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Difference between revisions of "Survey participants"

From LimeSurvey Manual

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__TOC__
 
__TOC__
  
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=Introduction= <!--T:3-->
  
=Introduction= <!--T:3-->
 
  
 
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On many occasions you will want to invite a group of people to participate in your survey, keep track of who has completed the survey, and ensure that each person can only participate once. The tokens feature allows you to do the following:
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On many occasions, you will want to invite a group of people to participate in your survey, keep track of who has completed the survey, and ensure that each person can only participate once. The survey participants table feature allows you to do the following:
*Import a list of names and email addresses for participants (from a [[Survey_participants#CSV_import|CSV]] file or an [[Survey_participants#LDAP_import|LDAP query]]);
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*Import a list of names and email addresses for participants from a [[Survey_participants#Import participants from a CSV file|CSV]] file or a [[Survey_participants#Import participants from an LDAP query|LDAP query]];
*Generate a unique token number for each participant (invitation code);
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*Generate a unique token code for each participant (invitation code);
*Send an email invitation to each person in your list, by group or individually;
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*Send an email invitation to each person in your list (by group or individually);
*Send a reminder email to each person in your list who has not yet responded, by group or individually;
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*Send a reminder email to each person in your list who has not yet responded (by group or individually);
*Track who from your list has responded;
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*Track who has responded from your survey participants list;
 
*Restrict access against people who have not got a token, and those with a token who have already responded;
 
*Restrict access against people who have not got a token, and those with a token who have already responded;
 
*Edit/change any details in your list;
 
*Edit/change any details in your list;
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<!--T:5-->
Once the survey is switched to ''Closed-access'' mode (you need to enable tokens for the respective survey), '''only the people with a valid token code (not already used) can access the survey'''.
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Once the survey is switched to ''Closed-access'' mode (you need to create a survey participants table first for the respective survey), '''only the people that provide a unique token code (that has not been already used) can access the survey'''.
  
 
<!--T:6-->
 
<!--T:6-->
If you enable the [[Participant tokens#Allow public registration|Allow public registration option]] from the '''Participant tokens''' panel, the survey participants will be able to register for your survey by receiving an automatically generated token code.
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If you enable the [[Participant settings|Allow public registration]] option from the '''Survey participants table''' panel, the survey participants will be able to register for your survey by receiving an automatically generated token code.
  
 
<!--T:130-->
 
<!--T:130-->
{{Note|Some tokens-related settings are stored in the [[Participant tokens|Participant tokens]] panel.}}
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{{Note|Some tokens-related settings are stored in the [[Participant settings|participant settings]] panel.}}
  
=How to activate a tokens table?=
 
  
To activate the tokens functionality of LimeSurvey, access the survey and click on the '''Survey Participants''' button located in the '''Settings menu'''. You will be prompted by the following message:
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=How to create a survey participants table?= <!--T:133-->
  
  
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<!--T:134-->
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To activate a survey participants table, access the survey and click on the '''Survey Participants''' button from the '''Settings menu''':
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 +
<!--T:247-->
 +
<center>[[File:Survey_participants_settings_tab.png]]</center>
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<!--T:248-->
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You will be prompted by the following message:
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 +
<!--T:135-->
 
<center>[[File:Switch-to-closed-access-mode-2.png]]</center>
 
<center>[[File:Switch-to-closed-access-mode-2.png]]</center>
  
  
If you ''initialize participant table'', the survey will be accessible only to those users that provide in the survey registration process a token (either manually or by URL). In this way, the survey will be switched to the '''closed-access''' mode.
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<!--T:136-->
 +
If you ''initialize a participant table'', the survey will be accessible only to those users that provide in the survey registration process a token code (either manually or by URL). In this way, the survey will be switched to the '''closed-access''' mode.
 +
 
 +
<!--T:137-->
 +
Once initialized, a window will load up confirming the creation of the survey participants table.
 +
 
  
Once initialized, a window will load up with the confirmation of the participant/token table creation.
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==Reactivate a survey participants table== <!--T:138-->
  
==Reactivate a token table==
 
  
Sometimes you may want to change a set of questions from the survey after you have already activated your survey. Deactivate your survey, make the changes. When reactivating it and reusing the tokens table, you have the possibility to restore the previously closed one:
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<!--T:139-->
 +
When you delete a survey participants table, a backup is created. It can be later reactivated if you wish to use that specific survey participants table in another survey:
  
  
 +
<!--T:140-->
 
<center>[[File:Restore old token tables.png]]</center>
 
<center>[[File:Restore old token tables.png]]</center>
  
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=The survey participants table management tools= <!--T:11-->
  
=The token management tools= <!--T:11-->
 
  
A survey participant summary will load up if the token/participant table was previously created. The following options are displayed:
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<!--T:141-->
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A survey participant summary will load up if the survey participants table was previously created. This is the default screen:
  
Displays just the brief summary of tokens in the table (number of tokens, how many have been sent an invitation, and how many have responded). This is the default screen.
 
