How to work with Panels in LimeSurvey
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1. Step 3e Your survey is now active in closed access mode which means participants will require a token to participate The URL of your survey is pointed to by the red arrow in Figure 18 below Computing and Communications Services 20 How to work with Panels in LimeSurvey 2011 Figure 18 The URL of your survey is pointed to by the red arrow LimeSurve Administration Logged in as ccsdemo A A ED Surveys LimeSurvey D tration Surv se km y imeSurvey Demonstration Sur P 6 Survey LimeSurvey Demonstration Survey 1D 92792 P SBWRARB S a Question groups Please choose STA Toyx Title LimeSurvey Demonstration Survey ID 92792 Survey URL English Description Welcome Welcome to our Survey This is just a short strate a few of LimeSurvey s features Administrator CCS Demonstration Account petermc uoguel Start date time Expiry date time Template Guelph_cornerstone Base language English Additional _ languages https dev2 surveys ccs uoquelph ca limeSurvey index php sid 92792 amp ang en End URL https surveys ccs uoquelph ca limeSurvey index php sid 67688 amp lang en Number of questions groups Survey currently active 11 2 Yes Survey table name lime_survey_92792 Hints Answers to this survey are anonymized It is presented question by question A question index will be shown participants will be able to jump between viewed question2. lime_tokens_92792 Continue Computing and Communications Services 6 How to work with Panels in LimeSurvey 2011 Step 2d You will then be presented with the Token control toolbar as illustrated in Figure 6 Click the mport tokens from CSV file icon pointed to by the red arrow in Figure 6 Figure 6 The Token contro toolbar LimeSurve Token control LimeSurvey Demonstration Survey T DbPA RB Total records in this token table Total with no unique Token Total invitations sent Total opted out Total surveys completed Token database administration options Set all entries to No invitation sent Delete all unique token strings Delete all token entnes Step 2e Locate your csv file on your computer the csv file was created in step 1 of this document by clicking the Browse button pointed to by red arrow 1 in Figure 7 then click the Upload button pointed to by red arrow 2 in Figure 7 Computing and Communications Services 7 How to work with Panels in LimeSurvey 2011 Figure 7 The location of the Browse and Upload buttons LimeSurve Token control LimeSurvey Demonstration Survey 0DAN a see Bus On A Choose the CSV file to upload Character set of the file Automatic auto Separator used Auto detect w Filter blank email addresses 7 Filter duplicate records 7 Duplicates are determined by Upload CSV input format File should be a stand
3. CCS LimeSurvey system administrator After a group of X messages has been sent if you have more recipients in your token table you will be prompted for authorization to send the next group of X messages Tip Always send an email invitation to yourself first to check for accuracy and completeness before sending the invitation to your full panel Refer to Step 2h and Figure B above for information on how to do this Computing and Communications Services 22 How to work with Panels in LimeSurvey 2011 Figure 20 The form that appears containing the text of your email invitation message LimeSurve Token control LimeSurvey Demonstration Survey 2 Dax A SSC RzBONR OC Send email invitations English Base language From CCS Demonstration Account lt ccsdemo uoguelph Subject Invitation to participate in survey Message a 9 E Source B Ul 3 You have been invited to participate in a survey The survey is titled LimeSurvey Demonstration Survey 1 Bypass token with failing email addresses Yes v Send invitations Leveraging the dynamic nature of LimeSurvey s token table As you send email invitations to your panel members LimeSurvey updates the token table with the date time the invitation was sent As your panel members complete the survey LimeSurvey again updates the token table with this indication This dynamic nature of the token table lets you track who has and has not responded
4. Figure 16 The location of the Switch to closed access mode button ee VT ey Administration Logged in as ccsdemo N Jeet SN a Surveys LimeSurvey Demonstration Surv w P OQ Survey LimeSurvey Demonstration Survey 1D 92792 P SeSURzAA B Question groups Please choose a 5 es Bes Activate survey 92792 This survey is now active and responses can be recorded Open access mode No invitation code is needed to complete the survey You can switch to the closed access mode by initialising a token table with the button below gt to closed access mode _No thanks i Step 3d The Token control toolbar will appear as shown in Figure 17 below Click the Return to survey administration icon pointed to by the red arrow in Figure 17 to return to the previous multi toolbar display Computing and Communications Services 19 How to work with Panels in LimeSurvey 2011 Figure 17 The location of the Return to survey administration icon on the Token control toolbar LimeSurve Token control LimeSurvey Demonstration Survey tr 0 DAA 2 33e AaB ON AO Token summary vtal records in this token table 4 Total with no unique Token 0 4 Total invitations sent 0 4 Total opted out 0 4 Total surveys completed 0 4 Token database administration options e Set all entnes to No invitation sent Delete all unique token strings e Delete all token entries
