Collecting Responses for your Survey. 2
Launching your Survey. 2
Distributing Your Survey. 3
Open Access (Simple Mode). 4
Private Response Groups. 4
Tracker Response Groups for Email
Response Group Options. 9
Collecting Responses in the Field. 13
Collecting Results using an iPad,
iPhone, Smart Phone or Tablet PC. 13
Printing your Survey. 13
Once you have finished your survey design and are ready to
begin collecting responses you can then launch your survey. This will
then lock the question content of the survey, allowing you to collect responses
from your survey users.
To collect responses you can either use basic mode
(open access), or if you would like to use advanced options such as email
invitation sending, or custom access links you can use response
groups. These allow collection of data in differing ways but they can also
be used to categorise your responses when they start coming in. For example,
you may have conducted a survey which revealed a shortcoming in one of your
products. You could then make the necessary changes to your product and then
conduct the same survey again but collect responses with a different response
group. All of your Surveyi reports and charts will be labelled with the
response group for each response making for easy visual comparison.
Response groups can also have different start, finish and
offline pages with different messages, and redirect URLs for your users upon
survey completion, allowing for a unique survey experience for each group but
with the same question set.
When your survey content is complete and you are ready to
begin collecting responses, you must first launch your survey. To do so
navigate to the Survey Options page for the survey you wish to launch by
clicking on the Survey Options button in the surveys list on your My
Surveyi user home page. From there, click the Launch wizard icon:
Each response has selections which map to proportions of
your question and for this reason you cannot edit your question content after
your survey has been launched; however you can reset the survey if you want to
go back to the design stage at a later time (although that will erase all
responses). After launch you can still change your survey appearance using the
Surveyi Appearance Designer and change response group specific content such as
start and finish pages.
To launch your survey click the Launch button at the
bottom of the page. You will notice that the wizard icons have now been
changed to the allow you to view responses and reports, and also reset your
Launching your survey simply locks the question content and
unlocks the response viewing options. You cannot begin actually collecting
responses until you have configured your distribution options. Select the
Distribute wizard icon to view and configure distribution options.
There are two main modes of distribution:
Open Access (simple mode) – A simple web link which
you can enable or disable, and post on your website or send by email
Response Groups (advanced mode) – Use these for your
own response categorisation, custom web links, SSL security, or sending out
tracker email invitations.
You can always check whether your survey can actually
receive responses by checking on the Survey Options page dashboard:
This survey is launched but there are no active response
groups, and Open Access is also disabled so the Active status will be No.
For your survey to be active, you will need to have launched it, and also
require at least one active response group or Open Access. You can also view
the status of each survey from your My Surveyi homepage.
There are two types of response group with increasing levels
Private Group (Advanced) – A response group with a
single link for access but with more options such as a customisable web link
and secure SSL access.
Tracker Group (Advanced) – A response group with all
of the features of a private group but with the option of distributing email
invitations, each with a unique link so you can track the progress of each
Open Access is the quickest and easiest way of retrieving
results from your users. By default, open access is disabled. To enable it,
navigate to the Distribute page for your survey and click Open Access
Enabled, and then Apply to save the changes. It is possible to
enable open access before launching your survey, but it will only become active
after your survey is launched.
To begin collecting responses with Open Access you will need
to publish the link provided in the Open web access address text box.
You could, for example, email the link to a group of your contacts or publish
it on your website or corporate home page.
Survey users who access the Open Access link for your survey
will directed to your survey to complete the questions. If they close the
survey half way through completion and then access the link later in, the survey
will automatically resume from the last incomplete page. If the survey user
completes the survey then they will be able to access it again from the same
link if they want to fill it out multiple times with different people from the
same computer, for example.
Private response groups are much the same as Open Access
groups except that they have more options for customisation including link
customisation and secure SSL access, start and end dates and response limits.
Private response groups allow for categorisation of responses as you choose.
You could, for example, run the same survey before and after a corporate
rebranding but with response groups named ‘before rebranding’ and ‘after
rebranding’ and then make direct visual comparisons of the results using the
Surveyi charting tools. All data exports are also labelled with the response
To enable a private response group click Advanced Mode on
the survey Distribution page for your survey, and then click Add
Group. This will take you to a group settings page where you need to click
Private Group and then Save. You can choose a response group
name at the top of the page which will appear in your reports, but you can
always rename it later.