  
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<!--T:142-->
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<center>[[File:Survey participant summary.png]]</center>
  
<center>[[File:]]</center>
 
  
 
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<!--T:143-->
*'''Total records:''' The number of survey participants from the tokens table;
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*'''Total records:''' The number of survey participants from the survey participants table;
*'''Total with no unique token:''' It displays the number of users without an assigned token id;
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*'''Total with no unique token:''' It displays the number of users without an assigned token code;
*'''Total invitations sent:''' It shows the number of invitations that have been sent to your survey participants from the tokens table by using the Invitations option from the [[Invitations & reminders|Invitations & reminders]] menu;  
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*'''Total invitations sent:''' It shows the number of invitations that have been sent to your survey participants from the '''Survey participants''' table by using the Invitations option from the [[Survey participants#Invitations & reminders|Invitations & reminders]] menu;  
*'''Total opted out:'''  
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*'''Total opted out:''' It displays the total number of survey participants that have decided [[Email_templates#Participant opt-out|to opt out]] from the survey;
 
*'''Total screened out:'''  
 
*'''Total screened out:'''  
*'''Total surveys completed:''' It shows the number of the surveys that have been completed by those users who have been allocated a token id.  
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*'''Total surveys completed:''' It shows the number of the surveys that have been completed by those users who have been allocated a token code.  
  
Above the '''Survey participant summary''' table, you may find the '''token management tools''':
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<!--T:144-->
 +
Above the '''Survey participant summary''' table, you may find the '''survey participants table management tools''':
  
  
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*'''Display participants:''' If clicked, a tokens table with all the current participants will load up. From the browse screen you can edit or delete individual entries in the token table as well as perform a number of other useful functions (see browse section below)
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<!--T:145-->
*'''Create...:''' This options allows the survey administrator to add participants into the tokens table either via the '''Add participant''' option or via the '''Import participants''' function;
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*[[Survey participants#Display participants|Display participants]]: If clicked, a survey participants table with all the current participants will load up. From the browse screen you can edit or delete individual entries from the table as well as perform a number of other useful functions (see the [[Survey participants#Display participants|Display participants wiki]] section below for more details);
*'''Manage attributes:''' It allows the survey administrator to add additional fields to the tokens table to store custom participant data;
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*[[Survey participants#Create...|Create...]]: This option allows the survey administrator to add respondents into the survey participants table either via the '''Add participant''' option or via the '''Import participants''' function;
*'''Export:''' If you wish to export the token tables and used them in other surveys, use this function. The file will be saved in the .CSV format;
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*[[Survey participants#Manage attributes|Manage attributes]]: It allows the survey administrator to add additional fields to the survey participants table to store custom participant data;
*'''Invitations & reminders:''' Use this option in order to quickly invite or remind your participants from the tokens table to fill in your online survey;
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*[[Survey participants#Export|Export]]: If you wish to export the token tables and use them in other surveys, use this function. The file will be saved in the .CSV format;
*'''Generate tokens:''' It is a LimeSurvey functionality that allows the survey adminstrator to quickly allocate a random unique token id to each user from the tokens table;
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*[[Survey participants#Invitations & reminders|Survey participants]]: Use this option in order to quickly invite or remind your participants from the survey participants table to fill out your online survey;
*'''View in CPDB:''' It's a button that offers quick access to your LimeSurvey installation [[Central participants database|central participant database]] (CPDB).
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*[[Survey participants#Generate tokens|Generate tokens]]: It is a LimeSurvey functionality that allows the survey administrator to quickly allocate a random unique token code to each user from the survey participants table that does not have one;
 +
*[[Survey participants#View in CPDB|View in CPDB]]: It's a button that offers quick access to your LimeSurvey installation [[Central Participant Database|central participant database]] (CPDB). You can allocate from there CPDB users as survey participants to any survey you wish.
  
==Display participants==
 
  
It lists the complete list of participants in the tokens table. From the browse screen you can edit or delete individual entries in the token table as well as perform a number of other useful functions (see browse section below)
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==Display participants== <!--T:146-->
 +
 
  
 
<!--T:29-->
 
<!--T:29-->
The browse screen will show you the entries list from the tokens table. It allows the user to:
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It shows the entries list from the survey participants table. It allows the user to:
*[[Survey participants#Sort the survey participants|sorth the survey participants]];
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*[[Survey participants#Sort the survey participants|sort the survey participants]];
 
*[[Survey participants#Filter the survey participants|filter the survey participants]];
 
*[[Survey participants#Filter the survey participants|filter the survey participants]];
*[[Survey participants#Perform certain actions for an individual entry|perform certain actions for an individual entry]];
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*[[Survey participants#Perform certain actions to an individual entry|perform certain actions to an individual entry]];
*[[Survey participants#Perform a specific actions to more than one entry|perform certain actions for more than one entry]].  
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*[[Survey participants#Perform a specific action to more than one entry|perform certain actions to more than one entry]].  
  
