In Snap XMP, you can also insert an opt out link using Snap XMP Desktop.

When to include an opt-out

A requirement of using the Snap XMP subscription mailing system is to include an opt out link.

You should include an opt-out link in the majority of your email invitations and reminders. Many organisations, including, but not limited to, Gmail, Yahoo and Hotmail, stipulate that you need an opt-out or unsubscribe link in business mailings.

It is good practice to include an opt-out link. You can add the link in the email invitation or reminder using the Invitation editor. With this option, you can customise the appearance and wording of the link. You can also select to automatically include an opt-out link. This is only included if the email content does not contain an opt-out link, preventing multiple opt-out links in your email. When the email is sent the opt-out link is added to the footer of the email.

You may wish to exclude an opt-out link for in-house surveys or forms, where emails are only sent to participants that have emails belonging to your organisation’s domain, such as, an employee survey.

Participant upload requirements

These instructions assume that you have uploaded a list of participants who will receive an email invitation for this survey. If you are not familiar with setting up participants for email invitations, please see these worksheets:

Anonymisation in Surveys – Sending an email that doesn’t identify the participant
Anonymisation in Surveys – Sending an email that includes a unique participant identifier

Adding the Opt Out link

1. In the Collect tab of your survey, select the Participants side menu and then select Invitations.
2. Click Add invitation to create a new email invitation or click Edit to change an existing invitation.

3. In the email editor, place the cursor at the point where you would like the Opt Out link in your invitation.
4. Click Insert tag and select OptOut. This will insert a link with the text {OptOut}.This link will take the participants to a webpage when they opt out.

5. Select or click in this link text and click the hyperlink button to open the Insert hyperlink dialog. You can change the wording for Text and ToolTip.

6. Click Insert to update the link text.

When a participant clicks the Opt Out link in the email invitation they receive, this takes them to the Snap Surveys opt out web page. You can see which participants have opted out in Snap XMP Online. The participant will not receive any more emails for the survey.

Viewing the opt out information

In Snap XMP Online you can view all the participants who have opted out of the survey.

1. In the survey Summary tab, click the Collect link.
2. Once in the Collect tab, select Participants from the side menu and then select Participant list.
3. Click the filter icon on the Opted Out column and select Have opted-out.

4. Click Filter to show all the participants who have opted out.

Auto adding an opt-out link

In the survey invitation settings, there is the option to automatically add an opt-out link at the end of all email invitations where an opt-out has not been provided in the email body. This setting makes sure that you always provide an unsubscribe option for this survey. If you wish to customise the appearance of the opt-out link, you need to manually add the opt-out link in the email body.

1. In the survey Summary tab, click the Collect link.
2. In the Collect tab, select Participants from the side menu.
3. Click the Change Invitation Settings button to open the Invitation settings.
4. Select Automatically add opt-out to add an opt-out link at the end of the email invitation.

The opt-out link is only included if the email body does not contain an opt-out link, preventing multiple opt-out links in your email.

The opt out link will automatically be added to the footer of the email when the email is sent. You will not see it in the email invitation editor.

The post Creating an email invitation with an opt out link appeared first on SnapSurveys.

This worksheet describes how to insert an image into an HTML email invitation and then link it to a website. It assumes that you have already set up the survey and it is available in Snap XMP Online. If the image is already on the internet, you can insert a link to the image.

Step 1: Create an email invitation

The invitations are the templates used to create the emails inviting participants to complete the questionnaire. They can be viewed and edited in the Invitations section of the Participants menu. Invitations can only be created once the participant details have been uploaded.

1. In Snap XMP Online, open the questionnaire and navigate to the Collect section.
2. Select the Participants side menu. The Overview is selected by default.
3. Click on the Invitations menu item to view the invitations.

4. The Invitations are displayed in the overview area.
5. Click the Add Invitation button. This displays the Add invitation dialog where you can create your invitation or reminder. The image can be added to the email from this dialog.

