To connect the survey to a database, you need a database field that contains a unique ID for each participant. This is used to identify a participant variable in the survey, so the data is put in the correct person’s record or response. Snap XMP Desktop can automatically identify many database types. However, some databases have specific requirements, such as password protection. For these, you need to specify how to connect the data link. You use Microsoft’s Data Link tool to do this.

This tutorial describes how to create a link between a Snap survey and a SQL Server database, to seed your survey, or send updated data from your survey to your database. You can set this up to happen automatically by using a Hot Link.

Setting up the Database Linkage Wizard

1. In the Survey Overview window, open the required survey.
2. Select File | Database Link to display the Database Links dialog.
3. Click New to create a new database link. This opens the Database Linkage Wizard.
4. In Linkage Type, select Import from Database.

5. Click Next. The next step requires a database file or to build a database link. For most types of database file, click Select Database File. If the database type is not listed as one of the defaults in the Select Database File dialog then click Build Data Link to create the connection. This example describes how to build a link to an SQL database.

Creating the data link for the SQL database

1. Click Build Data Link. This opens the Data Link Properties dialog where you can create the data link
2. Select the appropriate data type. For a link to an SQL Server database, select Microsoft OLE DB Provider for SQL Server.

3. Click Next. The Data Link Properties dialog moves to the Connection tab.
4. Select the SQL server on your network from the dropdown list.
5. Select the appropriate security type for the server.
6. Select the SQL Server database file from the drop-down list, or type the name of the file.

7. Click Test Connection to confirm that you can connect to your database.
8. Click OK to return to the Database Linkage Wizard.

Matching records between the survey and the database

1. Select the table or sheet in your database containing the data you want. Click Next.

2. Select how you will import data to the survey. You will need a unique id for each person in the database that can be matched with a participant (for example, a customer id or email address). This is called the link variable.
   • Join cases where the link variables match only imports data from the database if the id is already in the survey.
   • Join matching cases and append unmatched cases imports all data from the database. If the id is already in the survey, the appropriate data is added to that case. If it’s not, a new case is created.
   • Append unmatched cases creates new cases in the survey for the ids that are not already in the survey. It does not change the existing cases.
   • Append all cases creates new cases in the survey for every id in the database. It does not check if the id already exists in the survey.
3. Select the field in the database that contains the unique id from the Database field dropdown list.

4. Select the variable in the survey that contains the unique id from the Use Snap variable list. (You can also use the case number as the unique number for each case.)
5. Click Next.

Choosing the database fields to import

After selecting the database, database table, and matching variable, you need to select the database fields to import. The Database Linkage Wizard dialog shows a list of database fields that you can import on the left, with variables in the current survey on the right.

1. In each row, select the survey variable that maps to the database field. Snap XMP Desktop initially works out a suggested mapping. To change this mapping, select a variable from the list of available survey variables. Select blank if you do not wish to map the field.

2. If you wish to import a field into your survey that does not already have a variable set up in your survey, select <Create Variable> from the dropdown list. The Name and Label automatically display the name of the database field. You can edit them if you wish. Set the response type and length to appropriate values and click OK.
3. If you wish to import data into a multi-response variable, you may need to set up which codes in the database match to which variable codes in the survey. When you select the multi-response variable in the right hand column, a code mapping area appears. Select the appropriate code or define a new one as you can with variables.

4. Click Next to display a summary of what the link does.
5. Check the details are correct, and enter a Name for the database link.
6. Click Finish. Snap shows the Database Links dialog including the new link.
7. If you wish to alter any part of the link, click Modify. To delete a link, click Delete. To make a copy of the link, click Clone, and then modify the new link as required.
8. Select the link and click Run to import the data. A brief report is displayed.

Setting up an automatic Hot Link

Making an import link into a hot link means that when you identify a new case by entering a unique value in the link variable, data from the external file is copied into the new case. This means that details such as name, address and email address could be loaded into the survey as soon as the case was identified.

If it is an export link, the data entered in the survey is copied to the external file. If it is a new case, a new record is created. This allows you to keep a database up to date.

1. Select File | Database Link to open the Database Linkage dialog.
2. Select the database link.
3. Click the Hot Link button. This opens the Hot Link dialog.
4. Select Use As Hot Link, then select the appropriate option.
   • Automatic update: updates the matched variables of each case when the key link field is entered.
   • Manual update: update the matched variables when you click the refresh button  on the Snap XMP Desktop toolbar.