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 +
<!--T:147-->
 
<center>[[File:token-actions.png]]</center>
 
<center>[[File:token-actions.png]]</center>
  
===Sort the survey participants===
 
  
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===Sort the survey participants=== <!--T:148-->
  
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<!--T:31-->
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The second row of the table includes various criteria that can help the survey administrator sort the entries. If you click on any of the columns/criteria from the table, the screen will be refreshed, showing the survey participants ordered in accordance to the criterion you just clicked on. Click twice on it to get the results displayed in a descending order.
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 +
 +
<!--T:149-->
 
<center>[[File:Display participants - sort.png]]</center>
 
<center>[[File:Display participants - sort.png]]</center>
  
  
===Filter the survey participants===
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===Filter the survey participants=== <!--T:150-->
  
<!--T:31-->
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The second row of the table includes various criteria that help sort the entries and for each a green arrow that - if clicked - will refresh the screen showing the tokens ordered by that criterion.
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<!--T:151-->
 +
If you wish to filter the survey participants, choose the column according to which you want to filter the participant. Type in below the first row the values/strings according to which the filtering should be done:
  
  
 +
<!--T:152-->
 
<center>[[File:Display participants - filter.png]]</center>
 
<center>[[File:Display participants - filter.png]]</center>
  
  
===Perform a specific action to an individual entry===
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<!--T:153-->
 +
For example, type in the email status field "OK" in order to let LimeSurvey return only those users that use a good email address.
  
The second column is the '''Action''' column where you can find all the actions that are available for the individual entries:
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<!--T:154-->
 +
<div class="simplebox">[[File:help.png]] '''Hint:''' You can also use operators when filtering the survey participants (e.g.,: >, <, >=, <=, = ). </div>
  
  
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{{Alert|title=Attention|text=To filter "invitation sent", "reminder sent", and "survey completed" columns, use "=N" or "<>N", meaning "equal No" and "not equal No", respectively.}}
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===Perform a specific action to an individual entry=== <!--T:155-->
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<!--T:156-->
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The second column is the '''Action''' column where you can find all the actions that are available for each individual entry from the survey participants table. The possible actions that can be performed are:
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<!--T:157-->
 
<center>[[File:Display participants - participant action.png]]</center>
 
<center>[[File:Display participants - participant action.png]]</center>
  
  
 
<!--T:33-->
 
<!--T:33-->
*'''View response details:''' If the survey is a 'tracked' (ie: not anonymous) survey, another button will appear, allowing you to view the response from this individual entry;
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*'''View response details:''' If the survey is a "tracked" (ie: not anonymous) survey, another button will appear, allowing you to view the response from this individual entry;
*'''Launch the survey with this token:''' It is used if you wish to execute a survey by using the generated token;  
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*'''Launch the survey with this token:''' It is used if you wish to execute a survey by using the generated token code;  
*'''Send email invitation:''' Use this email to send an email invitation to complete the survey to the respective user;
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*'''Send email invitation:''' Use this option to send an email invitation to the respective user to complete the survey;
 
*'''Edit the survey participant:''' Click on this button if you would like to change some survey participant data;
 
*'''Edit the survey participant:''' Click on this button if you would like to change some survey participant data;
*'''Delete survey participant:''' Click on this button if you want to delete that particular entry.
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*'''Delete survey participant:''' Click on this button if you want to delete that particular entry;
 +
*'''View this person in the central participant database''': An icon will be displayed if the respective entry can also be found in the central participant database.
 +
 
 +
 
 +
===Perform a specific actions to more than one entry=== <!--T:158-->
  
===Perform a specific actions for more than one entry===
 
  
 +
<!--T:159-->
 
On the bottom-left part of the table, you may find the '''Selected participant(s)...''' button that allows you to perform certain actions at a macro level:
 
On the bottom-left part of the table, you may find the '''Selected participant(s)...''' button that allows you to perform certain actions at a macro level:
  
  
 +
<!--T:160-->
 
<center>[[File:Display participants - participants actions.png]]</center>
 
<center>[[File:Display participants - participants actions.png]]</center>
  
  
 +
<!--T:161-->
 
*'''Send email invitations:''' Send email invitations to the selected survey participants;
 
*'''Send email invitations:''' Send email invitations to the selected survey participants;
 
*'''Send email reminder:''' Send email reminders to the selected survey participants;
 
*'''Send email reminder:''' Send email reminders to the selected survey participants;
*'''Add participants to central database:''' In the case in which you would like to use the survey participants table in another survey, add the selected participants to the [[Central participants database|central participants database]]. From there, you have the option to add the participants to any survey you wish. For more details, continue reading the [[Central_participants_database#Share_this_participant|Share this participant]] wiki section.
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*'''Add participants to central database:''' In the case in which you would like to use some of the token entries into another survey, add the selected participants to the [[Central Participant Database|central participant database]]. From there, you have the option to add the participants to any survey you wish. For more details, continue reading the [[Central_Participant_Database#Share_this_participant|Share this participant]] wiki page.
  