Once you click save, the response group is saved in your
survey’s response group list which appears on the Distribution page for
your survey. To begin collecting responses for private response groups you can
publish the unique access link for this group to your website, or email it
manually to those you wish to collect responses from. If you would like
Surveyi to distribute invitation emails for you then you need to set up a Tracker
Tracker response groups let you track individual responses
to your survey after setting up invitations from your Surveyi contact lists.
You can manage the invitation and reminder design with the available options as
well as distribution and response tracking. You can quickly isolate who has
responded to your survey and view their response data in real time as they are
completing their survey. You can also see if any emails have been rejected
from your invitee email addresses or whether they have opted out of Surveyi
To enable a tracker response group click Add Group on
the survey Distribution page, and click Add Group. This will
take you to a group settings page where you need to click Tracker Group
and then Save. You can choose a response group name at the top of the
page which will appear in your reports, but you can always rename it later. To
send invitations you will need to define invitations and contact lists. You
can then track the progress of each invitation you send, issue reminders and
see individual answers provided by each participant. This is covered in more
detail later in this document.
Before you can collect responses for a Tracker response
group you need to set up contacts to whom you can distribute
invitations. You can set up contact lists for quick sending in the Contacts
page available from the user menu bar:
To add a contact list click Add Contact List on the
Contacts page. First choose a name for your contact list and click Save.
The list will then be listed on your Contacts page. To add contacts to your
contact list you can add them one by one by clicking on Add Single Contact,
or if you have a CSV (comma separated values) file containing your contact list,
you can paste it in the text box provided and then click Save Contacts.
If you have many contacts then that would be the quickest option by far. You
could, for example, compose your contact list in Excel (or your chosen spread
sheet application) by exporting the data for each contact you need and then
save the file as CSV. If you open the file in notepad, for example, you can
then copy and paste the file information into the textbox.
Once your contacts are added they will be listed in the
contact list which shows all of the details held for each contact. Note that if
a contact has opted out of Surveyi surveys then this will be indicated here.
You can edit or delete individual contacts by clicking on the Edit Contact
or Delete Contact buttons as required.
When your contacts are added as required then navigate back
to your survey tracker group as follows:
My Surveyi -> Distribute
To prepare your invitation or reminder, click on the
relevant buttons to open the designer page:
You can skip reminders if you don’t plan to send any. The
designer page is the same for invitations and reminders so this guide can be
followed for both. At the top of the designer page you need to choose the
email type. Surveyi supports three email types:
Plain text emails are small and can be read by any
email reader but offer no formatting options.
HTML emails allow for formatting options such as a
website might have and can include images, links and anything definable in
MIME emails are encoded with plain text and HTML.
This is a good option if you want the presentation features of HTML along with
the safety of plain text because the email reader will display which ever
content the user prefers. You will need to set up both content types though
There is a default set of content defined in the email
designer but you can modify anything you like:
Display From information will be shown as who the email
is from in the email reader of your invitee.
The Email Title which will appear in the email reader of
Survey Link Text is for HTML or MIME emails only and is
the text of the hyperlink in the email which links to your survey.
The content edit options will vary depending on what type of
email you have selected. If you have text email selected, the text editor
window will be shown. If you have HTML email selected, the HTML editor will be
shown and if you have mixed them both will be shown because they are both
required for the email. For the HTML editor, if you prefer to edit the HTML
code directly you can do so by clicking on the HTML Code button. If you
would like to switch back to the HTML editor then click on HTML Editor.
To see how your email will look, click the Update Preview
button underneath the content editor. The content is always displayed at the
bottom of the screen in the Preview window, although the links won’t
quite work as they will in the final email because this is just an example.
You can send a test email to check how your email will look in your email
browser by clicking on the Send Test button. We recommend conducting
more extensive testing by distributing emails to a test contact list but
running through the full distribution process before sending out to your
intended contact lists.
