Respondent Data Editor Overview

The Respondent Data Editor is a tool for editing the respondent data in the database. The respondent data is saved in a table called “respondent” in the database, and it includes all information uploaded in the respondent file and also some system generated fields. The Respondent Data Editor is linked to the Emailing Report functionality (go to Email Delivery Report for more information), and any changes that are performed there will be reflected in the Respondent Data Editor.

Note: From the Respondent Editor, you cannot edit answers that the respondents have given to questions in the survey.

To open the Respondent Data Editor, go to the Respondents > Edit menu command.

The Editor page is divided into three frames - :

• The upper-right frame holds action buttons, selection fields and buttons, and displays the columns that are selected in the Select Columns dialog (go to Selecting Columns and Defining Views for more information). Note that each column displayed has a search field in the column header that allows you to search for specific respondent data. Type search criteria into the column search fields such that only the required respondents are displayed.
• The lower-right frame is for displaying and editing respondent data. Click on a blue respid link in the upper frame to display the data for the selected respondent.
• The frame on the left displays a list of the User Fields and System Fields available in the currently selected survey. If you double-click on a variable in the left frame, an overlay opens where you can change the value for the variable for all respondents currently visible in the upper-right frame.

You can re-size the frames by dragging the internal borders.

Figure 1 - Example of the Respondent Data Editor

Note: The SMTP fields will be available when Email Delivery Report is activated (go to Email Delivery Report for more information).

The left column User Fields list may include for example the respondents' name, email address, language etc. - all the variables/fields that are uploaded into the survey with the respondent list. The System Fields that are available will depend on the settings in the Designer > Survey Settings tabs, and may include:

• CapiInterviewerId - shows the ID of the CAPI interviewer to which the current respondent has been assigned. Refer to the CAPI documentation for further details on the CAPI functionality.
• userid - shows the respondent's userid, that is uploaded together with the corresponding password to allow the respondent to log in to limited surveys.
• sid - shows the respondent’s security ID. The sid is part of the survey link URL, and is a string of 8 random upper case characters. This means that there are 268(more than 200 billion) possible combinations for the sid. Note that the sid can be attached to the survey link URL "as-is" or it can be encrypted to increase security (go to Selecting Columns and Defining Views for more information).

• FailedLoginAttempts - to prevent unauthorized access, a respondent will be locked out of a survey after 10 failed login attempts. The message "This user cannot be logged on" will then be displayed to the respondent. To allow the respondent further login attempts, the project owner or an administrator must reset the counter. To do this, select the "FailedLoginAttempts" column using the Select Columns dialog (go to Selecting Columns and Defining Views for more information), and reset the counter value for that respondent to 0.

The following three Filter... fields are all set by Contact Frequency Rules, if the survey is added to a Hub and linked to a contact database with Contact Frequency Rules set.

• FilteredBySurveyId - is set if the emailing is blocked by Contact Frequency Rules, and will have the project id of the previous invite that fell within the limit. This can be in the same project or another project, depending on the circumstances.
• FilterStatus - when this is 1, the emailing has been stopped for this respondent due to a contact frequency rule. When this is 0, the emailing passed and was not stopped by the Contact Frequency Rules.
• FilterStatusDate - is the timestamp for when the status was set.
• FirstEmailedDate - is set when the first email invitation is sent, and is used when setting links to expire a number of days after the initial invitation is sent (go to Web Options Properties for more information).
• smtpcode - shows the response code. The response code is the answer from the recipients email server. Code between 500 and 599 means "Permanent Error". Code between 400 and 499 means "Temporary Failure". For example an ordinary "Permanent Error" is “550 MailboxNotFound”, a "Temporary Failure" is 452 InsufficientSystemStorage. These codes are standard codes that most email servers return. The text for the codes can vary from server to server.
• smtpstatus - current status of last sendout for a specific email: BadMail, Queued, MessageSent, NonDeliveryReport.
• smtpStatusDate - a date/time stamp for the last SmtpStatus value. This allows you to link the last status value with the date/time it was returned. This can be used as a filter.
• smtpTaskId - taskId for the batch task that sent the email.
• noOfEmailsSent - search field; you can search for respondents by the number of emails that have been sent.

Toolbar buttons:

• Delete - deletes the selected respondent(s)
• Search - performs a search when the search parameters have been defined.
• Export - exports the active set of respondents and variables to Tab delimited ASCII file.
• Synchronize - enables you to update and/or append records from the respondent list into the response data (go to Synchronization for more information).
• Select a View - the drop-down displays Views that you have predefined in Select Columns (see below). The respondents are displayed according to the selected View.
• Select Columns - opens a pop-up window where you can select search fields/columns that are to be displayed (go to Selecting Columns and Defining Views for more information). You can also save sets of columns as Views that you later can choose from the Select a View drop-down.
• Advanced Expression - opens a window with a text field where you can write SQL code. This allows you to use more advanced combinations in your search (go to Advanced Expressions for more information). When you define an expression, save it then click Search. The advanced expression will be used to provide the search result. A text in the upper row of the window will inform you “Advanced expression in use” when an expression is active, and “No advanced expression” when none is in use.
• Clear Advanced Expression - removes the Advanced Expression from the search.