Update Data and Delete Respondents

There are two ways to edit the respondent data.

• Update field(s) for one respondent at a time
• Update sets of fields/data

To update data for one respondent at a time:

1. Click the respid of that respondent.

The details page of this respondent is displayed in the lower frame with the search fields as shown below.



Figure 1 - Updating respondent data

2. Make the desired changes in the fields available.
3. Click Save.

To delete respondents:

1. Select the respondent you wish to delete.
2. Click the Delete button in the LOWER part of the window.

A dialog box appears asking if you really want to delete the respondent. If you confirm the deletion, the respondent is deleted from the respondent table. Note that it is not possible to retrieve a deleted respondent. However if the respondent has answered the survey his or her answers to the questions in the survey are not deleted.

3. Confirm the deletion or Cancel.

Important: Editing and deleting respondent data in this window changes or removes the data from the respondent table in the database. It is not possible to retrieve this data again. So proceed with caution.

Note: The "Delete" button at the top of the page deletes the entire set of data that has been retrieved in the search. To delete or update only the selected respondent in the set, use the "Delete" or "Save" buttons in the lower frame of the screen where this respondent's data is displayed.

For CATI-enabled surveys:

For CATI-enabled surveys, the number of respondents that can be deleted simultaneously is limited to 20,000. If you attempt to delete more than 20,000 respondents via Respondent Data > Edit, you will not be allowed to and the message below will appear - . You then need to apply an appropriate filter to reduce the volume, and run the deletion procedure as many times as necessary.

Figure 2 - Warning message for attempted excess deletion

To update sets of respondent data:

1. Make a search such that only those sets of respondent information that you wish to update are listed.
2. In the left frame, click the variable you wish to update.

A pop-up widow opens showing the name of the field with the current variable.

3. Type the new value of the variable into the field and click OK.

Note: Ensure you have the correct search result before you update the responses.

Example:

In the figure below, the search for respondents belonging to the Sales department has returned three names. Assume that we wish to change their department to Professional Services. To achieve this, click once on the “department” field in the User Fields folder.

Figure 3 - Updating Sets of Respondent Data - 1

A pop-up window opens. This pop-up window shows the name of the field (department) and a text box - . Type the new value of the variable, in this case, “ProS”, into the field and click OK.

Figure 4 - Updating Sets of Respondent Data - 2

A warning message is displayed asking you to confirm that you want to update this set of respondents. Once the change is performed, the main window will update, displaying “No items available because the value of one of the fields was changed.