When you are happy with your email, you can save the
invitation and the reminder in an email template which you can share
with your Surveyi buddies (or you can see theirs if they have shared
templates). Email templates are available from the Email Templates link
on your user menu and can be edited by clicking on Edit Invitation or Edit
Reminder buttons in the list. If you have invitation templates available
they can be applied to your invitations by selecting them in the My
Invitation Templates section at the top of the Design Invitation or Design
Reminder page. Note that templates will overwrite exising content for
both invitations and reminders if applied.
To create a list of invitations you need to visit the Generate
Invitations page by clicking on the relevant button on the Response
Group Options page:
On the Generate Invitations page you can generate a list of
invitations by selecting which contact lists to whom you would like to
distribute emails. To select your contacts click the tick box in the Select
column and click on Generate Invites. A list of invitations will be
generated which do not overlap email addresses if a contact is listed twice or
exists in two selected contact lists. It will also not generate an invite if
one of your contacts has opted out of survey from Surveyi, or if the invitation
already exists in your recycle bin. To check your recycle bin click on the Recycle
Bin icon on your Survey Dashboard at the top of the page.
If you have any invitations in your recycle bin you can
either restore them, or empty the recycle bin and then regenerate your
Once you have finished generating invitations you can click
the back button to go to Response Group Options and you are now ready to
distribute your emails. To do so click on the Send out invitations
If you have generated invitations on the Generate
Invitations page you will see them listed here. The headings are as
Name – the name of your contact. Hold the mouse over it
to see the email address.
Invites – the number of invitations sent to this invitee.
Reminders – the number of reminders sent to this invitee.
Last Sent – the date a reminder or invitation was list
Last Updated – the last time this invitation was updated.
Progress – how far the invitee has progressed in the
Score – what the invitee has scored so far.
Bounced – if the email has not reached its recipient it may
be sent back to Surveyi, in which case this is indicated here with a red tick.
Opted Out – if the contact has opted out of Surveyi
surveys this is indicated here with a red tick.
You can manage your invitations here and remove those who
have opted out for example. You can also filter the responses based on a range
of factors including invitations sent, survey progress, response content and even
words within the responses. For more information see the Response Filtering
You can also export the results in the data set if you would
like to include them in any report or use third party applications such as
Excel to rearrange the data.
To begin the send process you first need to select which
invitees you would like to send invitations to. You can do this by making your
selection in the Send invitation emails to: option list. Options are as
All invitees in the response group – This sends
invitations to every email in the entire response group invitation list
regardless of whether the invitations have been filtered. If the invitation is
there and the invitee has not opted out or the email bounced, then the email
will be sent. A list of all invitations which would be sent if you were to
click a send button now can be exported by clicking on the Projected
Invitation Report button.
Only invitees in the above result set – If filters
have been applied to the list above, only invitees now showing in the list will
have emails sent to them. A list of all invitations which would be sent if you
were to click a send button now can be exported by clicking on the Projected
Invitation Report button.
Only selected invitees above – if you have manually
selected invitees from the list above by clicking on the tick box to the left
of the invitee, a report will be sent to only those invitees.
Once you have made your selection you can click on the Send
Invitations or Send Reminders buttons to send invitations and
reminders respectively. You can see the progress of the send in real time and
a progress bar will appear. The result set above is also updated in real time
and you will be able to see the Invitations or Reminders increment
As your invitees complete your survey you can view their
progress in real time on this screen so you can track their response. You can
view their responses so far by clicking on the buttons to the right of the list
to download the response in PDF format for printing or distribution, or you can
view the response in the survey as the invitee would see it.
Each invitee can save their progress if you have enabled the
Save button for the survey in the Surveyi Appearance Designer. Once an
invitee has completed the survey their response is locked and can only be reset
if you remove the invitations, empty your survey recycle bin and then regenerate the
invitation. If the invitee clicks on the survey link after they have completed
your survey they will either be shown your survey finish page if you have it
enabled for this response group, or they will be redirected to the Finish
URL which you have defined for this response group.
Every response group type (Open Access, Private, Tracker)
has certain features which can enhance the user experience, or tailor the group
to suit your needs. These are listed below along with instructions on how to
operate each feature and which response group types it applies to.
Popup banners are available for open access and private
group types. Popup banners are a way of collecting information from your
website without directly publishing a link to your survey. Each popup displays
an invitation to your website users inviting them to complete your survey and
provides options for doing so or not.
