • Appearance: Day, Month and Year
  • Validation: Required
  • Behavior: Visible
  • Click Save

  1. Click on Add

  1. Invasive Species Present
  • Drag in Multiple select


  • Label: Invasive Species Present
  • Hint: Select all invasive species you can confidently identify at this site. If none are present, leave blank. If unsure, leave a note in the comments section.
  • Add choices:
    • Phragmites (Common Reed)
    • Curly-leaf Pondweed
    • Eurasian Watermilfoil
    • Purple Loosestrife
  • Appearance: Vertical
  • Validation: Optional
  • Behavior: Visible
  • Click Save

  1. Click on Add

  1. Presence or Absence
  • Drag in Single Select

  • Label: Presence or Absence
  • Hint: Select "Present" if one or more invasive species were observed at the site. Select "Absent" if no invasive species were found.
  • Choices:
    • Present
    • Absent
  • Appearance: Horizontal
  • Validation: Required
  • Behavior: Visible
  • Click Save

  1. Click on Add

  1. Notes or Comments
  • Drag in Singleline text

  • Label: Notes or Comments
  • Validation: Optional
  • Behavior: Visible
  • Click Save

  1. Click on Add


  1. Map (Location Section)
  • Drag in Map

  • Label: Location
  • Hint: Use your device's GPS to capture your current location. You can also tap and drag the pin if needed to match the exact spot where data is being collected.
  • Drawing tools: Point
  • Map tools: Enable all
  • Map and Extent: Set default map center (e.g., center over Minnesota)
  • Enable "Set minimum zoom level for drawing tools". Select "Neighborhood" or "Streets" for detailed field mapping. This allows finer control when adjusting pin drops near lakes or wild rice beds. It is also especially helpful if GPS is off by a few meters and if you need to move the point slightly.
  • Locator: ArcGIS World Geocoding Service
  • Default location:
    • No default location
    • Center of the map extent specified above: Starts map centered on Minnesota (Good default)
    • Use device location and ask for location when answering this question: Captures GPS when user reaches the Location question (Best option for field users)
    • Use device location and ask for location when opening this survey: Captures GPS when survey first opens (Less reliable as GPS might drift, especially if you haven't reached the site yet)

Enable both of these: Use device location and ask for location when answering question and Center of the map extent specified above. This way, the map centers on Minnesota for orientation. When you get to the location question, your device prompts for GPS and drops a pin. You can also adjust the pin manually if needed.

  • Validation: Required
  • Behavior: Visible
  • Click Save

Step 3: Updating Question Order and Behavior for Clarity

To improve the flow of the survey and guide user responses more intuitively, we can move the "Presence or Absence" question above the "Invasive Species Present" checklist.

Why this change?

Placing "Presence or Absence" first:

  • Helps the user make a clear initial observation decision.
  • Prevents confusion about selecting species if none are present.
  • Sets up conditional logic to show the species list only when needed.

  1. To move the "Presence or Absence" question: In the left panel, select it and drag it above the "Invasive Species Present" checklist.

  1. To update the Behavior and set the visibility rule (Conditional Visibility): In the left panel, select the "Invasive Species Present" checklist to display the properties.
  • In the right panel, in the Behavior section, click on "Set rule".
  • In the Visibility rule box, display the following expression using the fields' drop-down menus: "Presence or Absence is value Present". This means that your survey form will only show the "Invasive Species Present" checklist if "Presence or Absence is equal to Present".
  • When the visibility rule is not met, set the option to "Do not submit the answer".
  • Click OK and Save.


Your question will be updated, and an eye icon will appear in the top-right corner of the question that indicates that a visibility rule (or conditional logic) is now applied to the question. The question will now only appear to users when the rule you defined is true. It's a visual cue for you (as the survey designer) that this question is conditional.

Step 4: Change the survey's appearance and Options

  1. In the right panel, click on Appearance and Edit theme.
  • You can change the Theme, Header Color, Header Text Color, Content Background, Background Image...