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<!--T:162-->
 
{{Box|Before executing any of the functions mentioned above, do not forget to select the survey participants upon which the action will be performed.}}
 
{{Box|Before executing any of the functions mentioned above, do not forget to select the survey participants upon which the action will be performed.}}
  
  
==Create...==
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==Create...== <!--T:163-->
  
To have more participants listed in the tokens table, you can either add new ones or import them from a .csv file or LDAP query.
 
  
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<!--T:164-->
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To have more participants listed in the survey participants table, you can either add new ones or import them from a CSV file or LDAP query.
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<!--T:165-->
 
<center>[[File:Survey participants - Create....png]]</center>
 
<center>[[File:Survey participants - Create....png]]</center>
  
===Add participant===
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===Add participant=== <!--T:166-->
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<!--T:15-->
 
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<!--T:167-->
 
<center>[[File:token_editing2.png]]</center>
 
<center>[[File:token_editing2.png]]</center>
  
  
*'''ID:''' It represents a number that is automatically assigned to each survey participant;
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<!--T:168-->
*'''Completed?''': It is disabled by default. If enabled, it would contain the date when the reminder email was sent;
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*'''ID:''' It represents an integer that is automatically assigned to each survey participant;
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*'''Completed?''': It is disabled by default. If enabled, it would contain the date when the survey was completed. No invitations or reminders will be sent to the respective users if this is enabled. It gets automatically enabled if the respective survey participant completed the survey by using his or her assigned token code;  
 
*'''First name:''' The first name of the survey participant;
 
*'''First name:''' The first name of the survey participant;
 
*'''Last name:''' The last name of the survey participant;
 
*'''Last name:''' The last name of the survey participant;
*'''Token:''' This is the invitation code. It can be manually or automatically generated via the '''Generate tokens''' button;
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*'''Token:''' This is the invitation code. It can be manually or automatically generated (via the '''Generate tokens''' button);
 
*'''Language:''' You can select here the default language of the survey for the respective participant;
 
*'''Language:''' You can select here the default language of the survey for the respective participant;
 
*'''Email:''' the email address of the participant;
 
*'''Email:''' the email address of the participant;
*'''Email status:''' This field helps you track the bad email addresses. For instance, if the survey administrator received email error notifications from this email, then he can set this field to anything other than "OK" (for instance "user unknown" or "mailbox quota exceeded"). Marking this field with an email status other than "OK", will help skip this entry when sending invitation or reminder emails. Note that this is completely manual, unless you decide to implement a script which does update this field automatically;
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*'''Email status:''' This field helps you track the bad email addresses. For instance, if the survey administrator received email error notifications from this email, then he can set this field to anything other than "OK" (for instance "user unknown" or "mailbox quota exceeded"). Marking this field with an email status other than "OK" will help skip this entry when sending invitation or reminder emails. Note that this is completely manual, unless you decide to implement a script which updates this field automatically;
 
*'''Invitation sent?:''' If enabled, it would contain the date when the invitation email was sent;
 
*'''Invitation sent?:''' If enabled, it would contain the date when the invitation email was sent;
 
*'''Reminder sent?:''' If enabled. it would contain the date when the reminder email was sent;
 
*'''Reminder sent?:''' If enabled. it would contain the date when the reminder email was sent;
*'''Uses left:''' A counter of number of times the token can be used. ''Note:'' When increasing this value (default = 1) for a user who has already filled out the survey (which sets uses left to 0), you have to add "N" at the "completed" field;
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*'''Uses left:''' A counter of the number of times the token can be used. ''Note:'' When increasing this value (default = 1) for a user who has already filled out the survey (which sets uses left to 0), you also have to switch the '''Completed''' field from "Yes" to "No";
*'''Valid from:''' & '''Until:''' You can set a date/time range where this token would be allowed to use. You can leave these empty if you don't want to limit participation time frame for certain users. Note: If the user is answering the survey and the participation time ends then the user is locked out immediately and won't be able to finish the survey.
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*'''Valid from:''' & '''Until:''' You can set a date/time range when this token would be allowed to use. You can leave these empty if you don't want to limit participation time frame for certain users. If the user is answering the survey and the participation time ends then the user is locked out immediately and won't be able to finish the survey.
  
 
<!--T:16-->
 
<!--T:16-->
Please that the '''Add survey participant''' panel is made of two tabs: the '''General tab''' and the '''Additional attributes''' tab. The additional attributes tab offers you access to your custom attributes - read the following [[Survey participants#Manage attributes|wiki section]] for more details.
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Note that the '''Add survey participant''' panel is made of two tabs: the '''General tab''' and the '''Additional attributes''' tab. The additional attributes tab offers you access to your custom attributes - read the following [[Survey participants#Manage attributes|wiki section]] for more details.
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===Create dummy participants=== <!--T:169-->
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===Create dummy participants===
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<!--T:170-->
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A dummy participant can be used when you do not want to send emails with the token code to each participant, but to give him or her the token code by other means. For example, students receive during class evaluations of a paper with an invitation code to be introduced at the beginning of the online survey. In this way, the likelihood to receive more responses and feedback increases.
  