The popup invitations are simply banners which appear over
the top of your website at the location and frequency you specify. They do
not appear in new browser windows and consequently they are relatively
non-intrusive and are not affected by popup stoppers. This will allow you to
collect information from the maximum audience possible from your website since
popup stoppers are now common place (and effective).
To access the popup banner settings click the Site Popup
button when editing the response group of your choice:
Options are as follows:
Popup Enabled - If you want to enable your site popup
enable this option and click save.
Block after your survey is accessed - If your website
user clicks the Yes button a cookie will be planted on their computer to
ensure that the popup doesn’t appear again for this response group if this
option is enabled. The popup is set to expire after 800 days.
Close survey window when complete - Surveys appear in
a new browser window or tab if your survey user clicks the Yes button. If
you want to make it easier for them to get back to your web site which launched
the survey then click this option to have the survey window (or tab) close upon
completion. This is the most effective way to ensure that users do not leave
your site after completing the survey.
Show survey logo - Show the logo attached to your
survey in your popup invitation if it is defined in the Surveyi Appearance
Trigger popup after visits - You might not want to
invite new users to your website to participate in a survey but instead wait
until they have visited a few times or more. If this is the case you can
specify the number of visits each user must have made to the page containing
the Surveyi popup script.
Trigger popup again after visits - If a user clicks
the No button for your invitation or clicks elsewhere on your survey,
the invitation can appear again at a later stage. You can specify the number
of further visits before triggering the popup here. This is a recurring count,
which is reset each time the popup is shown to that user, and so it will keep
appearing until the user clicks the Never button, or accesses your
Button Text - Here you can specify the text of each
button at the bottom of the invitation. Buttons are:
Yes – redirect the user to the survey
No – do not redirect the user to the survey this time
Never – do not show this window again
Width and Height - Specify the width and height of
your invitation popup in pixels.
Border Width - Determine the width of the border
running around the edge of your invitation popup. Enter 0 if you would not
like a border to appear.
Position of from top - This value has a different
effect depending on where the popup script is placed on your website. It
represents the distance from the top of the web page, or the top of any element
surrounding the script which has the style property position: relative.
If you have no elements on the page containing the script with the relative
position style property set, then this will be the distance from the top of the
page. If you’re not sure, just give it a go. You can always change any
attributes on this page without needing to apply a new script line to your
website with immediate effect. You could also try the popup on a test page
prior to rolling it out onto your home page, for example, using the same popup
Position of centre from left - This has the same
effect as the position from top property except that that it also lets you
choose a fixed distance from the left, or a percentage. If you choose a
percentage then it is more likely that the popup will appear in the middle of
your user’s web browser – ie 50%. The distance here is the distance from the
centre of the invitation rather than from the left side of the invitation. The
reason for this is that it makes it easier to centre the invitation.
Colours - Specify the colours of the background, text
and borders of your invitation popup. You can use the colour pickers provided
but if you know a specific colour code you can enter it in the text box.
Button Style - Choose the style of the buttons
appearing in the invitation window.
Popup Content - The message you would like to appear
in the popup invitation. To edit the content directly in HTML click the HTML
Code button. To switch back to the HTML editor click HTML Editor.
Click Update Preview to view the content in the preview window below.
To apply the popup banner to your website all you need to do
is copy the code from the Code window at the bottom of the page and
paste it into your website preferably in the head section of your page.
Embedding is available for open access and private group
types. Survey embedding allows you to put surveys straight into your own
website without the need to leave your own website at all. To enable survey
embedding click the Embed Survey button from the response group settings
page for the response group you would like to apply the embedding to:
The options are as follows:
Embedding enabled - Tick or un-tick to switch off
embedding for this response group and click Save.
Width and Height – Choose the width or height in
pixels of the container frame for the survey.
Border width - If you would like a border around the
frame containing your survey then you can specify one here. Enter zero for no
Border - Specify a colour for your border here which
will apply if the border width is greater than 0.
Click Update Preview to see a preview of the frame
and your survey within it. The preview will only appear if you have embedding
We recommend setting your survey to a fixed width in the
Surveyi Appearance Designer for a more predictable result. Also, avoid using
transparency in your survey design if you intend to embed it on your site,
because it may produce strange results for older web browsers.