5. person in the token table The URL pointing to the survey start if you are sending HTML emails this will be a fully linked HTML version SURVEYURL The recipient can click this link to go directly to your survey TOKEN The recipient s token to access the survey d After making any changes to the template ensure you click the Save button to save your changes When you have completed working with your token table click the Return to survey administration icon to return to the previous multi toolbar display The Return to survey administration icon is pointed to by the red arrow in Figure 13 below Computing and Communications Services 15 How to work with Panels in LimeSurvey 2011 Figure 13 The location of the Return to survey administration icon on the Token control toolbar LimeSurve Token control LimeSurvey Demonstration Survey Search Records displayed 4 Starting from Show GID Actions amp First name amp Last name Email address amp Email status Token G7 Xz Mary Smith msmith anywhere com OK zsvwjti7z3takah 2 MB Tom Jones tom jones bestemail ca OK ghjyhcbhytrSmb GH Kz Emil Alihe e ailhe kentucky org OK dbk986cqbcs4m 2 Me Reanne Fruer fruer mymail edu OK 4sunrby3twuj2ft Step 3 Activate your survey and specify that it should use a token table i e that it should be closed access Step 3a First click the Activate this survey icon on t
6. to your panel members to invite them to take your survey b Email placeholders are present in your templates In Figure 12 red arrows 1 2 and 3 are pointing to email placeholders Email placeholders are of the form PLACE HOLDER_NAME note the name is always in capitals and is always enclosed in brace brackets Computing and Communications Services 14 How to work with Panels in LimeSurvey 2011 c When you send the email message LimeSurvey replaces the email placeholder with the value appropriate for the specific panel member Refer to the Email Placeholder section of the LimeSurvey User Manual for a complete listing of all email placeholders the section is within the Tokens chapter Below is a list of the most commonly used email placeholders Note that if you include an email placeholder in your email message it must be all capitals and it must be enclosed in brace brackets __Email placeholder__ _Deseription ADMINEMAIL ADMINEMAIL ADMINeMAIL Em of the ee eee Tene administrator set in your survey s ee eee Tene ADMINNAME ADMINNAME AME Name of Survey Administrator set in your survey s metadata SURVEYNAME Title of your survey of Title of your survey survey SURVEYDESCRIPTION Description of your survey EMAIL a address of the recipient i e the person in the token FIRSTNAME First Name of the recipient i e the person in the token table LASTNAME Last Name of the recipient 1 e the
7. to your survey You can click the Send email reminder icon on the Token control toolbar to initiate the process of sending reminder emails to the panel members who have not yet completed the survey The location of the icon is pointed to by the red arrow in Figure 21 below As your reminder email messages are sent LimeSurvey again updates the relevant information in the token table Computing and Communications Services 23 How to work with Panels in LimeSurvey 2011 Figure 21 The location of the Send email reminder icon on the Token control toolbar LimeSurve Token control Election for the Board of Regents Token summary ODANIN Takimi nman 2 lM alla MlM For more information on working with tokens and the token table please refer to the relevant section of the LimeSurvey User Guide Computing and Communications Services 24
8. ame Date modified Type Size r eirenicon_toplogo 20 04 2011 11 40 File folder d My SAS Files 01 04 2011 2 45PM File foider di My SAS Files 32 31 03 2011 4 06 PM File folder SafeNet Sentinel 01 04 2011 3 52PM File folder d PSSInc 25 05 2011 9 15AM File folder d winmarks 28 04 2011 9 25AM File folder 4 Libraries gt Eel Documents b al Music gt lee Pictures gt FE Videos v File name MyPanel Save as type CSV Comma delimited Authors Peter McCaskell Tags Add a tag Title Add a title a Hide Folders Tools Computing and Communications Services 4 How to work with Panels in LimeSurvey 2011 Step 2 Create and populate a token table in your survey Step 2a Click the Token management icon on the survey toolbar as pointed to by the red arrow in the Figure 3 Figure 3 The location of the token management icon on the Survey toolbar Administration Logged in as ccsdemo y pe k aN a Surveys LimeSurv ores aR Survey LimeSurvey Demonstration Survey 1D 92792 aeuvurze fe Question groups Pleas Title LimeSurvey Demonstration Survey Survey URL English Description Welcome Welcome to our Survey This is just a short survey to illustrate a few of LimeSurvey s features Administrator CCS Demonstration Account petermc uoguelph ca Start date time Expiry date time Template Guelph_cornerstone Base language English Additional _ language