A dummy participant can be used when you do not want to send emails with the token code to each participant, but to give him or her the token code by other means. For example, during class evaluations, students receive a paper with a unique token to be introduced at the beginning of a survey. The survey is completed in the class, making sure that the survey response rate is high.
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<!--T:171-->
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If you click on the button, the following page will load up:
  
Once clicked, the following page will load up:
 
  
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<!--T:172-->
 
<center>[[File:Survey participants - create a dummy participant.png]]</center>
 
<center>[[File:Survey participants - create a dummy participant.png]]</center>
  
The '''Number of participants''' field allows you to introduce the number of dummy variables you wish to be introduced in your tokens table. The explanation of the other fields can be found in the [[Survey participants#Add participant|Add participant]] wiki.
 
  
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<!--T:173-->
 +
The '''Number of participants''' field allows you to introduce a number of dummy variables you wish to add to your survey participants table. The explanation of the other fields can be found in the [[Survey participants#Add participant|Add participant]] wiki subsection.
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 +
<!--T:174-->
 
After completing the fields, press the '''Save''' button located in the upper-right part of the screen to save the dummy variables.
 
After completing the fields, press the '''Save''' button located in the upper-right part of the screen to save the dummy variables.
  
To check whether they were added or not, visit again the '''Survey participants''' list:  
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<!--T:175-->
 +
To check whether they were added or not, visit again the '''Survey participants''' table:  
  
 +
 +
<!--T:176-->
 
<center>[[File:Dummy variables - simple example.png]]</center>
 
<center>[[File:Dummy variables - simple example.png]]</center>
  
===Import participants from a CSV file===
 
  
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===Import participants from a CSV file=== <!--T:177-->
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<!--T:178-->
 
The import function permits you to import information from a [[Survey participants#Import participants from a CSV file|CSV file]] or [[Survey participants#Import participants from a LDAP query|LDAP query]].
 
The import function permits you to import information from a [[Survey participants#Import participants from a CSV file|CSV file]] or [[Survey participants#Import participants from a LDAP query|LDAP query]].
 +
  
 
<!--T:40-->
 
<!--T:40-->
 
<center>[[File:survey participants - import csv.png]]</center>
 
<center>[[File:survey participants - import csv.png]]</center>
  
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<!--T:179-->
 
*'''Choose the CSV file to upload:''' Pick the CSV file you wish to import. To eliminate any possible errors, it is recommended to import a standard CSV (comma delimited) file with optional double quotes around values (default for OpenOffice and Excel).  
 
*'''Choose the CSV file to upload:''' Pick the CSV file you wish to import. To eliminate any possible errors, it is recommended to import a standard CSV (comma delimited) file with optional double quotes around values (default for OpenOffice and Excel).  
  
'''The first line must contain the field names'''. It <u>must</u> also contain the following fields: ''firstname, lastname, email''. They have to contain at least one character. Simply adding double quotes and no characters between them will not work!
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<!--T:180-->
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'''The first line must contain the field names'''. It <u>must</u> also contain the following fields: ''firstname, lastname, email''.  
  
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<!--T:181-->
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They have to contain at least one character. Simply adding double quotes and no characters between them will not work!
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<!--T:182-->
 
The other fields are optional: ''emailstatus, token, language, validfrom, validuntil, attribute_1, attribute_2, attribute_3, usesleft, ... .''
 
The other fields are optional: ''emailstatus, token, language, validfrom, validuntil, attribute_1, attribute_2, attribute_3, usesleft, ... .''
  
 
<!--T:43-->
 
<!--T:43-->
{{Note|To obtain a full list of token field names, you can [[export an existing token table.}}  
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{{Hint|Text=To obtain a full list of token field names, [[Survey participants#Export|export an existing survey participants table]].}}  
  
 
<!--T:50-->
 
<!--T:50-->
 
{{Hint|Text=The date format for the "validfrom" and "validuntil" fields in the CSV token inport file is "YYYY-MM-DD HH:MM".}}
 
{{Hint|Text=The date format for the "validfrom" and "validuntil" fields in the CSV token inport file is "YYYY-MM-DD HH:MM".}}
  
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<!--T:183-->
 
*'''Character set of the file:''' Select the option that fits the characters used in the CSV file;
 
*'''Character set of the file:''' Select the option that fits the characters used in the CSV file;
 
*'''Separator used:''' You can let LimeSurvey automatically discover the used separator in your CSV or select either the ''comma'' separator or the ''semicolon'' one;
 
*'''Separator used:''' You can let LimeSurvey automatically discover the used separator in your CSV or select either the ''comma'' separator or the ''semicolon'' one;
*'''Filter blank email addresses:''' If enabled, the survey participants without an email addresses will not be imported into your tokens table;
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*'''Filter blank email addresses:''' If enabled, the survey participants without an email address will not be imported into your survey participants table;
*'''Allow invalid email addresses:''' If disabled, this function will look into the email addresses fields and check whether the addresses have the structure of an email or not (eg a@a.net);  
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*'''Allow invalid email addresses:''' If disabled, this function will look into the email addresses fields and check whether the addresses have the structure of an email or not (e.g.: a@a.net);  
 
*'''Display attribute warnings:''' If enabled, after the importing process warnings will be displayed in the case in which something is wrong with the fields. For example. you might get an attribute warning if nothing is provided in any of the mandatory fields or if an email is wrongly introduced in the CSV file.
 
