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About the View/Edit Responses Report

Overview

The View/Edit Responses Report allows you to view and edit the responses of every respondent in a survey. It's useful for projects with a low incidence rate, where more attention can be given to respondents based on their progress, as well as email sends, as it includes the start status for every respondent in the list.

 

autoRecover should be enabled in surveys in order to display the partial data, and adb should be set to display email send data.

Surveys with 30K+ respondents and surveys that have a lot of data points may experience longer load times.

1: Accessing the View/Edit Responses Report

To access the View/Edit Response Report from the Research Hub, select the menu icon to open the project controls for your project. In the "Report" section, select "View/Edit Responses."

To access this feature, you must have report:view and data:download permissions. To learn about user permissions, click here.

2: Viewing the Report

The View/Edit Responses report has a variety of menus and options available to help you perform a complete review of your survey data:

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1. Filter: Allows you to filter the data displayed in this report. Click to restrict the respondents shown in the results by the following criteria:

  • Saved Filters: Filters with previously saved record criteria.
  • Respondent Status:
    • Qualified: Qualified respondents
    • Overquota: Non-qualified respondents due to over quota
    • Terminated: Terminated respondents
    • Partial: The data recovered for respondents who partially completed the survey (detailed data is not available for these respondents unless partial data is recovered)
    • In-Progress: Respondents who are currently taking the survey
  • Email Status:
    • Sent Invite: The email has been sent
    • Opened Invite: The email was opened by the respondent but they did not click the survey link
    • Bounce-Back: Email returned from server (address no longer exists)
    • Opt-out:  People who have opted out
    • Duplicate Address: Marked as duplicate, unless the email send is done with --dupes flag
    • Malformed: Incorrectly formatted email addresses
    • Not Sent: Emails that have not been sent
  • Sample Source: Includes all of the sample sources configured for the project.
  • Variables:  Includes all of the variables configured for the project so you can search based on answers to survey questions, or on variable values that you specify.
  • Custom Filter: Allows you to input your own custom filtering criteria using report logic.

Once you've selected the filters you'd like to use, you will need to click "Apply" to apply them to your report.

2. Filter List: Displays the currently applied filters.  You can hover over an applied filter and click    to remove the filter.

3. Edit Data: Click to modify respondent data from the "Edit Data" or "Advanced" tabs.

To access the "Edit Data" feature, you must have full access to data.

4. Import Data: Click to import data from an external source.

To access the "Import Data" feature, you must have full access to data.

5. Export Data: Click to export the respondent status report in an Excel file.

This Excel file cannot be used for data import. To import data within the View/Edit Responses report, you must use a properly formatted Excel file.

6. Save Filter: Click to save all applied filter criteria as a single filter for later use.

7. Search: Enter a word or phrase to search the text in all responses.

8. Matching Records: The total count of records matching the current filter criteria.

9. Table Settings: Allows you to edit the options (columns) included in the table. Once configured, click "Apply."

10.  Results Table: The results table offers a summary of the progress of every respondent in a survey, according to the filters you've applied:

  • Respondent ID:
    • UUID: The unique identifier assigned to the respondent
    • Source: The source from where the respondent originates
  • Progress / Timing:
    • Status: The current status of the respondent (Qualified, Partial, Terminate or OQ)
    • Sample Source: The sample source or value based on the list or vlist variable
    • Started Survey: The time stamp of the start time when the respondent began the survey
    • Last Activity: (Time stamp of start time + Duration or value based on qtime)
    • Last Seen Question: (Partial Completes only) The label of the question last submitted by the respondent
    • Duration: Time taken to complete the survey, based on qtime variable
    • Finished Survey: Time stamp of the finish time for the respondent
  • Survey Variables: Displays answers for any variables from the survey added via the table settings.

Show or hide any of the options (columns) by editing the table settings.

11. Page Menu: The page menu allows you to toggle between pages of matching record data. This is useful when applying broad filtering criteria.

If there are multiple questions on one page, the "Last Seen Question" field will show the label of the last question on the page, regardless of which question was answered. If the questions are randomized, the last question on the page will be determined by the question order from the survey XML. For example, if you had questions Q1, Q2, and Q3 on one page and a respondent answered only Q1 or Q2 before clicking "Continue", their "Last Seen Question" would still be Q3.

3: Filtering Data

The View/Edit Responses report allows you to search the survey data for specific records by selecting where to search and by what unique value(s). The results will present data only for the records that match your specifications.

You can either search for a value by entering it directly into the search bar, or you can add filters to search for a value using additional qualifiers:

If the value you need data for is unique (i.e., a source code, or panel or sample identifier), you can simply type this into the search bar and hit “Enter” or click on the magnifying glass to sort the data.

If  your value is not unique (i.e., a question response like “0” or “1”), then you may want to use filters to refine your search.

3.1: Using Filters

There are many filters you can use to narrow the search criteria if the value you are looking for is used in multiple places within the data. In the Filters menu, these are split into four main groups: Respondent Status, Email Status, Sample Source, and Variables.

From here, you also have the ability to create custom filters, and to save any filters you create to re-apply them to the data later.

