SURVEYMONKEY USER MANUAL

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1 SURVEYMONKEY USER MANUAL 5/14/2008 User Guide for Managing Accounts, Creating, Distributing, & Analyzing Surveys within SurveyMonkey. Copyright SurveyMonkey.com. All Rights Reserved. No portion of this guide may be copied without the express written consent of SurveyMonkey.com.

2 Table of Contents & Summary I. Getting Started.... pg Creating accounts and upgrading pg Pricing and payment options pg Features of Basic and Professional accounts pg. 4 II. Survey Design. pg. 7 A. A new survey pg Where to begin pg How to add questions and pages pg Types of questions available and Features pg. 8 a) Types of questions pg. 8 b) Features pg. 9 i. Adding a comment field ii. Required to answer iii. Text validation iv. Change of question size and placement 7. Copying a survey pg Editing the survey theme pg Survey Options pg. 16 i. Page and question numbering ii. Add logo to survey iii. Progress bar settings iv. Survey page/titles v. Navigation button 10. Skip Logic pg. 19 B. Edit an existing survey pg Copy or move a page/question pg Add a page or insert a page break pg Delete a page/questions pg Restore deleted questions pg Edit a question with responses collected pg. 25 C. Print a survey or responses pg. 27 III. Collecting Responses pg. 29 A. Collectors. pg. 29 B. Collector Settings and Restrictions pg. 32 i. Collector Settings Page 1

3 ii. Collector Restrictions C. Sending out the link. pg Send through own client pg Adding manual entries pg Post on your website pg Post a pop up invitation pg Send through SurveyMonkey pg. 48 i. Upload s to a list ii. Compose a message iii. Send a reminder iv. Add new invitees to list and send message v. Send a 2 nd message to the same survey or using custom criteria vi. Track the s by status responses, no response, opt outs vii. Export s from the collector including opt out & bounced s viii. Edit addresses in an existing list IV. Analyzing & Exporting Data. pg Browse respondents to edit or delete pg Response Type pg Creating filters pg. 71 i. Filter by response pg. 71 ii. Filter by properties or collectors pg. 73 iii. Managing multiple or saved filters pg Exporting pg Sharing Survey Responses pg Custom Reports & Sharing Data pg 79 V. My Account... pg Share an account pg Change s on account pg Change time zone on account pg Change the account subscription or credit card pg Transfer a survey to another account pg Creating folders and moving surveys pg The Address Book pg Tracking the identity of respondents pg SSL encryption pg Cancel an account pg Security pg Troubleshooting pg. 93 VI. Conclusion... pg. 94 Page 2

4 I. GETTING STARTED Welcome to SurveyMonkey! This user s manual will guide you through all areas of using the online survey tool. It takes you from start to finish covering topics such as creating and upgrading accounts, designing surveys, collecting responses, analyzing data, and managing accounts. In addition, the manual also links you directly to sections of our FAQs and Tutorials. Simply click on the hyperlinks (indicated in blue underlines) and go directly to our Help Center topics for additional information. 1. Creating Accounts and Upgrading If you are ready to begin using the online survey tool, first you must create an account. We don t offer what many consider a license since you are not purchasing software. You also do not need to download any software to use the tool. Everything is accomplished by logging into your registered account! What we do offer are Basic or Professional subscriptions. SurveyMonkey is an online survey tool where users can create accounts, design surveys, distribute them to an audience, and collect/analyze the responses. All of this is done within your account, and all surveys and data are hosted on our site and servers. To begin using SurveyMonkey, you can activate your account by clicking on the Join Now for Free icon located on the homepage: This creates a Basic or free status account. If you would like to upgrade from the Basic to the Professional subscription, click on the Upgrade button located on the "Welcome Back" section of our homepage or on the top portion of any page in the account. As a Professional subscriber, you will have access to the premium features. 2. Pricing and Payment Options A Professional subscription is $19.95/month, $59.85/quarter, or $200/year. The Monthly & Quarterly Professional Subscriptions include up to 1000 survey responses per month. If you exceed 1000 survey responses in any given 30 day billing cycle, there is an additional charge of USD$0.05 per survey response. Page 3

5 The Yearly Professional Subscription plan offers unlimited responses on all surveys in your account at no additional cost. You can upgrade your account to yearly at any time. Click here for instructions on upgrading to unlimited responses. You can immediately activate any subscription plan with a business or personal credit card. We accept Visa, MasterCard, American Express, and Discover. We also do accept purchase orders and check/invoice payments for quarterly and annual subscriptions only. However, we do require payment before activating the account. 1. You can complete the registration process by clicking on the "Join Now/Upgrade" button on our homepage. 2. Select Pay by Check and choose either a quarterly or annual plan. 3. Once you complete the upgrade process, you will be ed an invoice for payment. The invoice will include our mailing and payment information. SSL Encryption: If you are concerned about extra security, we do offer SSL encryption for the survey link, survey pages, and exports during transmission. A site or survey with SSL encryption will show the 's' in the 'http' URL address. It will appear as This is commonly used for online banking sites or sites that transmit secured information. In order to stay in compliance with HIPPA regulations, we recommend that SSL encryption be purchased for your account. The cost is an additional $9.95 per month or $100 with the yearly subscription. You can choose to add SSL encryption to the account during the upgrade process. If you need to add the encryption after you have upgraded the account, you can send that request into our support center. We can add it onto the account for you. 3. Features of Basic and Professional Accounts a. Basic Account The Basic subscription is completely free, and it allows you to create as many surveys as you would like! You are never forced to upgrade the account, and we do Page 4

6 not delete your surveys or data collected if you do not upgrade by a certain time. You can keep a Basic account for as long as you would like. You do have the ability to share one login and password for multi-user access. Simply have the person you are sharing the account with use the login and password to log in on our homepage. We do not assign multiple logins and passwords on individual accounts. Please keep in mind that you are also sharing full administrative privileges to your account with other users. We do not provide the ability to have different access levels to the account. The following are the features of a Basic subscription: Up to 10 questions per survey 100 responses per survey 15 types of questions Collect responses via weblink Collect responses via View live results as they are recorded Supports any language, including Unicode Survey completion progress bar Automatic numbering for pages/questions 15 pre-built survey themes Limit of 3 Collectors per survey b. Professional Account Professional subscribers have access to a wealth of advanced features. In addition to the Basic features of SurveyMonkey, Professional subscribers have unlimited access to all of the features described below: No Limits - You can create surveys with an unlimited number of questions, spanning an unlimited number of pages. Unlike other services, you are not charged extra for long surveys. Create Skip Logic (Conditional Logic) - You can customize the path a respondent takes through your survey by adding skip logic. This eliminates unnecessary confusion by skipping non-applicable questions. It is a proven way to reduce "drop-outs" and overall frustration. Page 5

7 Require Answers - This feature makes sure that you receive a response to essential questions. You can specify on a question by question basis which questions require an answer. This helps to improve the quality of your data. Randomize Answer Choices - The ordering of choices within a question can introduce an unintended bias. Randomizing answer choices works to eliminate this "order bias." Add a Logo - Branding your survey gives your survey a professional feel. You can use any logo up to 50K in size at the top of every page in your survey. Create Custom Themes - Every element of your survey can be customized: fonts, sizes, and colors. After creating your own custom theme, you can apply it to all your future surveys. Generate Popup Invitations - To increase response rates, you can create a custom popup invitation for your own website. Simply cut and paste the code into any webpage to start generating invitations. To minimize annoyance to your visitors, invitations will only popup once. Custom Redirect - Once your survey is complete, respondents will be redirected to the page of your choice. By default, completed surveys are redirected to the SurveyMonkey homepage. Filter Results - A powerful feature that helps you find patterns in your results. Ask questions such as: "Show me only those respondents who answered choice x in question y." Any question in your survey (even open-ended) can be filtered. The entire results section will reflect your filter choices. Share Results - Let others view your results without giving them access to your account. You can control which results are visible, and how the results may be used. Download Results - All the data can be downloaded to your local computer for further analysis. Take your summary results into Excel to create graphs. Save the detail results to your hard drive for safekeeping. You are in complete control. Create PDF - You have the ability create a printable PDF version of your survey. You can also print off a PDF version of the survey results. Custom Reports - You can now create custom reports to include only the questions in which you're interested. Export them or share them with others for easier data management and/or analysis. Page 6

8 II. SURVEY DESIGN A. New Survey 4. Where to Begin? When you are ready to begin creating a survey, you will click on the Create Survey tab located on the page header of the SurveyMonkey account. From here you will choose if you want to create a survey from scratch, from a survey template, or from an existing survey in the account. Name the survey and you are ready to go! For additional information in creating surveys, click here to view the online Tutorials! After naming the survey, the Edit Survey page immediately opens. From here you will click on the Add Question Here button to insert your first question. If you want to add pages to your survey, simply click the Add Page Here button where you want to insert the page. 5. How to Add Questions and Pages Once you begin designing your survey and every time you add or create a new question, a window will open up within the survey designer. (The actual survey design page will be tinted out behind the window as indicated in the picture on the next page.) Page 7