5. Click OK. The Database Link dialog shows the amended link specified as a Hot Link.

6. The link will update the survey when the database changes. Click Run to update the survey immediately.

For instructions on linking to a database containing email addresses, see Setting up email invites for online surveys.

For information on using a database link to share information between Snap surveys, see Importing data from another survey and Exporting data from another Snap survey. Further information on using Hot Links is at Using Hot Links.

If there is a topic you would like a tutorial on, email to snapideas@snapsurveys.com

The post Transferring data between a survey and a database appeared first on SnapSurveys.

The survey used in the worksheet is Activate, which is included with Snap XMP Desktop. The survey has been cloned or copied without the raw data file.

This worksheet will show you how to:

• Enter test data
• Change settings to speed up data entry
• Enter live data

Step 1: Enter test data

This is a useful way to check that you have set up routing and question response types correctly.

1. From the Survey Overview window, open the survey. You can use an online or offline survey. In this example, an offline survey used is called Activate1 which is cloned from Activate.

2. Click OK on the Survey Details dialog.
3. Click on the Data Entry icon in the Snap XMP Desktop Toolbar.
4. There are three options for data entry
   • Questionnaire mode shows the same view as the questionnaire
   • Interview mode presents a single question on the screen at a time and shows the list of answers to make selections from.
   • Prompted mode shows each question as a separate line on the screen
5. In the Data Entry toolbar click Prompted Mode.
6. The responses from the image below are used as test data, click the image to open it in a new browser tab for printing. Close the new window to return to this worksheet.

Note: Snap XMP Desktop automatically routes from one question to the next, based on the Routing rules set for each variable. No Reply is the default value when no code is selected. Note type variables will be ignored unless set otherwise in Tailor-Data Entry.

7. Click Test Case to create a new test case. This will start at ID.interviewer

8. Follow the steps below to enter the test case data. As you progress through the questions press F5 or double click to open and close the answer options for a question.
   1. Press Enter
   2. Press Enter – today’s date is defaulted into ID.date
   3. The instruction type questions are skipped by default
   4. Type 1
   5. Press Enter
   6. Type 2
   7. Press Enter
   8. Press Enter
   9. Type 1
   10. Press Enter
   11. Type 3
   12. Press Enter
   13. Type Better changing rooms needed
   14. Press Enter

9. Click OK

Step 2: Change the settings to speed up data entry

When a question is set to a single response you can change the settings in Data Entry so that you don’t have to press enter to move to the next question.

1. In the Data Entry toolbar click on the Tailor icon
2. Change Answer Questions from Individually to Continuously

3. Click OK

Step 3: Enter a live case

1. In the Data Entry toolbar click  to create a new case

2. Enter the same data as you did for the test case by following these steps. The date and time paradata, such as ID.start, is automatically completed from the system date and time.
   1. Press Enter
   2. Press Enter
   3. Press Enter
   4. Press Enter
   5. Press Enter
   6. Press Enter
   7. Press Enter
   8. Press Enter
   9. Press Enter – today’s date is defaulted into ID.date
   10. Type 1
   11. Type 2
   12. Press Enter
   13. Type 1
   14. Type 3
   15. Type Better changing rooms needed
   16. Press Enter
3. At the end of the case an options dialog window opens.

4. Select the option required
   • Continue saves the current case and move straight on to the next one.
   • Modify allows the current case to be edited.
   • Cancel deletes the current case (delete it).
   • End saves the current case and not move on to another new one.
5. When you have completed your cases press End to save.
6. Click  to Spell check the literal response data
7. Data can be verified by being re-inputted, this is optional.

If there is a topic you would like a worksheet on, email to snapideas@snapsurveys.com

The post Entering data from paper surveys appeared first on SnapSurveys.

Step 1: Export response data in Excel format

1. Open the survey and click on the Data Entry button  to open the data entry window.
2. From the main toolbar select File | Export. This opens the Data Export window.

3. In Format, select Excel (CSV) for exporting the response data in a format for Excel.
4. In the Destination section, select File showing the response data will be exported to a file. A temporary file name is generated that can be changed, if required. Alternatively, click Browse to select an existing file.
5. In the Export section, you can enter Filter that specifies the response cases to export, and Content to export specific questions in the response cases. If you want to export all questions and responses leave Filter and Content blank.
6. In the Export Options section, select Expand Multiples when you want to expand multiple choice questions into individual columns – that is one column per answer rather than one column per question. Select Code Labels to export the codes as labels rather than numerical values. Select Label Row if you want to export the question text as a second header row in the CSV.
7. Click OK. A message showing the number of cases exported to the file is displayed. Click Done to close the window.