Step 2: Inserting the image in the email

You can insert any image that is already on the Internet via its URL.

1. Create or find the graphic that you want to use in your email. Check that it is a suitable size and resolution for an email. The supported image formats are png, gif or jpg format.
2. When editing the email message in Snap XMP Online click in the email at the place where the graphic will go and then click the insert image button   on the toolbar. This opens the Insert image dialog.

3. Enter the URL of the image in the Web address box.
4. Enter the text that describes the image in the Alternate text field. This will be displayed if the image is not downloaded in the email.
5. Leave the Width and Height boxes blank.
6. Click Insert to insert your image.
7. Leave the Add invitation dialog open to insert the link.

Step 3: Adding a link to your image

You can create a link so that your participant can click on the image and easily go to a given website.

1. In the Add invitation dialog select the image that you wish to add the link to.
2. Click the link button  . This opens the Insert hyperlink dialog.

3. Enter the URL that you wish to link to as the address.
4. In Text, enter the text you would like to describe the hyperlink.
5. Enter the ToolTip text that will appear when the respondent hovers over the image.
6. Click Insert to create the hyperlink.
7. Click Save in the Add invitation dialog to save the email invitation. The new invitation is shown in the list of invitations.

Step 4: Test the email

Before you send the email invitations to your participants you can check the format of the invitations by using the test functionality.

1. Click the Test button.

2. This displays the Test invitation dialog. You will need to enter an email address that you have access to so that you can view the email and check that the format and seeding are correct.

3. Click Send test email. This will send a test email invitation to the test email address.
4. When the email arrives check that the format is as you expected. The email will substitute one of the participants in your list to test the invitation seeding is correct.

Further Information

• Uploading participants from a spreadsheet.
• Creating invitations using the email editor.

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

The post Adding a linked image to an email invitation appeared first on SnapSurveys.

This tutorial shows how to seed the username of a participant into a logged in/tracked survey, so you can send the URL to a participant outside of the mailing system built into Snap XMP Online.

Tracking participants using a URL

What you need

You will need a spreadsheet or database that contains the participant information. For participants to log in to your survey you need to upload a unique username for each participant. This can be their email address. You can also add additional fields, which are optional, that seed into the survey to personalise it.

Here is an example of an Excel spreadsheet with participant data.

This data file contains

• unique username used for participant logins
• two columns that contain seed data, Q1 First name and Q2 Training course. These are used to personalise the survey.

Uploading the participants

1. Once you have created your survey and it is on Snap XMP Online you can upload the database of participants. Open Snap XMP Online on your browser, click on the related survey and from the survey’s Summary click on the Collect link.

2. Select the Participants side menu to view the participants and invitations. The Overview is selected by default.
3. Click on the Participant list menu item to view the participants.

4. Click on Upload Participants to open the Upload Participants Wizard.
5. The wizard guides you through the process of uploading the participants to your survey. You can find further information about using the wizard at Uploading participants from a spreadsheet.

Creating the URL to send to the participants

1. Once you have uploaded your participant list then you need to export the list to a CSV file. This generates a unique identifier for each participant, also referred to as a GUID. Now you have uploaded the participants there is now the option to Export. Click on Export and then select Export to CSV.

2. When you open the CSV file you will see it has generated the Participant ID number, this is the number you need to use at the end of your survey link relating to each participant.

3. The link is made up of the Interview URL for the published survey following by “?PID=” then the Participant ID. This example uses the Participant ID for lesley and the link for this participant will look something like below:

https://online1.snapsurveys.com/s/9raksp?PID=8e4576f8-9e5c-43f2-b8ac-0c7eb1dd045e

Reserved keywords

There are two reserved keywords in Snap XMP, which means they cannot be used as variable names:

• pID (used for participant ID)
• rID (used for response ID)

The reserved keywords are not case sensitive. If someone were to create a survey and have these as named variables then manual seeding of the url will not work because Snap XMP Online is already using them.

The post Seeding the login details via the URL for a tracked survey 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.