9 From here you will: Choose your question type from the dropdown menu. Type the question into the provided textbox. Type the answer choices into the provided textbox (each must be on its own line). Choose to add any of the additional features (e.g. randomize choices, set to required answer, etc). Click the Save Changes button when you are finished. Please note: Any time you exit that survey editor to navigate through the account and when you need to re-enter back into the Design or Survey Edit mode, you will click on the Design icon located to the right of the survey title on the My Surveys page: Design Icon 6. Types of Questions Available and Features: a. Question Types To add a question to your survey, a dropdown menu is presented after clicking the Add Question button. From here you can choose which type you want to add. You can also view the question examples on our homepage under the types of questions link. This will give you an idea of what types of questions you can add to your survey. Plus it shows you examples of how they are used. If you need additional information on survey design, please refer to the Smart Survey Design guide also located in the Help Center of your account. This guide provides tips on designing effective surveys. Page 8

10 b. Features When adding questions to the survey, you have the ability to add individual features to those questions. Both Professional and Basic accounts provide access to these, and they allow you greater control of the survey responses. The additional features available are: Adding a comment field Required to answer option Text validation Change of question size and placement i. Adding a comment field You can add comment boxes to the Multiple Choice and to the Matrix/Rating questions. When adding this feature, if you do not want the comment box as an answer choice but do want the comment box to appear within the question, then please leave that option unmarked (see the red arrow in the image on this page). - Multiple Choice Types: When creating the Multiple Choice type questions (One Answer or Multiple Answers), you can choose to include a comment field as an answer choice or to keep it as a separate comment field. In the question design you can: Modify the Field Label. Configure the Comment Box Size. Here you can change the size of the comment box based on a characters wide parameter. Set up the Text Validation by the following criteria: text of a specific length, whole number, decimal number, date format (UK/US), or address. Customize the error message if a respondent fails to answer the comment box. Page 9

11 - Matrix/Rating Types: When creating a matrix or rating question, you will see the option to Add Comment Field. From here you can change the following: Modify the Field Label. Configure the Comment Box Size. Here you can change the size of the comment box based on a characters wide parameter. Set up the Text Validation by the following criteria: text of a specific length, whole number, decimal number, date format (UK/US), or address. Customize the error message if a respondent fails to answer the comment box. ii. Require to Answer As a Professional or Basic subscriber, you can set the Require Answer to Question feature on a question. After choosing the question type to add and then entering the text and answer choices, scroll down to the Require Answer to Question option. Place a tick mark next to the option. You can then customize the "failure to answer" message in the provided section. Now your respondents will know what they failed to answer correctly and on which question. Click the Save Changes button when you are finished. An asterisk will appear next to the questions with the required answer feature activated on it. Page 10

12 Additional Information: There is a feature that allows multiple choice questions to limit "how many" choices a respondent can answer when setting up the Required Answer feature. When you create a Multiple Choice, Matrix/Rating, or Open-Ended (Multiple Answers Allowed) type question, then set the Require Answer to Question to where the respondent must answer according to either of the following options: All At least At most Exactly Next set the amount of choices you want to allow. You will need to edit the error message if you apply a limit to your answer choices so the error message corresponds to how you have set up the feature. For example: If you have a list of 10 items and you restrict it to "exactly" "3" answer choices can be selected, then we would recommend setting the error message to something like: "You have picked more than the allotted answer choice limit. Please restrict your response to 3 choices." iii. Text Validation When creating Open Ended questions with input boxes you can validate how the responses are to be entered by the respondents (e.g. whole numbers, decimal numbers, date format, etc). Page 11

13 You will see the Text Validation located under the question while you are in the design mode. When you click on the dropdown menu, the following validation parameters are available: don't validate comment text must be a specific length must be a whole number must be a decimal number must be a date must be an address iv. Change Question Size and Placement You can edit the size and placement of questions. When you click on the Edit button associated with a question in the Design mode, you will notice the Question Type & Format option on the Question Editor page. Click on the Change Question Size & Placement option. Depending on the type of question, you can set a percent or fixed/pixel question width, column width, or comment/input box size. You also have the ability to edit the size of the comment or input boxes for the Open Ended question types or for a comment box. When you click on the Edit button associated with a question, you will notice the Question Type & Format option on Page 12

14 the Question Editor page. Click on the Change Question Size & Placement option located under that question type. With the Comment Box or Essay Box type of question, you can create a text box based on the number of lines and the number of characters wide (e.g. 5 lines/20 characters wide or 10 lines/70 characters wide). With the Single Line Input Box you can set the input box according to character widths (e.g. 30 characters up to 100 characters). 7. Copy a Survey The ability to create a copy of any survey in your account is available to all subscribers. This is done under the Create Survey tab. Please note: If the survey has any responses, the responses will not be copied. In addition, only the survey design itself will be copied. No collectors or their settings will be copied from the original survey. You will need to create new collectors and set up the settings and restrictions for any new or copied survey. In order to copy an existing survey, please do the following: Step 1: Click on the Create Survey tab. Step 2: Choose the Copy from Existing Survey option. Here you will select the name of the survey to copy in the provided dropdown menu. Click the Create Survey button when you are finished naming it. Page 13

15 8. Editing a Theme As a Professional subscriber, the tool does allow for more editing capabilities in the survey themes. You can either choose to edit an existing theme or add a new theme by editing a current theme template. While designing your survey, you will see those options in the Edit Survey mode. If you want to brand the survey to fit your organization's needs, you can do the following: The color picker allows you to enter in your own hex code for more specialized colors. You can add elements like Bold, Underline, or Italics to the text in the title, page titles & descriptions, question headings & choices, exit link, and error text message. [Click here for more information in using HTML in the survey design itself.] The progress bar can be customized. Your own logo can be added to the survey design. This is located under the Survey Design > Add Logo to Survey option. Browse to upload the logo image from your computer into the survey design. You can edit or create a new theme for a survey the following way: Step 1: Click the Design icon next to the survey title to access the Edit Survey mode. Step 2: Click on the New or Edit Theme button. Step 3: Any of the preformatted themes can be edited with the Professional subscription. On the Design page click the New button next to the theme dropdown Page 14

16 menu. This will take you to the Theme Editor. From here you may customize the fonts, colors, and sizes of many elements of your survey and rename the customized theme. You can access different elements of a theme by selecting certain properties from the menu. Edit these properties to customize a new theme or brand the survey design to your company. Click the Save Changes button when you are finished: Survey Font & Background Survey Title Page Title Page Description Question Heading Question Choices/Rows Progress Bar Exit Link Required Asterisk Error Text Page 15

17 9. Survey Options The survey options are located within the Design section of the survey. These options allow you to place more items on the survey like page numbers, logo, progress bar, etc. The following are available under the Survey Options: Page and question numbering Add logo to survey Progress bar settings Survey page/titles Navigation button i. Page & Question Numbering You can edit the page and question numbering of your survey. You will be able to choose between the following options: Page numbering Question numbering Or both options If you choose the page numbering, you have the option of numbering each page of questions separately or numbering the questions sequentially over the entire survey. Please note: If you want your own numbering system, then you will uncheck the 'Use Question Numbering' under this section. From here you will manually type in the question number preceding the text for the question in the question text box set up. To edit the page and/or question numbering, please follow these three steps: Step 1: Click on the Design icon next to the survey title on the My Surveys page. Step 2: Click on the Survey Options. Step 3: Access the Page and Question Numbering section. Then click the Save Changes button when you are finished creating the options on the page. Page 16

18 ii. Add Logo As a Professional subscriber, you can add your own organization's logo to the survey design. You can use any logo up to 50K in size at the top left hand corner of every page in your survey. The logo must be in a.gif or.jpg format. To add a logo to your survey, please follow these steps: Step 1: Click the Design icon next to the survey title on the My Surveys page: Step 2: Select the Survey Options button and scroll to the Add Logo to Survey section: Step 3: Access the Add Logo section. Click the "Browse..." button and locate the logo file on your computer. Click the Save Logo button and the image will appear in the Custom Logo section for a preview. Click the Save button again to finalize. If you need to delete the logo, click the Delete Logo button. If you need to re-size the logo, you will need to edit the size and resolution of your logo in your own image editing program. iii. Progress Bar Both Basic and Professional subscribers can add a progress bar to any survey. Professional subscribers can then customize the look of a progress bar by clicking on the Add button next to the theme selected in the dropdown. Select the progress bar from the properties menu to edit the width, text size, border width, border color, background, text color, or bar color. Rename the theme and click on the Add Theme button when you are finished. Here are the basic steps for adding a progress bar to any survey: Step 1: Click on the Design icon next to the survey title on the My Surveys page. Step 2: Click on the Survey Options button located on the left side of the survey design page. Page 17