Step 2: View response data in Excel

1. Open Excel.
2. Browse to locate your saved file. Set the file type to All Files to show files with extensions other than XLS (Excel files).
3. Open up the file and view the data.

If there is a topic you would like a worksheet on, email to snapideas@snapsurveys.com

The post Exporting data from Snap XMP Desktop to Excel appeared first on SnapSurveys.

Deleting a survey in Snap XMP Online

1. After logging into Snap XMP Online, the first page shown is Your work.
2. Select the survey you want to delete. Deleting an online surveys in Snap XMP Online also deletes the survey in Snap XMP Desktop due to the synchronization between the products in Snap XMP.

3. There are four states of a survey. This is shown on the Summary tab for the survey.
   • Not started where the survey has not yet been published
   • Interviewing in progress/Started where the survey has been published and interviewing has started
   • Paused where the survey has been published, interviewing has started and is now paused
   • Closed/Stopped where the survey has been published, interviewing has taken place and is now closed.
4. Check the state of the survey on the Summary tab. If the status is Interviewing in progress or Paused then you should stop interviewing prior to deleting the survey.
   • Click the Collect link in the Summary tab.
   • In the Collect tab, click Stop Interviewing.
   • Click OK to confirm that you want to stop interviewing
5. Click Summary in the Snap XMP Online toolbar to return to Your work and display the summary page of the selected survey.

6. Click on the survey action menu and select Delete survey. This displays a confirmation dialog.

7. Click Delete to delete the survey from Snap XMP Online. Deleting an online surveys in Snap XMP Online also deletes the survey in Snap XMP Desktop due to the synchronization between the products in Snap XMP.

Deleting a survey in Snap XMP Desktop

1. On the Snap toolbar, click Survey Overview to display the Survey Overview window.
2. Select the survey you wish to delete. Deleting an online surveys in Snap XMP Online also deletes the survey in Snap XMP Desktop due to the synchronization between the products in Snap XMP.
3. On the Survey Overview toolbar, click Delete survey to delete the survey and/or the data. When deleting a survey, you can:
   • delete all variables, reports and weights (.mdf file)
   • delete the survey data, if available (.rdf file)
   • delete the temporary back up files (.mdo/.rdo file)
4. Select the components of the survey that you wish to delete and click Delete.

5. Click Yes to confirm your selection on the warning message.

6. Once the deletion is successful, you should also delete any archives of the survey.

If there is a topic you would like a tutorial on, please email snapideas@snapsurveys.com.

The post Deleting a survey in Snap XMP appeared first on SnapSurveys.

• the participants’ submitted response data
• the participant details used for the email invitations and survey login information

Removing submitted responses held within the survey

Removing in Snap XMP Desktop

1. In Snap XMP Desktop, open the Survey Overview window .
2. Select the online or offline survey that you need to amend, and open by pressing Enter. If it is an offline survey that is not displayed, use Browse to find the folder containing it.

3. For an online survey, the responses synchronize when the survey is opened. If required, you can synchronize your survey responses by clicking Synchronize Responses on the main Snap Toolbar.
4. Open the Data Entry window .
5. Find the responses associated with the participant. Use Filter Cases to help you find any responses from the participant.

6. Use the delete icon to clear the response data for that case (the record will show as a deleted case).
7. For offline surveys you may have archive files; you can update them by overwriting the archived data. In the Survey Overview window, select the survey and click Archive Survey .

.

8. A generated file name with the .adf extension is defaulted. If required, change the location and file name to match the archived file you wish to overwrite, by clicking Browse.
9. Check the Include Raw Data box to include the case data in your archive.
10. Click OK to archive the survey. If the survey has previously been archived to that location, you will be asked if you want to overwrite the existing file. Click Yes.
11. A confirmation message is displayed when the archived is completed. Click OK.

Note: To fully remove the participant’s data, all previously created archive files, cloned surveys, or other copies of the survey data that specifically identify the individual also need to be removed. This includes re-running any reports containing information that can identify the individual participant.

Removing in Snap XMP Online

You can also permanently remove the data responses stored for an individual participant in Snap XMP Online.

1. In Snap XMP Online, select the survey that is linked to the participants’ file.
2. In the Summary tab, click the Collect link.
3. Click the Responses option in the side menu panel
4. Click Find and erase.
5. In the adjacent box type the filter condition that identifies the participant then click on the Find matching responses button.