• running anonymous surveys with no personal data submitted to Snap XMP Online
• running surveys that identify if a participant has responded but not linking them to their response
• removing identifiers from the data after collection so that further processing is on anonymised data only

If you want your survey to remain anonymous:

• Don’t ask participants for personally identifiable data including email address, name, postal address and phone numbers.
• Don’t add a database of participants to your survey in Snap XMP Desktop or Snap XMP Online.

To deploy your survey you can:

• Put the link and/or QR code for the survey in places where your participants will have access to it, for example your website, intranet or on posters
• Print a paper version and leave it in relevant places

Finding the link and QR code for the survey

1. Log in to Snap XMP Online and the first page shown is a summary of Your Work.
2. Click on your survey to show the Summary then click the Collect link.

3. You will need to publish the survey, if it is not already published. Click the Publish current version button to publish your survey then click OK to confirm.

4. When you have published your survey the Overview shows the Interview URL and QR code

If you want to deploy a survey where you contact a participant in your database you have three options:

• Circulate the link to your survey using your own email system – in this case, no personal data is uploaded to Snap XMP Online
• Follow our worksheet Anonymisation in Surveys – Sending an email that doesn’t identify the participant
• Follow our worksheet Anonymisation in Surveys – Sending an email that includes a unique participant identifier

Finally, if you want to anonymise your survey after carrying it out, you can remove personal data from the data file. For further information please see Anonymising data after carrying out your survey .

When you use Snap XMP Online to collect survey responses, it will not collect the participant’s IP address in conjunction with the survey response. As explained in our Privacy Policy (https://www.snapsurveys.com/survey-software/privacy-policy-uk/ ) Snap Surveys separately records participant IP addresses and other technical information in its backend logs, which it deletes after no longer than 6 months. This technical information is not linked to survey response data and is not shared with customers.

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

The post Making surveys anonymous appeared first on SnapSurveys.

Finding the participant

1. Login to Snap XMP Online and the home page shows Your Work.
2. In Your Work, navigate to your survey.
3. In the survey Summary tab, click the Collect link.
4. Once in the Collect tab, select Participants from the side menu and then select Participant list.
5. Use the filter to search for the participant by Email address or Login.

Changing the Enabled and Send invites status

1. To change the Enabled and Send invites status, click Edit.

2. In the Edit participant dialog, clear the Enabled and Send invitations checkboxes. Click Save to save your settings

3. A disabled status for Enabled indicates that the participant cannot access the survey. A disabled status for Send Invites indicates that the participant will no longer receive email invitations or reminders. A participant can be given access to the survey and have email invitations and reminders reinstated at any time by repeating the process with Enabled and Send invites selected instead.

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

The post Stopping a participant from accessing the survey appeared first on SnapSurveys.

This can be applied

• permanently, for example where a participant has objected to receiving further emails
• temporarily, for example where a participant wishes to restrict the processing of their personal data, until such a restriction is lifted

Find the participant

1. Login to Snap XMP Online and the home page shows Your Work.
2. In Your Work, navigate to your survey.
3. In the survey Summary tab, click the Collect link.
4. Once in the Collect tab, select Participants from the side menu and then select Participant list.
5. Use the filter to search for the participant by Login or Email address.

Change the Send invites status

1. To change the Send invites status, click Edit.

2. In the Edit participant dialog, clear the Send invitations checkbox and click Save to save your settings

3. A disabled status for Send Invites indicates that the participant will no longer receive email invitations or reminders. However, the participant will still be able to access the survey. To prevent a participant from accessing the survey, please see [link to ‘Stop a participant from accessing the survey’ worksheet’]. A participant can have email invitations and reminders reinstated at any time by repeating the steps, selecting the Send invites checkbox instead.

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

The post Preventing further survey invitations appeared first on SnapSurveys.