19 Step 3: Access the Progress Bar section and select where you want the bar to appear on every page. Click the Save button when you are finished. iv. Survey Pages and Title You do have the ability to hide the survey title or the page heading/titles when a respondent takes the survey. In order to hide the titles, please follow these steps: Step 1: Click on the Design icon next to the survey title on the My Surveys page. Step 2: From here you will click the Survey Options button located on the left side of the page. Step 3: Scroll down to the section that says Survey/Pages Titles and uncheck the option to Show Survey Title in Actual Survey. Now the title or page title will be hidden for the respondents. Click the Save Changes button when you are finished. v. Navigation Titles In order for your respondents to move through the survey, Navigation links are used. You can customize the links under the Design icon on your My Surveys page. Simply type in the word(s) you would like to use for the navigation text. Here is how to change the navigation links: Step 1: Click on the Design icon next to the survey title on the My Surveys page. Step 2: Click on the Survey Options button located on the left hand side of the survey design page. Page 18

20 Step 3: Access the Navigation Buttons section and re-type in whatever words you would like to use as the navigation links. Click the Save button when you are finished updating. 10. Skip Logic The goal of Skip Logic is to collect certain data on specific survey participants. This is accomplished by directing respondents through the survey based on responses to questions. This allows you to route respondents to a page of follow-up questions intended only for them. Skip logic happens when a respondent clicks on the Next >> button at the bottom of a survey page. By default, when a respondent clicks Next >> the next page of the survey will load. With skip logic in place, you can force the respondents to skip over pages of your survey. When adding Skip Logic to your survey design, only the Multiple Choice questions (One Answer and Multiple Choice Answer) allow skip logic to be added. In addition, you will only see the "Add Logic" button next to those question types that allow it to be added. The following topics are the basic principles of SurveyMonkey skip logic: a. How Logic is Triggered: Skip logic happens or is triggered when a respondent clicks the Next >> button on the bottom of a survey page. Therefore, when using question skip logic, it must jump respondents to a page of follow up questions. Jumping respondents to questions on the same page is not possible. Also, it is not possible to have a question(s) immediately pop up based on the previous answer choice. b. One to One Relationship: Logic is a one to one relationship. If you choose the "multiple choices (multiple answers)" type, apply logic on more than one answer choice and allow respondents to Page 19

21 select more than one answer, it will not skip correctly. The logic will only skip according to the first answer choice selected. c. Forward Pattern: Due to the functionality of the logic, we recommend setting up the logic question on a page by itself or as the last question on a page. Logic should only skip respondents forward in the survey. Skipping backwards will just create a loop. d. What is Page vs. Question Skip Logic: Page and Question skip logic serve different purposes. Do not use Question and Page skip logic on the same page. PAGE skip logic does NOT require a specific answer and will jump automatically to the designated page no matter what is answered on the page. (Page logic will override the question skip logic.) QUESTION skip Logic advances respondents to a page or series of follow-up questions based on the answer to a particular question. e. When to Use Question Skip Logic: If you want to set up skip logic so that respondents will be asked some follow-up questions based on their response to a particular question, then you will want to place skip logic on a question. When you place skip logic on a question, it is generally a good idea to have this question as the last question on a survey page. Then you could place your follow-up question(s) on a separate page immediately following the current page. Your skip logic rule should be set up so that the respondents who do not choose the specific answer you are looking for will skip over the page of follow-up questions when they click Next >>. f. When to Use Page Skip Logic: If you have more than one group of follow-up questions and only want respondents to answer one group depending on their answer to a particular question, then you will want to create separate pages - one for each group of questions. This time, if respondents get sent to the first page of follow-up questions because of the way they answered your question, you do not want them to continue to the second page of follow-up questions. This is where you would want to place skip logic on the page. You could set up skip logic on this page so that when the respondents clicked Next >> they will skip over the other pages of follow-up questions and continue with the survey. Page 20

22 g. Route All Respondents to Same End: Page Please note that all respondents must end on the same page. You must route all respondents to the same last page of your survey where they will all click the same Done or Submit button. Tutorial: To view an example of how to set up skip logic click here. B. Editing an Existing Survey Once you have created a survey, you can come back at any time to edit it even after it has started collecting responses. The following section covers the editing capabilities while in the Edit Survey mode once your survey has been created. 11. Copy or Move a Question After you have designed a survey or during the design process, you do have the ability to copy or move pages and questions within a survey design. When you are in the Edit Survey mode, you will notice the Move or Copy buttons associated with each question or page: If you want to re-order or Move your questions/page: You will select the Move button associated with the question/page you want to move. Then you will choose the Move Question Here located in the survey design to where you want to move that question. The Move Question Here button will be located above or below an existing question. Then you can move the question into that location. (Follow the same principle to move a page. The Move Page Here button will be located above each page.) Page 21

23 If you want to Copy a question/page: You will select the Copy button associated with the question/page. Then the Paste Question Here button will appear above and below each question. Just click on the one where you want to paste that question. 12. Add a Page or Insert Page Break You can add a page in your survey by clicking on the Add Page button directly above or below an existing question. You can add page breaks in the survey design the following way: Step 1: Click on the Design icon next to the survey title on the My Surveys page. Step 2: Click on the Add Page Here or Split Page Here button, depending on where you want to create a new page. You will also see the Add Question Here button highlighted in this example: Page 22

24 13. Delete a Page and Questions You can delete a page in the survey design if you no longer need it. When deleting a page, there is also an option to delete all questions currently on that page or move them to a different page. Please note: If you delete a question, then any responses collected on that question will also be deleted! Follow these steps in order to delete a page from a survey: Step 1: Access the Edit Survey option by clicking on the Design icon for the survey. Step 2: Here you will see your survey design and you can select the page you need to access from the dropdown. You will then see the Delete button at the top of the page. Step 3: Click on the Delete button for that page and a prompt will open asking you if you want to do the following: (Click the Yes, Delete Page when you are finished) 1. Delete all questions on the page. 2. Move all questions to the page above. 3. Move all questions to the page below. Part 1 of 2: Click on the Delete button Page 23

25 Part 2 of 2: Choose your option and click "Yes, Delete Page." 14. Restore Deleted Questions You do have the ability to restore a question that has been deleted in the survey Design mode. The Restore feature will allow you to re-insert a deleted question back into your survey. After 14 days of the deletion you will not be able to restore the question. Any responses collected on that question will also be purged from the survey. To restore a deleted question, please follow these four steps: Step 1: Click on the Design icon next to the survey title on the My Surveys page: Step 2: Click the Restore Questions button on the left side of the page. Step 3: The prompt will open up showing deleted questions over the past 14 days. Click the Restore button next to the one to add back into the survey. Page 24

26 Step 4: This shows the survey design again on the Edit page. A Restore Question Here button will appear next to any available place in which to restore the question. Simply click that button where you want the deleted question to be inserted. 15. Edit a Question with Responses Collected Once a survey has started collecting responses, you will have some editing capabilities. However, you may not be able to fully edit a question that has received responses on all answer choices. Please note: On the Survey Editor page when you click on the edit button associated with a question, the following prompt will open if responses have been collected: You cannot change the question to an incompatible question type, nor can you delete answer choices that have existing responses. While you can make most changes, in order to fully edit the survey, you must clear your existing responses. Add an Answer Choice: If you need to simply add an answer choice, then you will notice an Add Choices button under your current answer choices while in the question editor mode (As indicated by the arrow in red in the example below). Page 25

27 The Add Choices button will give a textbox where you can manually type in your new choice(s). A dropdown menu will also appear and you may pick where in the list of choices you want the answer to appear. Or you can choose the Edit Choices button to edit any current choices. Delete an Answer Choice: If you need to delete an answer choice, you will notice the "hidden" checkbox option in a dropdown menu next to each answer choice or row when you click the Edit Choices button. First, select the specific answer choice from the dropdown menu. Second, click on the hidden checkbox to make it a non-available answer choice or row. Click the Update Choice button when you are finished. Edit/Add Column Labels: In addition, if you forgot to add column heading labels into a Matrix or Rating type question, simply scroll down to the "Label" textbox prompts and type in the correct column labels. Click the Save button when you are finished. Page 26

28 C. Print a Survey Design or Data There are a couple of print options for Professional subscribers. As a Professional subscriber, you can print the survey in the Design Survey section. In addition, within the Analyze section you can request a PDF version of the data and print off the results. i. Print Survey Design: Step 1: To print your survey, click on the Design icon on the My Surveys page next to the survey title. Step 2: Select the Print Survey button located on the left side of the page. Step 3: Select your print options. You can also select if you want the Survey title and/or the Page title at the top of every printed page. Click the Download Printable Survey button when you are finished. In addition, you can change the theme of your survey temporarily to the Print Theme in the Edit Survey section. From here you can print out a clean black and white version. For additional information on printing, please review the following Tutorial: Print Survey. Page 27

29 ii. Print PDF of Summary Results: As a Professional subscriber, you will be able to print a PDF summary version of your survey results. Please note: The open ended comments are not printed in the PDF summary version. If you would like to print open ended comments, refer to the following topic: Print Comments or print/export individual surveys. Step 1: The PDF option is located on the Response Summary page under the Analyze icon. Step 2: Click on the Download Responses button located on the left hand side of the Response Summary page: Step 3: Select the Summary Report and choose the PDF format. Select your print style, orientation, and paper size. Finalize the print setup by clicking on the Request Download button: Page 28