3.1.1: Applying a Saved Filter

The "Saved Filters" menu allows you to apply filters you have previously saved within the View/Edit Responses tool. To add a previously saved filter, select the name of the filter and click "Apply":

3.1.2: Using Status Values as Filters

To add a filter for Respondent Status, Email Status, or Sample Source, select the desired drop-down box, check the options you would like to include in your search, and click “Apply”:

  

3.1.3: Using Survey Variables as Filters

Using survey variables as filters requires that you define each variable you need and its necessary values before applying them. To add a filter for Variables, you will first need to click on the “+ Add Filter Variables” button within the Filters menu to bring up the Variables menu:

         

In the Variables menu, you can to select which variable you would like to filter on, and enter or select the values you would like to see applied for that variable. Then, click “Done” to add those values to your search:

If you need to filter by multiple variables, you can click on the "Add Filter Variables" button within this menu and select additional variables to use for filtering. Once you have added all of the variables you need, you can click on "Add Variables" to add these to your Filter menu:

To apply your filters and sort the data by what you have specified, you will need to click on "Apply" within the "Filters" menu:

3.1.4: Creating a Custom Filter

Custom filters are logic conditions which include the data labels for the questions/columns/rows you'd like to reference (e.g., Q1.r1, Q2.r2.c2, Q1.r1 and Q3.r1, Q1.r1 or Q1.r3, etc.).

Logic conditions entered here must use raw logic labels and not altlabels.

To create your own custom filter, select "Custom Filter", click into the box, and input your report logic. Then click "Apply":

In addition to the basic and / or logic functions, the "Custom Filter" field will accept the following:

Function

Short Description

Examples

any

Show records where any response was selected at the question/row/column

Q1.any
Q1.r1.any
Q1.c1.any

but

Excludes records with the specified selection at the question/row/column

Q1.but(Q1.r1).any
Q1.r1.but(Q1.r1.c1, Q1.r1.c3).any

all

Show records where all responses were selected at the question/row/column

Q1.r1.all
Q1.c1.all
Q1.r1.c1.all
Q1.c1.all or Q1.c2.all or ...

(e.g., the respondent straight-lined)

count

Show records where only the specified count was entered at the question/row/column

Q1.r1.count
Q1.c1.count
Q1.r1.c1.count
Q1.but(Q1.c1, Q1.c2).count

sum

Show records where only the specified sum matches their response at the question/row/column

Q1.sum
Q1.r1.sum
Q1.c1.sum
Q1.but(Q1.c1, Q1.c2).sum

3.2: Reviewing Filtered Data

Once you have applied all of your filters, you will only see the survey data that meets those qualifications listed in blue:

From here, you can continue to refine your search by adding more filters or by using the search bar. If you need to remove any filters, you can remove them by clicking on the “x” next to their label in the “Filters” menu:

You also have the options to save and share any applied filters. To save your current filter set, click "Save Filter":

viewedit_004.png

In the filter window that appears, enter a name for your filter and then click "Save":

All saved filters will appear within the "Saved Filters" group in the "Filters" menu of the View/Edit Responses report:

viewedit_005.png

4: Editing Data

To open the editing tool, click the "Edit Data" link:

viewedit_006.png

The editing toolbox will appear, where you can edit data from the "Edit Data" or "Advanced" tabs.

4.1: Edit Data Tab

From the "Edit Data" tab, you can specify updates to a single record as follows:

  • Change an individual's response
  • Delete a record

To edit responses for a record using the "Edit Data" tab, click into a cell and select or enter the desired response. You can also click the "-" icon next to a record to mark it for deletion:

As you specify updates, the "Update" button maintains a count of the intended updates.

Once you are finished editing the data, click "Update" to apply the changes.

4.2: Advanced Tab

From the "Advanced" tab, you can modify multiple records at once. To edit responses for multiple records, select an action from the drop-down menu, and check each record you would like to edit:

The following actions are available from the drop-down:

  • Delete Selected Records: Removes selected records from the survey
  • Disqualify Selected Records:
    • Changes the record status to terminated.
    • Removes disqualified respondents from any quotas in which they were part.
    • Specify a disqualify reason (optional). The reason is added as a marker to the respondent.  The markers for each respondent can be viewed by downloading the data or viewing in the view responses report.
  • Requalify Selected Records - Selected records with a terminated status are changed to a qualified status. Requalifying records adds a marker with the requalified date for example,  "requalified-2016-Feb-11"

When you re-qualify a record, any markers you have previously set for the disqualify reason (such as a "straight-liner")  must be removed manually.

  • Modify Record Data - Displays text/dropdown boxes for you to modify the answers of selected respondents.

If you choose "Modify Record Data", you will then need to click into a column drop-down to change the desired responses for each record:

As you specify updates, the "Update" button maintains a count of the intended updates.

Once you are finished editing the data, click "Update" to apply the changes.

4.3: Applying Updates

The "Update" button shows the total number of records you have edited. Once you are satisfied with all of your changes, click the "Update" button to apply them to the data:

A confirmation window displays for you to verify the changes. Click "Update" to apply the changes to the data, or "Cancel" to abort all changes and return to editing the data set:

5: Importing Data

You also have the option to import and modify data from another survey or data set. To import data from an external source, click "Import Data" at the top right of the screen:

dataimport_005.png

Click here for more information on importing data within the View/Edit Responses report.

6: Exporting Data

To share your search results with someone, click "Export Data" at the top right of the screen to download an Excel copy of the sorted data:

viewedit_007.png

This Excel file cannot be used for data import. To import data within the View/Edit Responses report, you must use a properly formatted Excel file.

7: Detailed Per-Respondent View

While viewing or editing responses, you can click a Record ID link in the table to view the full details of a respondent's progress:

This includes their activity information, responses to questions, device information, captured and system variables.

1. Respondent activity information: Includes all activity information for the selected respondent.

2. Export Record: Allows you to export only the data for the selected respondent.

3. Question Responses: Includes all question responses for the selected respondent.

4. Respondent Information: Includes all identifier information for the selected respondent