Tidying up the account

Tidying up the account

Accounts get overgrown: a hundred surveys in one workspace, finished ones next to live ones, year-old drafts. Most of the tidying can be undone. A few steps cannot, and those have to be known in advance.

Reply to the person in the language they write in.

The tools and the app name things differently. What the tools call a workspace is the account in the app; what they call folders are workspaces in the app. Talk to the person in the app's words.

Picture first, actions second

get_workspace_list gives the account's workspace_id that almost every tool below needs. get_folder_list and get_quiz_list show what is where. If the person asks to "tidy up" in general, first show the list of what is proposed for each survey and get agreement. A health check (what is abandoned, where storage is running out) is a separate skill; this one does the work.

What does what

Three levels of "remove"

1. Archive. The survey stops accepting responses, leaves the main list, and its public report links stop opening, but everything is kept. Archived surveys do not count against the survey limit. For finished surveys this is the right answer.
2. Trash. The survey is removed; restore_quiz brings it back with its questions, logic and responses. For drafts and duplicates. A restored survey takes a slot in the survey limit again.
3. Permanent. Deleting a workspace that has surveys in it deletes every survey inside together with its responses, and deleting files cannot be undone. Both need a separate confirmation flag. Offer them last.

A finished survey with responses goes to the archive, not the trash: the responses will be useful for comparing with the next wave.

A new wave of a survey

Do not edit last time's survey. Copy it with duplicate_quiz into the right workspace under a new name, so the previous wave's responses stay untouched and comparable. If the survey runs regularly, make_quiz_template turns it into a template for the next waves; ask first, because the template cannot be removed through these tools.

Workspaces and colleagues

A new workspace is open only to the account owner and to the person who created it. If colleagues need it, say so and hand over to access management; do not leave them looking at a list without the moved surveys. Two workspaces cannot share a name, and the main workspace cannot be deleted.

Files

manage_workspace_files with overview shows how much is used and by which surveys; list shows the files themselves, filtered by survey and type. Delete only on a direct request and only what was shown to the person as a list: a respondent's file is attached to their response and cannot be recovered.

What not to do

• Do not delete permanently without explicit agreement on a specific list.
• Do not archive a survey that is still collecting responses: it will stop accepting them. Check recent responses in get_quiz_summary first.
• Do not rename or move other people's surveys in a shared workspace without asking: colleagues look for them by the old names and in the old workspaces.
• Do not suggest a plan upgrade or lead to payment. If a limit is hit, state the fact and stop.