9. ard CSV comma delimited file with optional double quotes around values default for OpenOffice and Excel The first line must contain the field names The fields can be in any order Mandatory fields firstname lastname email Optional fields emailstatus token language validfrom validuntil attribute_1 attribute_2 attribute_3 usesleft Your csv file will be uploaded to the LimeSurvey server and your token table will be populated with the information from the file Step 2f Next generate tokens for each person in your token table by clicking the Generate tokens icon pointed to by the red arrow in Figure 8 below A tokenis a unique password for each member of your panel When a person accesses your closed access survey they will be asked for their token Alternatively within LimeSurvey you can send an email invitation to selected or all people in your token table Within the email message is a customized link the respondent can click to access your survey The link includes the respondent s specific token so they will not be prompted for a token Computing and Communications Services 8 How to work with Panels in LimeSurvey 2011 when the survey loads Sending email invitations is covered in Step 4 of this Drill Down document Figure 8 The location of the Generate tokens icon on the Token control toolbar Token control LimeSurvey Demonstration Survey T DAA AVS Rew oF a Token file upload U
10. cation of the icons beside each panel member s entry LimeSurve Token control LimeSurvey Demonstration Survey 0DAN a 462 aes On wm Data view control py a cs vi Se Records displayed 4 Starting from OF s First name Last name Email address Email status 9 Token ary Smith msmith anywhere com OK zsvwj 7z3takah tom jones bestemail ca OK ghjyhcbhytr5mb e ailhe kentucky org OK dbk986cqbcs4m fruer mymail edu OK 4sunrby3twuj2 f Note also the Edit email templates icon pointed to by the red arrow in Figure 11 below Included with your token table are a number of email message templates of content you can send to invite members of the panel to take your survey remind members of your panel about your survey if they have not yet responded thank the participant when they submit your survey notify you when a response has been received etc You can edit the content of these message templates by clicking the Edit email templates icon Tip Include yourself in the token table so you can send messages to yourself for testing purposes before sending email to your panel members Computing and Communications Services 12 How to work with Panels in LimeSurvey 2011 Figure 11 The location of the Edit email templates icon on the Token control toolbar LimeSurve Token control LimeSurvey Demonstration Survey es ODPL Bees Data view control aG QQ OO Se E Records displaye
11. d 4 l Starting from Sm m ID Actions First name Last name Email address Q Email status Token G7 XE Mary Smith msmith anywhere com OK zsvwjti7z3takah 7 Xz Tom Jones tom jones bestemail ca OK ghyyhcbhytrSmb Q 2 MS Emil Alihe e ailhe kentucky org OK dbk986cqbcs4m 2 Mis Reanne Fruer fruer mymail edu OK 4sunrby3twuj2fi Clicking the Edit email templates icon pointed to by the red arrow in Figure 11 above presents the screen in Figure 12 below Computing and Communications Services 13 How to work with Panels in LimeSurvey 2011 Figure 12 The screen displayed when you click the Edit email templates icon LimeSurve Administration Logged in as ccsdemo N k SA EA Surveys Election for the Board of Regent w PA O1 Survey Election for the Board of Regents ID 92792 eerrRreaas Question groups Please choose Edit email templates English Base language Invitation email subject Invitation to participate in survey Use default Invitation email 3 Source B F Ul 2 You have been invited to participate in a survey The survey is titled a 2 Referring to Figure 12 above a The templates are arranged on tabs see the area outlined with a red rectangle in Figure 12 these are the tabs In the figure the nvitation tab is the active tab so you are seeing the template for the email invitation message This is the message that is sent
12. el member s entry in the Actions column outlined with a red rectangle in Figure B below As with all icons in LimeSurvey you can mouse over each icon to view the associated tooltip to determine the icon s action For example a clicking the pencil icon will let you edit the information i e attributes associated with the person s entry in the token table You can change any attribute b clicking the green gear icon will let you complete the survey on behalf of the panel member c clicking the red X icon will delete the entry from the panel d clicking the symbol that looks like an envelope will let you send an email invitation to the panel member inviting them to complete your survey This icon will change to send a reminder email after the initial invitation email has been sent Computing and Communications Services 10 How to work with Panels in LimeSurvey 2011 Figure A The location of the survey metadata setting that governs the length of the tokens in the token table By default tokens are 15 characters in length LimeSurve Administration Logged in as ccsdemo ps X hay a N Surveys Election for the Board of Regent P OQ Survey Election for the Board of Regents ID 92792 W 7 R B fa Enable token based No response persistence Set token length to 15 Computing and Communications Services 11 How to work with Panels in LimeSurvey 2011 Figure B The lo