Private and tracker response groups have an extra settings
page where you can specify a range of settings. To access response group
settings click the Response Group Settings button on the list of
The following options are available:
Enabled - Click this option to enable or disable the
response group if you no longer wish to use it for response collection.
Private/Tracker group selector - You can change the
type of a response group after it has been defined, although if you have
already published a web link it will no longer work after you change the type,
unless you change it back again.
Web Address Customisation - You can customise the web
address to include your company name, survey name or include SSL access for
secure encrypted data collection. If you use SSL your survey users will see a padlock
symbol on their web browser to indicate a secure connection while they access
your survey. This will reassure them especially if you are asking them for
sensitive information. If a survey user accesses your survey via the wrong
link, they will automatically be redirected to the correct location (for
example if they try to access http instead of https for a secure survey).
To change the web address settings, click on the tick boxes
beneath the address label. Changes are only applied when you click Save
at the bottom of the page.
Response Group Restrictions - These settings control
when a response group is available. You can set a start and end date for
availability here, and an optional time by clicking on the date text boxes and
selecting a date from the popup calendar. If no start time is set, any time
before the end time is considered valid. Likewise, if no end time is specified
and time after the start time is considered valid for the response group to
You can also specify a response count. This will limit the
number of responses a response group can receive. For example, if you are only
interested in the first 100 responses, you can automatically display an off
line page or redirect survey users who try to access the survey using this
For private response groups only there is an option to limit
access to the survey to a single response so that once a user completes your
survey they will no longer be able to fill it in again. This works by placing
a cookie on the computer of the user. If the user uses a different browser or
computer, they will be able to access your survey again. For this reason if
you would like to absolutely ensure that users can only access their link once,
be sure to use a Tracker response group type for which each link is
unique per response.
All changes to these settings require you to click Save
to store them. Otherwise click Back to cancel and go back to the
Response Group Options page.
Online surveys are a great way to collect data but one of
the biggest criticisms of them is that your entire result set will comprise
only of internet users which can bias your results depending on what kind of
information you are trying to collect. At Surveyi we have several facilities
for you to collect data from those who do not have access to a computer and the
Surveys designed at Surveyi are compliant with iPads,
Android based tablets and smart phones. All you need is a digital connection
such as 4G, 3G (or less) and you can take your surveys out into the field to
collect responses digitally. You can then access your survey via a standard
web link from your device each time you want to collect a New Respons from
someone you are interviewing. You can use response groups to categorise your
responses and make shortcuts on your device to the web link for each response
Digital data collection is a highly useful approach for the
No data entry is required after you have finished collecting
Responses are instantly available for people at your office to
view and analyse as they come in.
No extra expensive custom technology is required.
If you prefer the more traditional approach for the actual
data collection process you can print your survey for individuals to complete
unsupervised and then hand in. This is ideal for placing in your waiting room,
for example, for customers to complete while they wait for the service you
You can still use Surveyi to enter your data by launching
the survey and entering the data through either the open access or a private
response group. This gives you the best of both worlds and allows querying,
export and data analysis of the manually collected results.
To print your survey, access the Distribute page for
the survey you would like to print from your My Surveyi user homepage
and then click on Simple Mode (Open Access) and then the Print icon:
This opens the Print Hard Copies page which contains
a link to a PDF download version of your survey. This version has space for
your intended recipients to tick or write their responses and paginates the
questions so that they don’t overlap pages. Click on the Download a PDF
Survey icon to download the file which should open in Adobe Acrobat if you
have it installed. If not, it can be downloaded from www.adobe.com free of charge.
Once the file is opened in Adobe Acrobat select file and
print from the menu and print as many copies as you like. Your survey styling
is deliberately excluded from the print because it would restrict the styling
options available for online prints, as websites rarely translate well to
To enter manually collected data, launch your survey and
enable the appropriate response group via the Distribute button on the
survey for which you have data.
You will find a web address in the text box on the distribute
page for open access. All you need to do is select the text, and copy it into
the URL bar for your web browser. This will load your survey for you to enter
the data. When you have completed the survey, just repeat the process for each
response you would like to enter. All responses can then be analysed and
queried along with any digitally collected responses you have.