How to use Respondent Data Field Manager

Add respondent data to enrich your Quest, by assigning invitees useful information that you already possess. Use the Respondent Data Manager to create, read, update, or delete your respondent data fields.

Adding Fields

You can choose between the three Field types when adding fields:

• Custom field – to store additional information about your respondents
• Mobile – to store cell numbers, used for SMS-invitations
• E-mail – to store email addresses be used for email invitations

• Field name: enter a name that make it easy for you and your colleagues to understand what it is all about. Make it descriptive so you understand what the data is about whenever you need to use it (tags, routing- or filter conditions, crosstabulation in reports).
• Personal data: mark any sensitive- and person identifiable fields as personal data to ensure automatic deletion on retention period end (if the Quest is GDPR-enabled) or manual deletion of personal data from Follow-up.
• Filterable: fields marked as filterable will be easier to create filters on. Each unique field will be stored as an answer alternative that you even can present to respondents as a drop-down question. Fields that have a lot of variation, like first- or last names, should never be filtrable to ensure great performance. For more details, see the part Convert fields below.

Update fields

If you did not get it right the first time, for some reason or another, your field needs updating, you have 5 options to lean on:

1. Use “Title” to update the fields internal name, as used in Designer and Reports
2. Use “Personal data” to check/uncheck the field as personal data
3. Use the trashcan to delete a field entirely (note: locked after publishing)
4. Use the “Convert” to set the field filterable/ non-filterable*

1. Use “Add” to add new alternatives

1. Click on any existing alternative to edit or delete an alternative:

Convert fields*

Avoid marking fields as “filterable” if they vary about as much the number of respondents, or if you do not intend to use the information in conditions for routing or filters regardless. In fact, Essentials will issue a warning for all fields that have 250 or more answer alternatives – and urge you to convert the field for better performance. If your field has 500 or more alternatives, Essentials will error and demand that you convert the field before resuming.

PS: Say you need to group all respondents that are named “Michelle”. Use conditions like “contains”, “does not contain” and “equal to” to create filters on such text fields.

Export

If you need a template for import file before importing- and inviting your invitees, use “Export” to get an updated spreadsheet with your respondent data fields.

Show respondent data field

Showing respondent data fields to respondents can be useful if you have old- or incomplete data and want to verify if the respondent data by presenting it to the respondents as a question.

From Designer, select “Add” and “Show respondent data field”:

… then mark the fields you want to present:

These questions will be automatically answered the corresponding fields from the uploaded respondent data, and blank if missing. The respondents will be able to review and update the:

• … non-filterable fields by entering text (e.g., “Last name”)
• … filterable fields by selecting alternatives from the drop-down menu (e.g., “Favorite food”)