  • I'll choose the "Mountain" theme

  1. In the right panel, click on Options.

  • Let's add a "Thank you Screen"
  • Enable "Preview On". Change the message if necessary. I wrote: "Thank you for your submission. This form is for demonstration purposes only".

  • Click on Save.

Step 5: Set the Survey Title and Description Content

  • Click on the banner "Survey title not set" to open the properties.
  • In the right pane, write: "Wild Rice Invasive Species Monitoring Survey".
  • Choose a "Centered" alignment.
  • Click on Save.

  • Click on the banner "Description content for the survey" to open the properties.

  • In the right pane, write: "This survey is designed to support the monitoring of invasive species in wild rice (Zizania palustris) beds on or near tribal lands in Minnesota. Participants are asked to record whether invasive species are present or absent at a given site, identify any observed species, and document observations with photos and GPS location".
  • Click on Save.

Step 6: Configure Settings

  • Click the Settings tab

  • In the Web App Version, select "Always use the latest version".
  • Click Save.

  • Web App Version
    • Lets you select which version of the Survey123 web app your form uses.
    • Newer versions have updated features, bug fixes, and improvements.
    • Use the most recent version unless you have a specific reason to lock it to an older version (e.g., compatibility with older workflows).
  • Webhooks
    • Enables integration with third-party apps (like emails alerts, Microsoft Power Automate) based on survey responses.
    • Use case examples: Send an email if Phragmites is reported present or auto-log survey responses to a Google Sheet or database.
    • You probably don't need this unless your survey is part of a larger data workflow or automation system.
  • Location Sharing
    • Enables or disables device-based location tracking when users submit the survey.
    • You can enable location sharing so GPS coordinates are captured with each response.
    • This is especially important for mobile data collection in the field and mapping where invasive species are found or absent.

Step 7: Publish and Test

  • Click the Design tab

  • Click Publish at the bottom right.

  • Click Publish again at the bottom right to confirm.

Step 8: The Collaborate Tab: Controlling Access and Sharing

By default, every new survey created in Survey123 is private - meaning only the survey owner (and Administrator) can view or submit responses. To allow others to use your survey, you'll need to configure sharing settings in the Collaborate tab.

  • Click on the Collaborate tab.

Share Survey tab

Within the Share Survey panel, you not only choose who can access your form - you also define how they interact with it.

Options: Private (default), Everyone (Public), Members of my organization (your organization or Tribal GIS if you have an account with us), Members of specific groups.

Choose "members of my organization" if working with tribal staff or a closed group. Avoid public sharing.

What Submitters Can Do

This controls the level of access users have to submissions (responses).

  • Add: Users can submit new responses. Always enabled for data collection.
  • Update: Users can update their own previous submissions. Enable only if users might return to revise data.
  • Delete: Users can delete their own submissions. Use with caution - avoid unless necessary.

Note: Update/Delete permissions require users to sign in, even if the survey is public.

Enable Draft Mode

Allows users to save partially filled form and return to complete it later. Helpful for longer forms or areas with spotty internet access. Recommended if your survey is used in the field and may take time to complete.

Allow Multiple Submissions

Users can submit the form more than once from the same device or account. You may enable this option if the same user is collecting data at multiple sites and/or field techs submit many responses per day.

Survey Status

Controls the availability of the survey.

  • Open: Survey is live and can be submitted.
  • Closed: Survey link still works, but users cannot submit.
  • Schedule: Set an open/close date range automatically.

This is useful for time-bound data collection campaigns or limit access after a project ends.

  • I'll use the following settings for the Share Survey section:
    • Who can submit this survey: Private (Default)
    • What submitters can do: Only add new records
    • Enable draft mode: Yes
    • Allow multiple submissions: Yes
    • Survey Status: Open
    • Click Save

Share Results tab

Controls who can view the data collected from the survey.