30 III. COLLECTING RESPONSES Once you have finished designing your survey, you are ready to send the survey to your audience and collect survey responses. Since the survey tool is an online tool, respondents will need to access the survey via a link or URL. You may be wondering, Where do I get the links to do this? The following section contains the information on where to get these links through the use of collectors. You can also check out the online tutorials for additional information. Click here to view the tutorials on collectors! A. What is a Collector? A collector enables you to collect responses for a survey. After designing your survey, you are ready to send it out to your audience. In order to get the survey to your audience, collectors are created. The kind of collector you create will determine what type of link is created and how it is to be administered. There are three types of collectors you can create: 1. The Web Link Collector 2. The Invitation Collector 3. The Popup Window Collector Once you are ready to configure your survey for distribution, these collector types are set up under the Collect icon for that survey: Collect Icon Each survey will have a Collectors Page that lists each collector created for a specific survey. There is no limit to the number of collectors for Professional subscribers. However, the Basic subscription is limited to 3 collectors per survey. Individual surveys can have one collector or multiple collectors running at the same time. Collectors each have their own unique settings and work independently of one another to enable greater collection control and survey analysis. If you do create more than one collector for a specific survey, you may need to make the settings and restrictions congruent on each one (e.g. if they all need the same redirect or jump to webpage, thank you page, max response, etc). Page 29

31 Example of How to Use or Create Collectors: The benefit of the collector is that it enables you to create a survey where different audiences need to be reached. Each collector s responses will all come back to the original survey s Analyze section, combined together into one results summary. Here are three examples of how to create and use collectors effectively. Example 1: Perhaps you want to have tracked vs. anonymous responses, or you have additional responses to enter manually from a paper version. 1.) Let's say for example that you want to survey one group of participants anonymously. Here you could name one Web Link collector as "Anonymous." Choose the setting to "create link for an message or to place on a webpage" under the Collector Summary. Create the collector settings and restrictions. A link is generated for you to copy and paste into your own provider or website. Save the Collector. 2.) Now, you may want to survey another group and be able to track their identities for the same survey. Here you could set up a 2nd collector and choose the option to "upload your list and have us send a survey invitation." You can name it " List." Select your settings and restrictions and save them. Import/create your distribution list. Customize the message. Schedule the delivery for SurveyMonkey to send out the invitation message with the survey link. 3.) Maybe you have a paper or hard copy survey that you now would like to incorporate into the rest of the responses. Click the Collect icon next to the survey on the My Surveys page. Click the "Add New Collector" button. Choose the "create a link to send in an message or to place on a webpage." Name the Collector "Data Entry" and click Next Step. Select the "Manual Data Entry" button on the left side of the screen. Select the "Add New Response" button. Once the new response is added, you can also go back in and Edit or Delete a manually entered response. Page 30

32 As a Professional subscriber, the Filter feature will enable you to filter your survey by Collector. If you want to only see the anonymous surveys then you could filter by the "Anonymous" collector. Example 2: If you are an educator and need to survey Student Responses, Teacher Responses, and Administrator Responses, then you can essentially create a collector for each individual audience. Here you could potentially create three different collectors (or however many groups) to send out to each specific group: Student Collector Teacher Collector Administrator Collector You can apply filters later to specifically look at one specific collector s responses in the Analyze section (e.g. look for the student responses only). Example 3: Your organization has offices worldwide and you want to survey each office separately but still have all the data combined in one results summary. Here you could create the following three (or however many offices you have) collectors: Hong Kong Office San Francisco Office London Office Now you can create the settings and restrictions for each office collector and send them out accordingly. Once you are in the analysis phases, you will still have all the data in one combined report. You can apply filters by collector to look at each office s responses individually. Page 31

33 B. Collector Settings and Restrictions The Options for your collectors are set up individually per each collector created on a survey. If you need to create, edit, or change the options associated with the survey, you can access them any time under the survey collector s Settings & Restrictions. If you need to access a previously created collector to make these option changes, click the Collect icon on the My Surveys page next to the specific survey. The list of current collectors will open up for that specific survey. To access the Change Settings button, click on the collector's title on this summary page. This opens the collector s details. The Change Settings & Change Restrictions buttons are located on the left hand side of this summary page: Step 1: Click on the Collect icon next to the survey title on the My Surveys page. Step 2: Select the collector for which you would like to change the survey options by clicking on the actual title of the collector. Step 3: The summary page opens and from here you can click either the Collector Settings or Restrictions button located on the left side of the page. Step 4: Click on the Save Settings when you are finished editing the options for that specific collector. What exactly are the options available under the Settings and Restrictions? The following section provides information on what you can set up for each collector. i. Collector Settings: The Collector Settings allow you to determine the settings for the survey link. This section houses many of the options that you can place on a collector like a Thank You page, a redirect URL, or allowing responses to be edited by survey participants, etc. The Collector Settings options are as follows: Page 32

34 Setting 1: Allow Multiple Responses? Setting 2: Allow Responses to be Edited? Setting 3: Display a Thank You page? Setting 4: Survey Completion Setting 5: Save IP or Address These are some things to consider about creating collectors and accessing previously created collectors to change the settings: To create a new collector for a survey, click the Collect icon next to the survey on the My Surveys page. Once you click the Collect icon, the collector creation page will open. If you have not created a collector yet, the prompt will open asking what kind of collector you want to create. If you have collectors already created, then click the Add New Collector button to create a new one. If you simply need to access a previously created collector to make settings changes, click the Collect icon on the My Surveys page next to the specific survey. The list of current collectors will open. To access the Change Settings button, click on the collector's title already created. This will open its summary page. The Change Settings button will then be located on the left hand side of the collector's summary page. Setting 1: Allow Multiple Responses or Not/Editing of Survey Responses: The first setting on the Collector Settings page provides the option of "Allowing Multiple Responses?" for the survey. The selection you make here will determine the rest of the options or settings for your survey. Decide if you want to allow multiple responses from the same computer or prevent multiple responses from the same computer. (Here's the catch! If your respondents are sharing a computer or you need a data entry setting, you must select YES, allow multiple responses per computer.) Scenario A. Allow Multiple Responses? Selecting: No - Allow only one response per computer Opens the following options for allowing responses to be edited: No: Selecting No prevents respondents from editing the survey once a page is submitted. This means, once the Next link is clicked, or the page is Page 33

35 submitted, respondents will not be able to go backward in the survey to make edits. (Once respondents click "Next" page they will not be able to return to previous pages. The "Previous" link will not be visible.) Yes (option 1): Selecting Yes, respondents can return to update their responses until they have finished or exited the survey. This will give respondents the option of going back to a previous page and updating an existing response. With this setting, once the survey has been completed (the Done button has been clicked), the respondent CANNOT re-enter the survey. Yes (option 2): Selecting Yes, respondents can re-enter the survey at any time to update their responses gives respondents the ability to re-enter the survey AT ANY TIME to update their responses. Clicking the link will open the survey and permit editing even after the survey has been submitted. This setting allows the survey link to be accessed AT ANY TIME for edits providing the link is accessed on the same computer, the Next button has been selected on a page, and the cookies have not been cleared. Scenario B. Allow Multiple Responses? Selecting: Yes - Allow multiple responses per computer Opens the following options for allowing responses to be edited and the Survey Completion Options or Redirect page. Page 34

36 No: once a page is submitted, respondents cannot go back and change existing responses. Selecting No prevents respondents from editing the survey once a page is submitted. This means, once the Next link is clicked, or the page is submitted, respondents will not be able to go backward in the survey to make edits. (Once respondents click "Next" page they will not be able to return to previous pages. The "Previous" link will not be visible.) Yes: respondents can go back and update existing responses until the survey is finished or exited early. After finishing or exiting the survey, the respondent CANNOT re-enter the survey. Once the Done link is clicked or the browser closed, they will not be able to open the survey to make edits or finish!! You will need to select "Yes" using the multiple responses setting if respondents will be using the same computer to take the survey. For example, in a computer lab setting you'll need to allow multiple responses per computer and you will need to set the survey completion setting to loop to the start of a survey. Page 35

37 Setting 2: Add a Thank You Page? To add a Thank You page to your survey, select Yes under display a "Thank You" page option. From here you can then customize the message. Select No if you do not want a Thank You Page displayed upon survey completion. Setting 3: Add a Redirect Page upon Survey Completion? The Survey Completion section is used to change the page respondents are directed to upon completion of the survey or exiting the survey. Or, if you want the survey window to simply close or loop back to the beginning of the survey. By Default, respondents are directed to our website, but the URL in this field may be changed to any website you would like by deleting the text in the box an adding a URL of your choice. You must be a Professional subscriber to change this behavior. Or you may select to have the survey window close after the Submit link has been clicked by selecting Close Window. Setting 4: Why would I Save the IP or Address in my Results? Saving the IP address in your results allows you to track the survey by IP address. If you select No, the tracking information will not be collected. Your results will be completely anonymous. If you select Yes, the tracking information will be stored in your results. If you select Yes, you can decide at a later date to select No and the results will then be anonymous. However, if you first choose No, it will not be possible to recover the IP or Tracking information. Page 36