6. The filtered data to be removed will appear in a list below. Click on the Erase button to permanently remove the data.

Removing a participant’s details from the mailing and logins list

In a survey that uses a list of participants to provide email invitations and/or logins, you may need to update the participants’ information. The participants’ details for a survey are initially uploaded from a database or file in Snap XMP Desktop or Snap XMP Online. The details should be first updated in the source database or file. The following instructions show how to upload to Snap XMP Desktop or Snap XMP Online again.

Removing in Snap XMP Desktop

1. Open your database of participants and remove the relevant participant(s).
2. In Snap XMP Desktop, open the survey that is linked to the database of participants.
3. Choose File | Database links, select the relevant database link and click Run.

4. In the Run Database Link dialog, select Replace all participants in the Participants and Seeding list. This replaces the existing participants with the updated list, removing any participants that were removed from the database.

5. Click OK to update the participants’ email invitation and login information.

Removing in Snap XMP Online

1. Open your Excel, CSV or TSV file and make the relevant amendments.
2. In Snap XMP Online, select the survey that is linked to the participants’ file.
3. In the Summary tab, click the Collect link.

4. Select Participants in the side menu and then select the Participant list. This shows a list of all the participants for the survey.

5. Click Upload Participants, select the updated participant file and click Next.
6. There are three options. Select Replace all participants. This replaces the existing participants with the updated list, removing any participants that were removed from the list.

7. Click Next to proceed through the Upload Participants wizard. Click Upload to update the participants’ email invitation and login information.

You can also locate and select the participant in the Participant list then click Delete to remove the individual participant. If you choose this method, you must remember to update the Excel, CSV or TSV file containing your participants as well.

If there is a topic you would like a worksheet on, email to snapideas@snapsurveys.com

The post Removing an individual’s information held in Snap XMP appeared first on SnapSurveys.

• the participants’ submitted response data
• the participant details used for the email invitations and survey login information

Amending submitted responses held within the survey

Amending the response data is done in Snap XMP Desktop. The following steps outline the process.

1. In Snap XMP Desktop, open the Survey Overview window .
2. Select the online or offline survey that you need to amend, and open by pressing Enter. If it is an offline survey that is not displayed, use Browse to find the folder containing it.

3. For an online survey, the responses synchronize when the survey is opened. If required, you can synchronize your survey responses by clicking Synchronize Responses on the main Snap Toolbar.
4. Open the Data Entry window .
5. Find the responses and amend the data as necessary. Use Filter Cases to help you find any responses from the participant.

6. Save the changes .
7. For offline surveys you may have archive files; you can update them by overwriting the archived data. In the Survey Overview window, select the survey and click Archive Survey .

8. A generated file name with the .adf extension is defaulted. If required, change the location and file name to match the archived file you wish to overwrite, by clicking Browse.
9. Check the Include Raw Data box to include the case data in your archive.
10. Click OK to archive the survey. If the survey has previously been archived to that location, you will be asked if you want to overwrite the existing file. Click Yes.
11. A confirmation message is displayed when the archived is completed. Click OK.

Note: To fully amend the data, all previously created archive files, cloned surveys, or other copies of the survey data that specifically identify the individual also need to be amended. This includes re-running any reports containing information that can identify the individual participant.

Amending a participant’s details from the mailing and logins list

In a survey that uses a list of participants to provide email invitations and/or logins, you may need to update the participants’ information. The participants’ details for a survey are initially uploaded from a database or file in Snap XMP Desktop or Snap XMP Online. The details should be first updated in the source database or file. The following instructions show how to upload to Snap XMP Desktop or Snap XMP Online again.

Amending in Snap XMP Desktop

1. Open your database of participants and make the relevant amendments. (If you have uploaded multiple database files to your survey already, you can create a new database with just the necessary participants’ details, clone the existing database link and select the new file.)
2. In Snap XMP Desktop, open the survey that is linked to the database of participants.
3. Choose File | Database links, select the relevant database link and click Run.

4. In the Run Database Link dialog, select Update Participants in the Participants and Seeding list.

5. Click OK to update the participants’ email invitation and login information.

Amending in Snap XMP Online

1. Open your Excel, CSV or TSV file and make the relevant amendments.
2. In Snap XMP Online, select the survey that is linked to the participants’ file.
3. In the Summary tab, click the Collect link.