Only share results with authorized data managers or collaborators. Use Groups if working with a team.

  • I'll use the default settings for the Share Results section
  • Click Save

Update Survey

Allows you to give others permission to edit the survey form itself.

Only members of a shared update group can update this survey.

Caution: This is not for most users and grant this only to trusted collaborators who need to update fields, questions, or logic.

Group Settings

Lets you manage access using ArcGIS Online groups.

Manage your groups in the Groups page if needed.

You can:

  • Add survey editors or data viewers to a group.
  • Use group permissions to control who can collaborate on the survey and results.

  • Go back to the Design tab
  • Save and Publish your changes

Congratulation! Your survey is ready.


Step 9: Preview Your Form using the Web Preview and on a Mobile Device

  • Go to the Share tab
  • Click on the Survey Link to open it in your web browser
  • Scan the QR code to open the survey on your device

Step 10: The Analyze and Data tabs

Once your survey starts collecting responses, the Analyze and Data tabs allow you to explore, summarize, and manage the incoming data.


The Analyze Tab - Summary and Insights

The Analyze tab gives you a visual summary of your survey responses in real time.

You'll see:

  • Automatic charts for each question
    • Pie charts for single-choice questions (e.g., Presence or Absence)
    • Bar charts for multiple-choice questions (e.g., Invasives Species present)
    • Date distributions (e.g., Survey Date)
  • Top responses and trends
  • Text summary for open-ended responses (e.g., Notes or Comments)
  • Photo thumbnails (for uploaded images)
  • Best For:
    • Quick visual overviews
    • Sharing results in meetings or screenshots for reports
    • Spotting patterns without opening GIS tools


The Data Tab - Raw Records and Map View

The Data tab provides a table and a map of each individual survey response.

You'll see:

  • Map with pins for each georeferenced response (from the Location field)
  • Table view with all field values (Site ID, species, notes, etc.)
  • Buttons to filter, sort, or export the data
  • Options to:
    • Open layer in Map Viewer or ArcGIS Pro
    • Export to CSV, Shapefile, Excel...
    • Edit individual responses (if needed)
  • Best For:
    • Quality control and review
    • Spatial analysis or export to GIS
    • Filtering responses by tribal land, species, or date

Tips for a Smooth Survey Experience

  • Use Draft Mode: Let users save partially completed surveys if they are working in remote areas or multitasking in the field.
  • Use Horizontal Layout for simple choice questions like Present/Absent - saves space on mobile screens.
  • Preview Before Publishing: Always test your form using the web preview and on a mobile device if it will be used in the field.
  • Include a Disclaimer: Clearly state if the survey is for training purposes only when using sample or bogus data.
  • Group Your Collaborators: Use ArcGIS Online Groups to manage access to submissions and editing permissions.
  • Notes/Comments are encouraged: Open-text fields allow for context that checkboxes can't capture - especially when field staff need to explain what they see.

Caution: Things to Watch Out For

  • Survey is Private by Default: Don't forget to share the survey in the Collaborate tab or others won't be able to submit responses.
  • Visibility Rules Can Be Overlooked: If your conditional questions aren't showing, check your rules and make sure values match exactly.
  • Don't Overload with Images: Large or too many images (in the reference section or uploaded by users) can slow down performances on mobile devices.
  • Public Sharing = Public Data: Be cautious if using "Anyone with the link" sharing. Only use for training or bogus data unless the survey is reviewed and secured.
  • GPS Accuracy May Vary:
    • Encourage users to wait a few seconds for location to settle before submitting - especially near water or dense vegetation.
    • Smartphone GPS is often accurate within 5-10 meters (approx. 16 - 33 feet), but may vary due to weather, tree cover, or device model.
    • For high-accuracy data collection, consider using an external GNSS receiver.

We hope that this article has been helpful! If you have any feedback or questions, please feel free to send us an email or connect with us for a chat. The NTGISC team is here to assist you further!

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