38 How to Save your Collector Settings: Click the Save Settings button to save your settings. You will then see the saved settings message for confirmation. Your collector settings have been saved. To return to the "Collector Summary" page, click the << Back to Summary button. ii. Collector Restrictions: The Collector Restrictions allow you to determine the limits for the survey link. The following explains each restriction found under the Change Restrictions button and what it limits: Restriction 1: Set a Cutoff Date and Time Restriction 2: Set a Maximum Response Count Restriction 3: Include Password Protection Restriction 4: Set IP Blocking? Restriction 1: Set a Cutoff Date and Time The Cutoff Date and Time setting allows you to stop response collection on a specific date and time. Click Set a Cutoff Date & Time to open the Date and Time dialogue box. Then from here you can set that cutoff date and time. Once the cutoff date has been met, respondents who access the link will see the closed survey message instead of being directed to the first page of your survey. In addition, the collector will display as closed (the box will be closed) on the Collectors page for your survey in your account. Restriction 2: Set a Maximum Response Count The maximum response count sets the maximum number of responses this collector will accept. Click Set a Maximum Response Count to open the response count dialogue box and set a maximum response count number. Page 37

39 Once the set number of maximum responses has been met, respondents who access the collector link will see the closed survey message instead of being directed to the survey. In addition, the collector will display as closed (the box will be closed) on the Collectors page for your survey in your account. Restriction 3: Set a Password for Your Collector The password protection for collectors is a feature that allows you to create a unique password configuration per collector. To configure a password for your collector, click Enable Password Protection to open the password dialogue box and set the password, labels, and message. It is important to remember that passwords are case sensitive! 1. First enter the password for your collector in the Password field. 2. If you would like, you may edit the Password Label. The password label will be displayed to prompt the respondent to enter a password when the survey link is opened. 3. The Submit Button Label allows you to format the button respondents will click to submit the password entry. 4. You may edit the Password Required Message and the Password Failed message by changing the text in these boxes. Restriction 4: Enable IP Blocking The IP address blocking allows you to allow or deny access for specific IP addresses. To enable IP Blocking or access, select Enable IP Blocking to open the IP Blocking configuration dialog box. 1. Select the access you wish to set from the Select Access drop-down list. 2. Allow IP List only or Block IP List. 3. Enter each IP Address on a separate line in the IP List Field. When you select Allow IP List, only the IP addresses you list will be permitted to take the survey. Selecting Block IP List provides the option for you to block specific IP addresses from accessing your survey. (Partial IP addresses will work.) Page 38

40 How to Save your Restriction Settings: To save your restrictor settings, click the Save Restrictions button. The saved restrictions message will then confirm that your restrictions for this collector have been saved. Your collector restrictions have been saved. To return to the "Collector Summary" page, click the <<Back to Summary button. From the "Collector Summary" page, you may collect the link to administer your survey. C. Options to Send the Link SurveyMonkey provides three options for sending the survey to your audience. All three options are listed under the Collect icon on the My Surveys page for each survey created. To get started, you will select the Collect icon and then choose how you want to send the link. As discussed earlier, remember that the type of collector you create will determine what kind of link is created and how it is to be administered: Collect Icon From here, choose between the following three options: 1. Create a link to send in an message or to place on a webpage 2. Create a popup invitation for your webpage 3. Upload your list and have us send a survey invitation The following sections provide information on each of the three types of collectors. It explains what they do and walks you through how to set up each one. It is up to you to determine how you want to administer the survey to your audience. The following section explains each type of collector and how to create and administer them to your audience. Page 39

41 1a. Create Link for Your Message through Your Own Client: If you would like to send a link through your own client like Outlook or Hotmail, then this option is provided to collect the link that you can copy and paste into the message to be sent through your client. Please look over the following steps to see how this is done. In addition, click here to visit the online tutorial for sending a link through your own . Step 1: Click the Collect icon to the right of the survey title on the My Surveys page. This opens the page where you pick what kind of collector you want to create. (Click the Add New Collector button if you have previously created collectors). Since you want to send a link through you own client, you will choose the option of "create link for message or for a webpage." This option does provide anonymous responses to your survey. If you want to track respondents using this method, click here for additional information. Name this collector and move on to the collector summary page by clicking the Next Step button (These types of collectors will say "Web Link" under the name). Now you can set up the settings and restrictions. Step 2: The summary page will open to show the survey link and code. Click the settings and restrictions button on the left hand side of the page to determine if you want to allow only one response or multiple responses, if you want to allow the survey to be edited or not, if you want add a thank you page, if you want add a cutoff date and time or maximum response count, and so on. Once you create your settings and restrictions save them. (These buttons are located on the left hand side of the collector s summary page): Page 40

42 Step 3: In order to get the link to paste into your , click on the Get Survey Link button located on the left hand side of the summary page: This will then produce the link that you will copy and paste into your own message under the top portion that says, Sending Survey Link in an ? If you need the script to paste into the back end of your site, then you will copy the code under the Placing Survey Link on a Webpage option. Additional Information: Adding Data or Manual Entries to a Survey: The Web Link collector is an easy way to add hard copy versions of your survey! If you need to add responses to a survey on your end manually, there are several ways to do this. Perhaps you need to add some responses collected from a paper version of the survey using this anonymous web link collector, or you can add a response by clicking on an address in the Message section. The following scenarios enable you to add manual responses to a survey: You can access a collector that was used to collect anonymous responses. You can create a new "Data Entry Collector." Or you can add a response for a specific address in the List center - if you sent out a survey this way. Page 41

43 i. Adding Through a Web Link Collector: There are a couple of ways to add manual entries using the Anonymous collector or a Web Link collector. A.) Through the Anonymous Survey Link or a "Web Link" collector. Creating a Data Entry Collector: This option is for those doing data entry that will not have access to your SurveyMonkey account, or if you want to simply use a survey link to access the survey. Follow these steps to set up the parameters and collect a "link." This will then give those data entry people direct access to the survey only for manual entries. These data entry people can simply copy and paste the link you provide them into a web browser's address bar. Login to the account is not necessary. Every time the Done Link is clicked on the survey, it will immediately loop to a new, blank survey for a new entry. Step 1: Click the Collect icon next to the survey title and click the Add New Collector button. Name this collector "Data Entry." Click the Next Step button to move on. Step 2: From here the collector's summary page opens. Click the Change Settings button located on the left side of the page and set the following parameters: Yes, allow multiple responses per computer - Recommended for kiosks or computer labs. No, once a page is submitted, respondents cannot go back and change existing responses. (Or you can allow them to edit the responses while they are inputting the data. However, if the window is closed or if the survey is exited early, no one can go back and pick up on the last completed page. It must be finished in one sitting.) Page 42

44 Then scroll down to the Survey Completion section and choose the Loop to Start option. Every time the Done button is selected the survey will immediately go back to page 1. Step 3: In order to get the link to use for the data entry, click the Get Survey Link button located on the left hand side of the collector's summary page. Simply copy the link under "sending survey in an " and provide that link to data entry people or use the link by copying and pasting into a web browser's address bar. B.) Adding Data Entry within the SurveyMonkey Account. You can add a manual response directly to a previous anonymous collector or a Web Link collector. (This is good if you need to enter a handful of responses and you are the account holder): Step 1: Click the Collect icon for that survey to open up the collectors page. Then click on the title of the Anonymous Collector or one indicated as a "Web Link" type. Step 2: The collector summary page will open. From here select the Manual Data Entry button on the left side of the page: Step 3: Click the Add New Response button on the upper right hand side of the page: Step 4: Once the new response is added you will see the date start/modified times and if it is finished. Whenever you access the Manual Data Entry button for that Collector you will see that information on the Manual Data Entry page. From here you can also go back in and Edit or Delete a manually entered response. Click the Add New Response button again to enter in a new entry. (See image on page 44.) Page 43

45 ii. Adding a Response for an Address in the List Section: This option enables you to enter a response for an address in the List section on behalf of the survey participant. If you have already sent out your invitations, then a respondent can have you manually input their response. Step 1: Click on the Collect icon next to the survey on the My Surveys page. Step 2: Select the collector that houses the list. Then click on the Edit Recipients button on the left side of the screen. Step 3: Click on the address in the list that you would like to manually add a response (as shown in the image below). Step 4: This will open up a prompt window, and you will select the Add Response button. Step 5: Here you can scroll through the survey and fill out the survey on the participant's behalf. Page 44

46 Click on the Add Response button as shown here. 1b. Post the Link on Your own Website: If you would like to post the link on your own site, please follow these steps to create a collector and settings. This will provide the HTML script that you can copy and paste onto the back end of your site. The end result is a hyperlink on your site to the survey. To set this up, please follow these steps: Step 1: Click the Collect icon to the right of the survey title on the My Surveys page. This opens the page where you will pick what kind of collector you want to create. (Click the Add New Collector button if you have previously created collectors). Since you want to post the link on the backend of your site, you will choose the option of "create link for message or for a webpage." This also collects anonymous responses to your survey Name this collector, and move on to the summary page by clicking the Next Step button. Page 45