You may need participants to log in to ensure that they only complete a questionnaire once, or to enable Snap XMP Online to keep track of the responses. To set up a login page, you must have a known list of participants and they must each have a unique ID that they use to log in. In Snap XMP Online, you must set this up in the participants file.

To make life simple for participants and help to increase your response rate, the email invitations can contain a link to the survey that, when clicked, automatically logs the participant into the survey.

Tracking the participant using a unique identifier in Snap XMP Online

What you need

• A unique email address for each participant. You can also add additional fields to personalise your email invite or to provide login details.

Uploading the participants

1. Open your survey in Snap XMP Online and from the survey’s Summary click on the Collect link.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview is selected by default.
3. Click on the Participant list menu item to view the participants.

4. Click on Upload Participants to open the Upload Participants Wizard.

5. On the first page, click Select file to add the file with the participants’ data. The accepted formats are CSV and XLSX. Click Next.

6. Select the survey options for sending email invitations and using logins.
   • Select Send email invites/reminders to be able to send email invitations and reminders.
   • In Email address field, select the spreadsheet column that contains the email address for the participants. This field is mandatory and Snap XMP Online attempts to match the most likely column.
   • Select Seed data into invites/reminders if you wish to seed participant data into the invitations and reminders.
   • Select Allow Snap Online to track your participants for questionnaire seeding. This allows you to track your participant when they have responded.
   • In the Login field, select the spreadsheet column that contains the login for the participants. This field is mandatory and Snap XMP Online attempts to match the most likely column.

7. Click Next. The overview summarizes the chosen settings for you to review.
8. Click Upload to upload the participants to the survey. The results are displayed when the upload is complete. Click Finish to close the wizard.

Creating the email invitation

1. Click on the Invitations menu item to view the email invitations and reminders.
2. Click Add Invitation to create an email invitation in the Email Editor.

3. Add a heading in Subject.
4. Type the email message in the message area.
   • Click Insert tag to add a SurveyLinkAuto link. This provides a link for the participant to access the survey and must be included in the email message.
   • You should also include a link enabling your participants to opt out of the survey. Click Insert tag and select the OptOut link.
   • The link text can be customised by clicking Insert hyperlink .
5. The list of participants can be managed in Snap XMP Online.

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

The post Anonymisation in Surveys – Sending an email that includes a unique participant identifier appeared first on SnapSurveys.

Sending an anonymous survey invitation

What you need

• A unique email address for each participant.

Uploading the participants

1. Open your survey in Snap XMP Online and from the survey’s Summary click on the Collect link.
2. Select the Participants side menu to view the participants and invitations. The Participants Overview shows by default.
3. Click on the Participant list menu item to view the participants.

4. Click on Upload Participants to open the Upload Participants Wizard.

5. On the first page, click Select file to add the file with the participants’ data. The accepted formats are CSV and XLSX. Click Next.

6. Select the survey options for sending email invitations.
   • Select Send email invites/reminders to be able to send email invitations and reminders.
   • In Email address field, select the spreadsheet column that contains the email address for the participants. This field is mandatory and Snap XMP Online attempts to match the most likely column.
   • Do not select Seed data into invites/reminders as the seeded data could identify the participant.

7. Click Next. The overview summarizes the chosen settings for you to review.
8. Click Upload to upload the participants to the survey. The results are displayed when the upload is complete. Click Finish to close the wizard.

Creating the email invitation

1. Click on the Invitations menu item to view the email invitations and reminders.
2. Click Add Invitation to create an email invitation in the Email Editor.

3. Add a heading in Subject.
4. Type the email message in the message area.
5. Click Insert tag to add a SurveyLink link. You need to include this link in the email message. This provides a link for the participant to access the survey.
6. You should also include a link enabling your participants to opt out of the survey. Click Insert tag and select the OptOut link.
7. The link text can be customised by clicking Insert hyperlink .
8. Click Save to save the email.
9. You can manage the list of participants in Snap XMP Online.

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

The post Anonymisation in Surveys – Sending an email that doesn’t identify the participant appeared first on SnapSurveys.