*'''Display attribute warnings:''' If enabled, after the importing process warnings will be displayed in the case in which something is wrong with the fields. For example. you might get an attribute warning if nothing is provided in any of the mandatory fields or if an email is wrongly introduced in the CSV file.
  
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*'''Filter duplicate records:''' If enabled, you can set which fields are used to identify duplicates. By default First name, Last name & Email-address are preselected. If a duplicate is found while importing, the related line is omitted.
 
*'''Filter duplicate records:''' If enabled, you can set which fields are used to identify duplicates. By default First name, Last name & Email-address are preselected. If a duplicate is found while importing, the related line is omitted.
  
 +
<!--T:184-->
 
*'''Duplicates are determined by:''' Select the fields according to which you would like to see the filtering process happening.
 
*'''Duplicates are determined by:''' Select the fields according to which you would like to see the filtering process happening.
  
Line 217: Line 300:
 
     <code>email,attribute_1 <Casenr>, token, attribute_2 <Title>, attribute_3 <destination>, lastname,firstname,attribute_4 <Sender></code>
 
     <code>email,attribute_1 <Casenr>, token, attribute_2 <Title>, attribute_3 <destination>, lastname,firstname,attribute_4 <Sender></code>
  
 +
<!--T:185-->
 
Once you are done choosing the desired importing settings, do not forget to click on the '''Upload''' button.
 
Once you are done choosing the desired importing settings, do not forget to click on the '''Upload''' button.
  
===Import participants from a LDAP query===
 
  
{{Alert|title=Attention|text=Use this option only if you have advanced knowledge of LimeSurvey.}}
+
====Troubleshooting the import of survey participants==== <!--T:55-->
  
This import function allows you to import information from an LDAP query (tested on openLdap but should work in any LDAP compliant directory including ActiveDirectory). Once accessed, the following options are available:
 
  
 +
<!--T:56-->
 +
A common error when users try to import tokens is an invalid CSV file. This is often caused by Microsoft Excel. Many users have a list of email addresses saved as an XLS document. A file can be saved as CSV in Excel, however, depending on the locale of the OS, Microsoft Excel may use semi-colons (;) as comma separator, while a standard CSV file uses commas (,) as separators. If you do not know which one you use, open the file with a standard text editor and check what separator was used.
 +
 +
<!--T:57-->
 +
Recommended free raw text editors are: [http://www.pspad.com/ PSPad], [http://www.flos-freeware.ch/notepad2.html NotePad2] or [http://notepad-plus-plus.org/ Notepad++] for Windows, and [http://www.barebones.com/products/textwrangler/ TextWrangler] for Macintosh.
 +
 +
<!--T:186-->
 +
{{Box|LimeSurvey should also detect semicolons as separators. However, in the case in which the import process is not properly working, replace the semicolons with commas. Double quotes should also be added around values.}}
 +
 +
===Import participants from a LDAP query=== <!--T:187-->
 +
 +
<!--T:188-->
 +
{{Alert|title=Attention|text=This option is recommended only to those users with advanced knowledge in LDAP queries.}}
 +
 +
<!--T:189-->
 +
This import function allows you to import information from an LDAP query (tested on openLdap, but should work in any LDAP compliant directory including ActiveDirectory). Once accessed, the following options are available:
 +
 +
<!--T:190-->
 
<center>[[File:Import survey participants from LDAP.png]]</center>
 
<center>[[File:Import survey participants from LDAP.png]]</center>
  
 
<!--T:68-->
 
<!--T:68-->
 
* Queries are manually defined by the system administrator in the config-ldap.php file;
 
* Queries are manually defined by the system administrator in the config-ldap.php file;
* Duplicates are identified by First Name, Last Name & Email-Address. If a duplicate is found while importing the related line is omitted, unless you have unchecked the Filter Duplicates checkbox.
+
* Duplicates are identified by First Name, Last Name & Email-Address. If a duplicate is found while importing, the related line is omitted (unless you have unchecked the Filter Duplicates checkbox).
  