47 Step 2: The summary page will open to show the survey link and code. Select the settings and restrictions button on the left hand side of the page to determine if you want to allow only one response or multiple responses, if you want to allow the survey to be edited or not, if you want add a thank you page, if you want add a cutoff date and time or maximum response count, and so on. Once you create your settings and restrictions save them. (These buttons are located on the left hand side of the summary page): Step 3: In order to get the code or script to paste into the backend of your site, click on the Get Survey Link button located on the left hand side of the summary page: This will then produce the script HTML code that you will paste into the back end of your website. Copy this script from under the Placing Survey Link on a Webpage option. Basic knowledge of HTML coding is necessary and you or your webmaster will need to place this onto the back end of your site. Page 46

48 2. Post the Link as a Popup Invitation on your Website: Professional subscriber can create collectors that will generate popup surveys or popup invitations on their own personal sites. This does involve copying a snippet of code into the back end of your web page and Basic knowledge of HTML coding is necessary. You can preview what your Invitation and Survey Popup will look like when you configure the settings. Please note: The popup uses a cookie to prevent the window from appearing if a user has already answered or declined a survey. In order to add a popup to your web page, please do the following: Step 1: Under My Surveys click on the Collect icon, then click on the Add Collector button Step 2: Select to create a Popup Collector. Step 3: The Popup Configuration page opens and you will choose this collector's settings and restrictions. The Change Settings and Change Restrictions button are located on the left hand side of the page: Here you also choose to create either an "invitation popup" or a "survey popup." Click on the Save Popup Configuration button and the code will be generated for you to paste into the back end of your webpage. If you need to change the pop up or re-collect the code later, you will access the Change Popup or Get Popup Code buttons on the left side of the page: Page 47

49 Part 1 of 2: Select type of popup and configure message. Part 2 of 2: Example of code that is generated: 4. Send Link Through SurveyMonkey The Invitation collector enables you to create an distribution list, customize the invitation message, schedule the delivery, and manage/track your survey respondents. If you want to upload your list and have us send it out on your behalf, please follow these steps. For additional information, click here to visit the online tutorial for using SurveyMonkey s ! Step 1: Click on the Collect icon on the My Surveys page next to the survey and Choose the Add New Collector button if you already have previous collectors created: Choose the "Upload your list and have us send a survey invitation" option. Enter a name for the collector. T he collector will be indicated as an " Invitation" collector on the collector's page. Then click the Next Step button (See image on page 49): Page 48

50 Step 2: The Message Manager page will open. Here you will see the settings and restrictions buttons located on the left side of the page. The settings and restrictions will determine if you want to allow the survey to be edited or not, if you want add a thank you page, if you want add a cutoff date and time or maximum response count, and so on. Please note: When sending the link through SurveyMonkey's mail, it only allows ONE response per link. No one can forward their link to others to collect a 2 nd or new response or submit multiple responses. However, they can forward the link to have another person answer a different part of the survey. Step 3: In addition to the Settings and Restrictions button on the left hand side of the page, you will also see the Edit Recipients and Edit Messages buttons here. For a new list and message, you will see the Add s to List button on the Collector Summary page. From here you will import your distribution list or you can create a new list in your Address Book before creating your collector. Page 49

51 Step 4: Select the Edit Message button located on the left side of the screen to customize your message. (Click here to view the tutorial on composing a message! Click here to see an additional example of customizing message. This provides tips for creating successful messages and avoiding SPAM language.) Next click on the Create New Message button and set the following: 1. Who should receive the ? 2. Customize your message, enter the Reply address, and click the "Save and Preview" button. (If you have already created a message in the past, then you can copy the body of a previous message in the dropdown menu of the body text. You will see the dropdown menu that provides this option when creating a new message.) 3. Click the "Schedule Delivery" button to configure a delivery date and time or send the message immediately. Features of the Invitation Collector: Any time you want to access the list of s sent the survey or if you want to send another message or reminder, simply click the Collect icon next to that survey's title. Then click on the collector title that has been created as the " Invitation" collector for your survey. The list and message section for a specific Invitation collector enables you to do the following once you have imported lists and/or sent out messages. Track your respondents: The List section for a collector will show you the status of the s. Here you can check how many "Responded," "Unresponded," or "Opted Outs" you currently have. It also shows you the number of s that are "Unsent or New." You can click on the View button to look at the list for that Collector. Search for specific addresses: The Invitation collector enables you to search for specific addresses in a list. You can display the entire list or select to view only those of a certain status (e.g. All Unsent/New, Responded, etc.) Add/Remove/Download s: In the List section you can add s to the list, remove s from the list, or download/export your list. Page 50

52 Manually add responses: If you need to manually add a response for a survey participant, you can enter a response in the List section on their behalf. Check the "send " status: The Message section allows you to check the "send" status your delivery, or cancel the message within 5 minutes of scheduling the "immediate" delivery. Manage Messages: The Message section shows you the "Total Messages" and the number messages in the "draft" status. Here you can check the number of "scheduled" or "in progress" messages. Both the List and the Message buttons are located on the left side of the Collector Summary page for that List Collector. The following sections explain how to create an Invitation collector. This next portion covers the following topics: How to create your distribution lists. How to compose a message. How to send a reminder. Add s to an existing list and send them a message. Send a 2 nd message to the same list & recipients. How to check the status of s on your list. How to export s from your list including opt outs. Page 51

53 i. Upload s to a List The import process involves copying and pasting the addresses into the Add s Manually textbox in the List section of an Invitation collector. Or you can create a new list in the Address Book first before creating the collector. Therefore, when you create a new list collector, you can add the s from any list housed in the Address Book. Please note: For example if you create the list in Excel with the address in one cell, the first name in one cell, the last name in one cell, and the custom value in one cell, you need to save the file as a.csv file (comma delimited) in the Excel saving options. Next you will open the program called Notepad and open that.csv file. It will then show you the s in the correct format needed to copy and paste into the Add Manually textbox - such as: In order to create your list, please follow these steps: Step 1: Select the Collect icon located next to the survey title. Step 2: Click on the Add New Collector button located on the upper right side of the collector's manager page: Select the "Upload your own s and have us send a survey invitation" option. Then name this collector and click the Next Step button. Step 3: Pick your collector settings and restrictions and save them. The Settings and Restrictions buttons are located on the left hand side of the collector s summary page. Step 4: Once you get to the Collect Summary page, you will select the Add s to List. Page 52

54 Here you can choose to copy and paste your plain text file into the textbox and enter them manually, you can add them from a list in your address book, or you can add s from an existing collector list. Please make sure that each address is entered on a new line and all extra fields (first name, last name, and custom data) are separated by commas. There are a few example addresses shown in this section: Field Order: ,First Name,Last Name,Custom Data [Please note that duplicate, invalid, and opted out addresses will be screened out.] Example #1: Example #2: Part 1 of 2: Import s Setup Part 2 of 2: Import s Setup Page 53

55 ii. Compose a Message Click here to view the tutorial on composing a message! iii. Send a Reminder You can resend a message to those respondents who have not answered your survey or partially answered it. When you access the collector with the list for the survey that has already been sent one initial message, you can resend or send a message to only those in the No Response status. To do so, please follow these steps: Step 1: Click on the Collect icon for the survey. This opens the survey's collector's page. Here is where you will see all the collectors created for that one survey. Select the collector that houses the list. Essentially, you are sending a second message to the collector that already has the s uploaded and it has already been sent a message. Once you click on the collector title, the Message Manager opens. Here you will see the synopsis of the number of s sent the message, the number of current respondents, and the number that have not responded or are "unresponded." Step 2: Click on the Edit Messages button located on the left hand side of the page to access the message set up prompts. Step 3: Click on the Create New Message button and this will open the prompt where you pick which s from the list you want to send the message. Page 54

56 Step 4: Choose to send the message to the appropriate status of Not Responded if you want to send it to respondents who have not yet answered your survey. [You also have the option here to send the message to those that have not fully responded instead (ones in the "partially responded" status)]. Save the selection and continue. Step 5: The Compose Message page will open next. From here you will begin by entering in the subject of the . You can also customize the body message to indicate this is a reminder or that the respondent has not answered the survey yet. Click Save & Preview. Then schedule the delivery of this 2nd reminder . If you want to read more on how to schedule reminder s in advance, then click here! iv. Add New s to an Existing List and Send Those the Survey If you would like to add an address (or several) to an existing list that has already received a message and then send the new (s) a message only, you can do so. In order to set this up, please look over the following 5 steps. Step 1: First you will click on the Collect icon (next to the survey title on the My Surveys page) that houses the collector you have already sent an invitation. This will open the survey's collector summary page. Step 2: From here you will click on the title of the collector that has already been sent the first message. This opens up the Message Manager page for that survey: Page 55