13. he Survey toolbar The icon resembles a small green triangle and is pointed to by the red arrow in Figure 14 below Computing and Communications Services 16 How to work with Panels in LimeSurvey 2011 Figure 14 The location of the Activate this survey icon on the Survey toolbar LimeSurve Administration Logged in as ccsdemo BE ieoa wie su A Og i SS TEESE urveys LimeSurvey Demonstration Surv w 1 F Y M Ac tivate this Survey meSurvey Demonstration Survey ID 92792 e728 8 8 Question groups Please choose P Terk Title LimeSurvey Demonstration Survey ID 92792 T Eagickjs https dev2 surveys ccs uoguelph ca limeSurvey index php sid 92792 amp lang en Description Welcome Welcome to our Survey This is just a short survey to illustrate a few of LimeSurvey s features Administrator CCS Demonstration Account petermc uoquelph ca Start date time Expiry date time Template Guelph_cornerstone Base language English Additional _ languages End URL https surveys ccs uoguelph ca limeSurvey index php sid 6 7688 amp lang en Number of questions groups Survey currently active 11 2 Hints Answers to this survey are anonymized It is presented question by question https dev2 surveys ccs uoque ey admin admin php sid 92792 participants will be able to jump between viewed Step 3b After reviewing the content of the warning messages click the Activate survey but
14. opening doors through technology www uoguelph ca ccs CC University of Guelph How to work with Panels in LimeSurvey LimeSurvey Drill Down Document Computing and Communications Services 7 14 2011 How to work with Panels in LimeSurvey 2011 Often you wish to restrict access to your survey to members of a pre defined list of participants For example if your survey consists of questions comprising the various ballots for an election you will want to restrict access to the survey to the people on the voters list In online surveys such a pre defined list of eligible participants is called a panel In LimeSurvey panels are implemented by a concept known as a token table This Drill Down document shows you how to create a token table for your survey and set the metadata in your survey so only people listed in the token table can take your survey There are four broad steps involved in working with panels 1 Create a comma separated values csv file containing your panel information 2 Create and populate a token table for your survey The token table is populated with the content from your csv file 3 Activate your survey and specify that it should use a token table i e that it should be closed access 4 Announce your survey Step 1 Create a comma separated values csv file containing your panel information The csv file must have the information as illustrated below firs
15. ploaded CSV file successfully pijini sk ENEE e 4 records in CSV e 4 records met minumum requirements e 4 records imported Step 2g Next click the Yes button to proceed with token generation as shown in Figure 9 Figure 9 Click the Yes button to proceed with token generation LimeSurve Token control LimeSurvey Demonstration Survey DAAR 662 aes On A Create tokens Clicking yes will generate tokens for all those in this token list that have not been issued one Is this OK Computing and Communications Services How to work with Panels in LimeSurvey 2011 Your tokens will be created Each token will be unique Step 2h You can then click the Display tokens icon to display the contents of your token table The location of the Display tokens icon is pointed to by the red arrow in Figure 10 below Figure 10 The location of the Display tokens icon on the Token control toolbar LimeSurve Token control LimeSurvey Demonstration Survey aiie nn a 3e Bz B Display tokens ee ae Create tokens 4 tokens have been created A Like it Donate to In the resulting display shown in Figure B below note the tokens that have been assigned to the various members of your panel The tokens are unique and their length is determined by a setting in your survey s metadata as illustrated in Figure A below In Figure B note also the icons beside each pan