 +
<!--T:191-->
 
{{Note|For more details about the LDAP settings in LimeSurvey, read the [[LDAP settings|following wiki page]].}}
 
{{Note|For more details about the LDAP settings in LimeSurvey, read the [[LDAP settings|following wiki page]].}}
  
==Manage attributes==
 
  
This option allows you to add/edit the additional fields that were added to the tokens table to store custom survey participant data:
+
==Manage attributes== <!--T:192-->
 +
 
 +
<!--T:193-->
 +
This option allows you to add/edit the additional fields of your survey participantst table. The extra fields are used to store custom survey participants data:
 +
 
  
 +
<!--T:194-->
 
<center>[[File:Survey participants - Add attributes.png]]</center>
 
<center>[[File:Survey participants - Add attributes.png]]</center>
  
 +
 +
<!--T:195-->
 
Type in the number of new attribute fields you wish to add to your survey participants table. Click on the '''Add fields''' button. The following page will load up:
 
Type in the number of new attribute fields you wish to add to your survey participants table. Click on the '''Add fields''' button. The following page will load up:
  
 +
 +
<!--T:196-->
 
<center>[[File:token_manage.png]]</center>
 
<center>[[File:token_manage.png]]</center>
  
The attribute fields table contain the following list:
+
 
*'''Attribute field:''' It is used when you wish to do different operations with the respective custom attribute field such as: applying [[Setting conditions|conditions]] based on attribute fields or when exporting results for non-anonymous surveys;
+
<!--T:197-->
*'''Field description:''' Used in to replace the '''attribute field''' name. By giving a custom name, they will look nicer in the administration panel, when you browse tokens, when creating conditions based on attribute fields or even when you export results for non-anonymous surveys;
+
The attribute fields table contain the following fields:
*'''Mandatory?:''' If enabled, the respective field data has to be filled in. Otherwise, the survey participant cannot be registered into the tokens table;
+
*'''Attribute field:''' the value that will be typed in here can be used when you wish to do different operations with the respective custom attribute field such as: applying [[Setting conditions|conditions]] based on attribute fields or when exporting results for non-anonymous surveys;
*'''Show during registration?:''' If the survey participants have to register before completing a survey, certain details will be required from them. If disabled, the respective attribute field won't appear in the survey registration page;  
+
*'''Field description:''' Used to replace the '''attribute field''' name. By giving a custom name to each attribute field, they will look nicer in the administration panel, when you browse tokens, when creating conditions based on attribute fields or when you export results for non-anonymous surveys;
 +
*'''Mandatory?:''' If enabled, the respective attribute field will have to be filled in by the survey administrator. Otherwise, the respondent cannot be registered into the survey participants table;
 +
*'''Show during registration?:''' If the survey participants have to register before completing a survey, certain details will be requested from them. If disabled, the respective attribute field won't appear in the survey registration page;  
 
*'''Field caption:''' Use this fields to add further explanations about the role/usage of the respective attribute field.
 
*'''Field caption:''' Use this fields to add further explanations about the role/usage of the respective attribute field.
*'''CPDB mapping:''';
+
*'''CPDB mapping:'''; Maps the attribute in order to connect it to its correspondent attribute from the central participant database;
*'''Example data:'''.
+
*'''Example data:''' It contains string examples from different fields. For example, if you wish to ask for the gender of the survey participant, then you will observe in the '''Example data''' field examples such as male, female, no answer etc.
  
Once you finish filling in the boxes, do not forget to click on the '''Save''' button, located in the bottom-left part of the attributes table
+
<!--T:198-->
 +
Once you finish filling in the boxes, do not forget to click on the '''Save''' button that is located in the bottom-left part of the screen.
  
 
<!--T:26-->
 
<!--T:26-->
<div class="simplebox">[[File:help.png]] Detailed instructions on how to add additional attribute fields and use conditions based on these values can be found at this blog post: "[http://www.limesurvey-consulting.com/limesurvey-conditions-based-on-token-attributes/ Conditions based on token attributes]".</div>
+
<div class="simplebox">[[File:help.png]] Detailed instructions on how to add additional attribute fields and use conditions based on these values can be found on this blog post: "[http://www.limesurvey-consulting.com/limesurvey-conditions-based-on-token-attributes/ Conditions based on token attributes]".</div>
  
 +
<!--T:199-->
 +
To add more fields, go to the bottom of the page, and type in the '''Number of attribute fields to add''' box the desired number and click on the '''Add fields''' button.
 +
 +
<!--T:200-->
 +
If you wish to delete a custom attribute, go to the bottom of the page and select from the drop-down list situated under the '''Delete this attribute''' field the attribute you wish to delete. Once selected, click on '''Delete attribute''' and confirm the deletion.
 +
 +
 +
==Export== <!--T:201-->
  
To add more fields, go to the bottom of the page, and type in the '''Number of attribute fields to add''' box the desired number and click on the '''Add fields''' button.
 
  
 +
<!--T:202-->
 +
If you wish to export a survey participants table, click on the "Export" button located on the token management tools toolbar. Before exporting the survey participants list, select the desired export options:
  
If you wish to delete a custom attribute, go to the bottom of the page and select from the drop-down list situated under the '''Delete this attribute''' row the attribute you wish to delete. Once selected, click on '''Delete attribute''' and confirm the deletion.
 