57 Step 3: Now to add your one new invitee (or many new invitees), click the Edit Recipients button. Then click the Add Recipients button on the right hand side of page. This opens the manual entry mode. You will type in the new invitee's address into the 2nd option where it says to add recipients manually. (Or you can choose to add s from the address book or from a previous collector.) Click the Add Recipients button when you are finished. Part 1 of 2: [See Part 2 on the next page.] Page 56

58 Part 2 of 2: Type in the new recipients only in the Add Recipients Manually textbox. Step 4: Click on the Create New Message to Send button that opens up at the top of the page after adding the new invitee(s). From here you will select who on the list is to receive your message. Since this is new, he/she will probably be the only one who has not been sent a message. Here you can choose the option to send the message to those in the "New/Unsent" status (or you can choose the custom criteria method). Step 5 & Finish: Compose the body of the and schedule the delivery of the message. Page 57

59 v. Send a 2 nd Message for the Same Survey or Using Custom Criteria You do have the ability to create a new or 2nd message to go to an Invitation collector list for a survey that has already received a message. In order to create new messages, you can follow these 3 steps: Step 1: Click on the Collect icon next to the survey title on the My Surveys page, and then select the collector that houses the list you want to send another message. Step 2: Access the Message Manager by clicking on the Edit Messages button located on the left side of the page. Then click the Create New Message button on this Message Manager page. Step 3: Select the Recipients on the List to Receive the Message. Choose the New/Unsent if you have new addresses. Or if you want to send it based on custom criteria, partial responses, no responses, everyone, etc, then it is up to you! Next click the Save Selection button. On the message setup page, enter the subject of this new message and customize the body text. Click Save and Preview. Finally, schedule the delivery. [See image on the next page.] Page 58

60 vi. How to Check the Status of the s on the List You do have the ability to track who has and who has not responded to your survey. When you access the collector that houses your list, you will be able to track the status of those and who has opted out. To do so, please follow these steps or visit the online tutorial for checking the respondents status: Step 1: Click on the Collect icon on the My Surveys page for the specific survey. Step 2: Click on the collector that houses the list. Page 59

61 Step 3: This will open up the Message Manager page. Click on the Edit Recipients button on the left side of the page or in the "recipients" section. Step 4: This opens the Edit Recipients page and you will see the s in the list. From here you can check to see who has responded, who has not responded, and who has opted out. If a respondent has responded, then there will be a green check mark next to their name. If a respondent has partially answered the survey, then a light yellow check mark will be indicated next to the . If a respondent has opted out, then the opt out star will be highlighted in red. If an is bounced, it will be indicated by an envelope icon. Page 60

62 vii. How to Export the s from an Invitation collector list You do have the ability to export an list that has been created in the Invitation collector. The list will be exported in the same format it was imported: one recipient per line, with fields separated by commas or as an XML file. If the file does not open or says "completed" or processing, then you may be experiencing a popup blocker on your browser. A popup blocker may be preventing the full download of the results. Please, mouse over the address bar in your browser window. Right click on the blocked file and force it to come through on your computer. In order to export your list from the Invitation collector, please follow these steps: Step 1: Click on the Collect icon and click on the collector that houses the list. Collect Icon Step 2: Click on the Edit Recipients button located on the left hand side of the Collector Summary page. Step 3: Click on the Download Recipients option. Page 61

63 Step 4: Choose the fields to export and select the s. Then click the Download Recipients button. From here you can then choose the fields and the status you want exported. Opt Outs & Bounced s: To view s that have opted out of a survey, you can either view those s housed in a list located under the Address Book or through a list housed under the Edit Recipients button for the Invitation collector. Option 1: Address Book When you access the Address Book, you can select the list you wish to look over for opted out s. From here you will see a star indicated in the Opt Out column to the left of any that has opted out. Option 2: Invitation Collector An easier way to see who has opted out is to access the Invitation collector for the survey. From here you can then export those s that are in the "opt out" status. In the collector and after following the export prompts above, you can choose the fields to export and select the s. Then click the Download Recipients Page 62

64 button. If you wish to only export those in the Opted Out status, then you can choose the s to export by criteria: After selecting the fields, choose the dropdown menu for "Select the s to Export." Next choose "Recipients with a particular status" from the menu. Finally, select to export the recipients with the status of "Opted Out." A list of all the opted out s for that specific Invitation collector will then be exported directly to your computer. You can also view and export your bounced s. Click here to learn more. viii. Edit Addresses in an Existing List When you add s to a list, they will not have the status of "sent" or "responded" indicated by a green check mark on the Edit Recipients page in the Invitation collector. This means that the address is new to a list and has not been sent a message. From here you can click on the address itself in the Edit Recipients portion and make changes/edits to the following fields: First Name Last Name Custom Value Please note: Once a message has been delivered, you will not be able to edit the address field and you cannot change the status. This restriction is in Page 63

65 place due to the way the links work in an Invitation collector. If you made an error in entering the address, you will delete it and then re-add it again in the correct/valid format. To edit an in a list that has not been sent a message, please follow these steps: Step 1: Click on the Collect icon next to the survey title on the My Surveys. Then click on the named collector to open the summary page. Collect Icon Step 2: Access the list by clicking on the Edit Recipients button on the left hand side of the page. Step 3: Click on the specific address housed in the list. (You can search for an in the list if you have many entries). Step 4: Once you click on the address that has not been sent a message, a prompt will open showing you the fields that can be edited. Page 64

66 IV. ANALYZING & EXPORTING DATA SurveyMonkey allows you to analyze the survey data within the Analyze section of the survey. As soon as a respondent clicks the Submit button on their survey, the response comes immediately back into that section. The response summary page then shows the data in a bar graph presentation of the summary numbers (depending on the question types). From here, you can check the total response counts, percentages, respondent counts, and response averages for the rating type question. Within this section, you can also browse individual survey responses, edit them, or delete them. In addition and as a professional subscriber, the Analyze section allows for deeper analysis through the use of filtering and exporting. Response Summary At the top portion of your summary page, you will see the Total Started and the Total Completed respondent numbers. SurveyMonkey essentially saves a page or response whenever the Next or Done link is clicked on your survey. The following explains the difference between partial vs. completed responses: Completed Response: If a respondent makes it all the way through your survey, answers a question, and clicks the Done button, it counts it as a completed survey. If you have created an Invitation collector, these respondents will appear with a green check mark next to the in the 'responded' column in the Edit Recipients section. Partial Response: If the Next link is clicked and the Done link is never clicked, then it will count as a partial response since the respondent has not yet finished the survey. If you have created an Invitation collector, these respondents will appear with a light yellow check mark next to the in the 'responded' column in the Edit Recipients section. Those respondents that have actually clicked the Done link AND answered a question on your survey will be included in the Total Completed Survey number. It does not mean that ALL questions have been answered. Only that the respondent moved through all pages and clicked the Next link on every page, answered at least one question, and finally clicked the Done link on the survey's end page. Page 65

67 How are Responses Saved? The responses for each page are saved and displayed in the analyze portion immediately as respondents click the next link. When respondents exit the survey your results will be visible under the Analyze icon for the pages that were saved. Responses will not be recorded unless the Next or Done link has been clicked to save the responses for that page. How to view the Open Ended responses on the Summary page? Open Ended responses will not be visible directly on the Summary page. Please click the View button in the space where the open ended question would be to see all of your respondents open ended answers. This opens the Comment Summary window. Within this window, you will see all of the open ended response listed by respondent number. Click the Find button to jump directly to a specific respondent s results. 1. Browse Survey Respondents: Edit or Delete You do have the ability to view individual survey responses in the Analyze section. From here you can browse respondents to view them individually, to edit them or delete them. In order to do so, please follow these steps: Step 1: Access the Analyze icon next to the survey title. Analyze icon Step 2: Then click on the Browse Responses button located on the left hand side of the page: Page 66

68 Each response will be listed from oldest to newest. (The red arrow in the example below illustrates this.) You will also see the following in the upper portion of each individual respondent's survey: Response Type Collector Name Custom Value IP Address Survey Start and End Date/Times At the top of the page, you will see the respondent number you are currently viewing and navigation arrows to scroll to different responses. You may also enter a respondent number in the Jump to field and click Go >> to jump to a specific respondent s results (as indicated by the red arrow). Response Type The top portion of each individual response contains the Response Type section. This provides all of the tracking information associated with your collector: Response Type: Normal Response or Data Entry Collector: Collector used to collect responses (link provided) Included when an Invitation link was used to track responses. Custom Value and Name: Included when the information has been entered in the List Response Started and Response Modified: Start Date (time survey was started) and End Date (last date the survey was accessed) Remember, the tracking information, anonymous or tracked, was determined when you set your Collector Settings for the collector under the Save the IP addresses in your Results? setting. If you have set this collector to collect Page 67