16. s End URL https surveys ccs uoguelph ca limeSurvey index php sid 67688 amp lang en Number of questions groups Survey currently i No active Hints Answers to this survey are anonymized It is presented question by question https dev2 surveys ccs uogue ey admin admin php sid 92792 participants will be able to jump between viewed https dev2 surveys ccs uoguelph ca y index php sid 92792 amp lang en 11 2 Step 2b Click the nitialize tokens button as pointed to by the red arrow in Figure 4 Computing and Communications Services 5 How to work with Panels in LimeSurvey 2011 Figure 4 The location of the nitialize tokens button Token control LimeSurvey Demonstration Survey Warning Tokens have not been initialised for this survey If you initialise tokens for this survey then this survey will only be accessible to users who provide a token either manually or by URL Note If you turn on the Anonymized responses option for this survey then LimeSurvey will mark your completed tokens only with a Y instead of date time to ensure the anonymity of your participants o you want to create a token table for this survey Initialise tokens No thanks Step 2c Click the Continue button as pointed to by the red arrow in Figure 5 Figure 5 The location of the Continue button Token control LimeSurvey Demonstration Survey A token table has been created for this survey
17. s Responses will be date stamped L IP addresses will be logged ES Step 4 Announce your survey Once your survey has been activated you announce its availability to your panel of respondents You can do this within LimeSurvey by sending an email invitation message to your panel Start this process by clicking the Send email invitation icon on the Token control toolbar The location of the icon is pointed to by the red arrow in Figure 19 Computing and Communications Services 21 How to work with Panels in LimeSurvey 2011 Figure 19 The location of the Send email invitation icon on the Token control toolbar LimeSurve Token control LimeSurvey Demonstration Survey oe DPARBSEEG RRN INA O Send email invita Send email invitation After clicking the icon the form illustrated in Figure 20 will appear Review the text of your email invitation message for accuracy noting that some email placeholders have already been replaced with content see red arrow 1 while others are still present See red arrow 2 The email placeholders not yet replaced with content are those that will be replaced with recipient specific information from the token table as the message is sent to an individual When you are ready to send the email invitations click the Send invitations button pointed to by red arrow 3 in Figure 20 The messages will be sent in groups of X e g 200 messages where X has been set by the
18. tname lastname email ary Smith msmith anywhere com om Jones tom jones bestemail ca mil Alihe e ailhe kentucky org eanne Fruer fruer mymail edu Computing and Communications Services 2 How to work with Panels in LimeSurvey 2011 Note that e the first line in the csv file must read firstname lastname email e you enter your panel members information on subsequent lines in the file For each member of your panel enter their firstname lastname and email address separated by commas You must supply the firstname lastname and email address for every member of you panel It is often easiest to create and maintain your panel information in an Excel spreadsheet as shown in Figure 1 Figure 1 An Excel spreadsheet containing sample panel information A B Cc D E firstname lastname email Mary Smith msmith anywhere com Tom Jones tom jones bestemail ca Emil Alihe e ailhe kentucky org Reanne Fruer fruer mymail edu Within Excel you can then save the spreadsheet as a csv file as illustrated in Figure 2 Computing and Communications Services 3 How to work with Panels in LimeSurvey 2011 Figure 2 How to save your Excel spreadsheet as a CSV comma separated values file x Save As d c gt Libraries Documents gt New folder gt ik Microsoft Excel A Documents library Arrange by Folder Includes 2 locations 3 EA Favorites BB Desktop pr Downloads Recent Places N
19. ton as pointed to by the red arrow in Figure 15 below Computing and Communications Services 17 How to work with Panels in LimeSurvey 2011 Figure 15 The location of the Activate survey button LimeSurve Surveys LimeSurvey Demonstration Surv a PA 6 Survey LimeSurvey Demonstration Survey 1D 92792 eoer7rzBeana Question groups Plesse choose SP iai Activate survey 92792 Administration Logged in as ccsdemo Warning READ THIS CAREFULLY BEFORE PROCEEDING You should only activate a survey when you are absolutely certain that your survey setup is finished and will not need changing Once a survey is activated you can no longer Add or delete groups Add or delete questions Add or delete subquestions or change their codes However you can still Edit your questions code title text and advanced options Edit your group names or descriptions Add remove or edit answer options Change survey name or description Once data has been entered into this survey if you want to add or remove groups or questions you will need to deactivate this survey which will move all data that has already been entered into a separate archived table Activate survey Step 3c On the resulting screen click the Switch to closed access mode button that appears as pointed to by the red arrow in Figure 16 below Computing and Communications Services 18 How to work with Panels in LimeSurvey 2011
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