4. Select Participants in the side menu and then select the Participant list. This shows a list of all the participants for the survey.

5. Click Upload Participants, select the updated participant file and click Next.
6. There are three options. Select Update Participants to update with the changes made to the participant file.

7. Click Next to proceed through the Upload Participants wizard. Click Upload to update the participants’ email invitation and login information.

If there is a topic you would like a worksheet on, email to snapideas@snapsurveys.com

The post Amending an individual’s information held in Snap XMP appeared first on SnapSurveys.

Snap the Snap XMP Desktop file structure to ensureDesktop can be used to find the relevant responses to the survey and then export them so they can be made available to the participant. In order to identify an individual’s survey responses, there must be some personal information that can be used to link them to their responses. This could be a login id, case number or personal information such as a name or address. If the survey allows multiple responses, there may be more than one response.

This tutorial shows you how to find the data responses and then export them using Snap the Snap XMP Desktop file structure to ensureDesktop.

Finding the responses

1. In the Survey Overview window, open the survey. This may be an online or offline survey.
2. Click Data Entry on the main toolbar.
3. In the Data Entry window, click Filter Cases .
4. In the Data Entry Filter dialog, enter the Filter.
   • If the survey requires a login you can identify the participant by entering ID.name = login id, for example ID.name = “1001”
   • If you know the case number you can identify the participant by entering case=case number, for example case = 1
   • If there is a question that contains personal information such as surname enter question = surname, for example Q3 = “Smith”. Note: the search is case sensitive.
5. This example will use the case number to identify the participant.

6. Click OK.
7. The Data Entry window shows only the cases that match the filter. If no cases are found, the message No cases match the filter expression is shown.
8. Check the data cases contain the correct data for exporting. The filter entered is automatically used in the Data Export window described in Step 2.

Exporting the responses

1. In the Data Entry window, click the File | Export menu.
2. Select the Format for the type of export required. In this example, the Excel format is used.
3. If required, select File. A default file name is entered automatically. This can be changed by clicking Browse to select the file location.
4. The Filter automatically contains the filter entered in the Data Entry Filter dialog.

.

5. In Export Options, clear the Responses Only checkbox. This exports both raw response data and any derived variables.
6. Click OK. A message is shown with the number of cases in the export file. Click Done to close the message.
7. Check the export file to make sure that it contains the correct data responses.

If there is a topic you would like a worksheet on, email to snapideas@snapsurveys.com.

The post Exporting an individual’s survey responses appeared first on SnapSurveys.

Archive the survey

1. In the Survey Overview window, select the survey that you want to anonymise.
2. If it is an online survey, click Clone survey . Select to clone as an offline survey and select Also include raw data to include the data responses.
3. Select the offline survey and click Archive Survey .

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4. A generated file name with the .adf extension is defaulted. If required, change the location and file name to match the archived file you wish to overwrite, by clicking Browse.
5. Check the Include Raw Data box to include the case data in your archive.
6. Click OK to archive the survey. If the survey has previously been archived to that location, you will be asked if you want to overwrite the existing file. Click Yes.
7. A confirmation message is displayed when the archived is completed. Click OK.

Apply bulk changes

1. In the Survey Overview window, open the survey.
2. Open the Data Entry window .
3. Click Bulk Changes on the Data Entry window toolbar to display the Bulk Changes dialog.

1. Filter is used to select the data responses to be changed or to exclude the ones that you do not want to change. Setting Filter to “Q8 OK” finds all valid responses to Q8.
2. Variable is used to specify the variable that you want to change.
3. Set the Change type to Clear response to clear the response data for the selected Variable.

4. Click OK to make the bulk changes to the data. A message with the number of cases changed is displayed.
5. Repeat from Step 3 to apply Bulk changes to all the variables containing data you wish to remove.

Check the data

1. In the Survey Overview window, open the survey.
2. Open the Data Entry window .
3. Scroll through the cases and check the data has been removed.

4. Alternatively, you can also use the analyses or reports.

You should now have a file with the personal data removed.

Delete the backup

Locate the archived survey file you created in Step 1 above, archived files have the .adf file extension and delete it.

If you created a cloned survey as a backup for an online survey, this should be deleted.

Remember if you have made backups to your own systems they will also need to be deleted.

You should make sure that you don’t have any other Snap XMP files on your system that may contain personal data.

If there is a topic you would like a tutorial on, email to snapideas@snapsurveys.com.

The post Anonymising data after carrying out your survey appeared first on SnapSurveys.