69 information, the respondent information from your list will be tracked in the Response Type field of your survey results. A. Edit in Browse Responses: There are a couple of different ways in which you can edit individual survey responses. First, you do have the option to edit a response in the Analyze section under the Browse Responses. Second, you can also edit a response from within an List of an invitation collector. To edit within Browse Responses section, please follow these steps: Step 1: Access the Analyze icon on the My Surveys page next to the survey title: Then click the Browse Responses button located on the left hand side of the page to scroll to the respondent's survey you wish to edit: Step 2: Once you locate the one to be edited you will select the Edit Response button. This opens that survey in a new window to reveal the answers. You will need to scroll through the survey by accessing the Next link. When you get to the question to be edited or changed you can either select a different answer choice to change it or type in a different response for the comment section. Continue all the way through and click the Done or Submit button. This will close that survey. Now you will be looking at the Analyze s "Browse Responses" page again in your account. Click the refresh button on the browser menu to see the new changes. (See image on page 69.) Page 68

70 B. Editing a Response in the List Section: You can also edit a response for an individual that has responded through the link delivered by SurveyMonkey. This is done by clicking on the actual address stored in the Invitation collector. Step 1: First click on the Collector that houses that address. This is accessed under the Collect icon. Then click on the Edit Recipients button: Step 2: Search to find the address in the list. Then click on the specific respondent's address. Step 3: Select the option to Update Response (as indicated by the red arrow below). You can also add a response for that person on their behalf, if they have not already done so. Page 69

71 C. Deleting a Response in the List Section: To Delete a survey response, scroll through the survey respondents until you get to the one you wish to delete and click the Delete button associated it. Additional Information: How to Correlate the Respondent Number to the response in your Export : When browsing through the respondents in the Analyze section they are presented in the same order in which they are received. So the 1 st respondent to your survey will be listed as #1 out of n or the total number of respondents to your survey. When viewing the respondents in Excel, they are shown in the reverse order. When viewing your respondents in the exported Excel file, then respondent number 1 will be the last response listed in your export. For example, if you had 10 respondents, then Respondent 10 out of 10 from the Analyze screen will now be the first response of your export starting in the respondent s row. In Excel, the respondent row will start on row 3 since the questions will be in rows 2 and the other headers will be in row 1. The response in row 3 of the spreadsheet will be the same response as respondent number 10 when you are browsing your results in the Analyze section. Page 70

72 2. Creating Filters As a Professional subscriber, Filters enable you to look for specific data or patterns in your data. Each time you create a new filter, you are able to give it a name and toggle it on or off. You have the ability to filter by Responses, by Properties, or by Collector. To add filters to the data, click the Filter Responses button on the Analyze page and then choose how you want to filter: By Response By Property By Collector To get started in adding filters to your data, follow these steps: Step 1: Click on the Analyze icon next to the survey title on the My Surveys page: Analyze Icon Step 2: Then click on the Filter Response button on the left side of the page: Step 3: You do have the ability to save filters in this section. If you have to filter the results by many different criteria, you can set up multiple filters and simply toggle them on and off. This feature enables you to create any number of filters (only one of which can be active at any given time) and then save them for later use. For additional information on filtering, please visit our Tutorials section: Filtering i. To create a Filter by Response: If you want to look for certain respondents who answered a particular answer choice to a specific question in your survey design, then it is best to apply a Filter by Response: 1. Select the Filter Responses button on the left side of the Response Summary page. 2. You can begin by naming the filter on the Editor page. Page 71

73 3. If you want to filter by specific questions and answer choices in the survey (rather than by 'property' or by 'collector') then check the "Filter by Response" option. (See image on page 73.) 4. Next click Add Response Filter and you will set the filter description as follows: Show responses of people who answered question: (then select the question from the dropdown) With answer choice: (then select the answer choice from the dropdown) Example: You want to filter the data by more than one response in the same filter. If you create one filter to "filter by response," here you can filter by multiple responses at a same time within one filter. Let's say you name this individual filter "School" and you want to filter more than one school at a time. Perhaps you want to know who goes to Jefferson and who goes to Madison. A. Click the Add Filter Response button and your first filter parameter within this one "School" filter would be: Show respondent who answered...what school do you attend? with response of...jefferson Then you can add a 2nd one to this same "School" filter by clicking the Add Response Filter button again and set up the 2nd one as follows: Show respondent who answered...what school do you attend? with response of...madison B. Next you will see an option pop up that will allow you to match by criteria. From here you can choose the option to "match any" or "match every" filter. If you create more than one filter, you will have the option to Match Every Filter, Match Any Filter, or Create Custom Combination of Filters. If you select to match every filter, then the tool will only search for respondents who meet all the criteria you set and will filter everyone else out. If you select to match any filter, the tool with search for those who match any of the created filters. All other respondents will be filtered out. Click the Save Changes button when you are finished. When this "school" filter is toggled on, you will see only those that match the criteria for the responses and questions. Page 72

74 ii. Creating Filters by Properties or Collectors If you would like to create a separate filter to look for respondents who answered your survey according to a certain property, then Filter by Properties is a good way to view those. For example, this is handy if you want to: View respondents who answered the survey during a specific time period. Look for a specific address or IP address of a respondent who answered the survey via an Invitation collector. View only the respondents who have completed the survey. View only the respondents who partially completed the survey. Page 73

75 Finally, you can filter by Collector. Only responses collected with a specific collector(s) will be visible in the analysis. iii. Managing Multiple or Saved Filters Once you've applied a filter, only the results "matching" your filter will be displayed. You can have multiple filters created, but only one named filter can be active at one time. You can simply toggle them on and off to view different filters. To Edit or Remove filters currently applied to your results, click the Edit Filter button to edit currently applied filters. Click the Un-apply button to disengage filters currently set for your results. Saved Filters Once you have created a filter configuration, clicking the Filter Responses button from the Response Summary Page will open the "Saved Filters" page. Apply a saved filter to your results by clicking the Apply Filter. Clicking the Filter Title or Edit Filter button opens the Filter Editor page. Delete Filter deletes a filter. Click Add New Filter to add a new filter. Page 74

76 3. Exporting the Data We offer several different export formats for downloading the data in both raw and aggregate forms to Professional subscribers. You may download your results anytime without affecting the collection of results if you have a Professional subscription. Downloading responses enables you to create additional graphs in Excel or other programs and save your results on your computer. Step 1: Please select the Analyze icon on the My Surveys page to get started. Step 2: Then click on the Download Responses button located on the left side of the page to choose your format: Step 3: From here choose between an All Responses Collected or for a Summary only: A. All Response Collected: If you need the entire results or a relational database format, you may do the following: Select the All Responses Collected option. Next choose either the 'condensed' or 'expanded' columns and the 'actual choice text' or 'numerical value' cells. You may also choose if you want to include the Open Ended Responses, or if you wish to download existing filters applied on the entire results. The data will be delivered to the address that you specify during this setup. Page 75

77 B. Summary Only Setup: If you need a Summary, XML HTML, or PDF version of the results, then you will choose the "Summary Report" type download. These formats will download directly onto your computer. Sometimes a popup blocker may prevent the full download of your Summary Only results. If the summary exports are not opening on your computer, then it is most likely a popup blocker issue. Please mouse over the address bar in your browser window. You should see a blocked status. Right click on blocked file and force it to come through. You can also access the previous exports requested in your account. Click the Analyze icon followed by the "Download Responses." Select the "View History" button located on the upper right side of this page. Here you will see a list of all the exports that have been requested in the account over the past 14 days. Exporting with Filters Applied on the Data: You do have the ability to request an export with a filter applied. Once you create a filter, make sure it is currently applied on the data on the Results Summary page. A green header with the applied filter will be visible on the Results Summary page. Next, access the Download Responses button. Since that filter is applied and is currently active on the survey, you will see a check box asking if you want to export with that filter applied. Make sure to check that option. When the export is delivered to you, only the filtered data will be downloaded. Page 76

78 4. Sharing Survey Responses with an Audience As a Professional subscriber, you have the ability to let others view your results without giving them access to your account through the Share Results link. The results link you provide updates as your results do! You determine the "shared" access of your survey results. You decide to share your Summary Results only or to provide access to all of your individual survey results, or All Responses. In addition, you have the option of allowing others to use the "Filter" feature and/or the "Downloading" features when they are accessing your Shared Results. To configure a link to share the survey results, please do the following: Step 1: Click on the Analyze icon next to the survey title on the My Surveys page: Analyze Icon Step 2: The Share Responses button is located on the left side of the Analyze page: Step 3: By default, the Sharing Disabled is selected. You can then configure the link to share: Only the Summary of Responses Share Summary of Responses, View Open-Ended Responses. Share Summary of Responses, View and Browse Open-Ended Responses - Similar to your admin view. From here you can enable filtering and downloading of the response for those receiving the share link. o (Please note: If you enable filtering it does not mean that those receiving the share link will see the filtered data as you see it in your account. Those who receive the share link with filtering enabled will see all survey respondents. They will be able to apply their own filters. For a work-around option to send out filtered data, please click here.) Page 77

79 o You can also create custom reports and hide questions you don t want others to see. Then configure a Share Responses link for that custom report. Password Protect Shared Responses. Step 4: The link to the results is generated, and you are now ready to provide the generated link to others. You can simply copy and paste that link into your own client to send out to whomever you would like! Part 1 of 2: Share Setup Part 2 of 2: Configure Password Protection Page 78

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