  
==Export==
+
<!--T:203-->
 +
<center>[[File:Survey participants - export.png]]</center>
  
<!--T:65-->
 
When you export your tokens the following fieldorder is exported:
 
  
<!--T:66-->
+
<!--T:204-->
    tid,firstname,lastname,email,emailstatus,token,language code,attribute_1,attribute_2,...
+
*'''Survey status:'''
 +
**''All tokens:'' It exports all the survey participants from the survey participants table;
 +
**''Completed:'' It exports only those survey participants that completed the survey;
 +
**''Not completed:'' It exports the survey participants that have not yet completed the survey;
 +
**''Not started:'' It exports the survey participants that have not yet started the survey;
 +
**''Started but not yet completed:'' It exports the survey participants that have already started the survey, but did not complete it.
 +
*'''Invitation status:''' It helps export the users according to the invitation status: ''all'', ''invited'', and ''not invited'';
 +
*'''Reminder status:''' It helps export the users according to the reminder status: ''all'', ''Reminder(s) sent'', ''No reminder(s) sent'';
 +
*'''Filter by language:''' When you create a survey, you can add additional languages besides the base language. Those additional languages can be used to export survey participants according to the language they are assigned to;
 +
*'''Filter by email address:''' It exports entries which contain the string in the respective email address. For example, you can use it if some of your survey participants use the work email addresses from "Company A". Type ''@companya.com'' and export only the users that have received a work email address from the respective company;
 +
*'''Delete exported participants:''' If enabled, the exported users will be deleted from your survey participants table.
  
 +
<!--T:205-->
 +
Once you have selected the exporting options, click on the '''Download CSV file''' button located in the upper right part of the screen.
  
 +
<!--T:65-->
 +
<div class="simplebox">
 +
When you export your survey participants, the fields are exported in the following order:
 +
<code>tid,firstname,lastname,email,emailstatus,token,language code,attribute_1,attribute_2,...</code></div>
  
==Invitations & Reminders==
+
==Invitations & reminders== <!--T:206-->
  
===Send email invitation===
+
<!--T:207-->
 +
This functionality allows you to manage the LimeSurvey invitations system. You can send invitations or reminders to those participants that are displayed in your [[Survey participants#Display participants|survey participants table]]. An [[Email bounce tracking system|email bounce tracking system]] can be used in order to help you track down and mark the emails that were not delivered to the recipients (survey participants).
  
Sends bulk email invitations to all participants in the tokens table who have not already been sent an invitation.
 
  
<!--T:90-->
+
===Send email invitation=== <!--T:208-->
[[File:token-invite.png]]
 
  
<!--T:91-->
 
You can skip tokens for which the email status field is different from 'OK', by choosing the 'Bypass token with failing email addresses' option.
 
  
==== Resending invitations==== <!--T:92-->
+
<!--T:209-->
 +
You can send through this option email invitations in bulk to all the respondents from the survey participants table who have not been already sent an invitation.
  
<!--T:93-->
 
Sometimes you might want to send invitations again to certain token entries / persons. When you use the '''send invitations'''-function only e-mail addresses that ''has not previously received an invitation'' will get one. This means that if you add new addresses to the token list after the first time you sent invitations, only these new addresses will receive an invitation the second time you send invitations.
 
  
<!--T:94-->
+
<!--T:90-->
This means that you can also edit/change an e-mail in a particular token entry that you got a bounce from and then send to only this edited address. Just substitute the date '''Invite sent?''' for a capital '''N''' (no) and click '''send invitations''' again.
+
<center>[[File:token-invite.png]]</center>
.
 
====Spam problems====
 
  
<!--T:108-->
 
Often users complain not having received an invitation/reminder email because the user&rsquo;s spam filter treated the email as spam.
 
  
<!--T:109-->
+
<!--T:91-->
If an email is treated as spam mostly depends on the spam filter being used and its settings. A spam filter usually checks the sender address and the email subject and content, so there are ways and means to influence how they treat your LimeSurvey invitation and reminder emails.
+
You can skip the survey participants for which the email status field is different from "OK" by enabling the '''Bypass token with failing email addresses''' option.
  
<!--T:110-->
+
<!--T:210-->
At [http://www.limesurvey-consulting.com/how-to-prevent-limesurvey-email-invitations-or-reminders-being-treated-as-spam/ this blog post] on limesurvey-consulting.com a lot of possible issues and solutions are listed.
+
If you wish to overcome the [[Survey_participants#Add_participant|validity settings]] of all of your entries, enable the '''Bypass date control before sending email''' function. In this way, the LimeSurvey email function will not take into account the date/time range when a token would be allowed to be used.  
  
  
<!--T:112-->
+
==== Resending invitations==== <!--T:92-->
LimeSurvey automatically tries to determine the URL for the invitation link by looking at the URL by which you logged in to the LimeSurvey administration. However with some server (mis-)configurations this might not work properly and you will have to set this manually.
 
  
<!--T:113-->
 
You can edit application/config/config.php to change the default base URL value. Add hostInfo property like this to the existing 'components' array.
 
  
<!--T:114-->
+
<!--T:93-->
<syntaxhighlight lang="php" enclose="div">    'components' => array(
+
Sometimes you might want to send invitations again to certain survey participants. When you use the '''send invitations''' function, only email addresses that ''has not previously received an invitation'' will get one. This means that if you add new addresses to the survey participants list after the first time you sent invitations, only these new addresses will receive an invitation the second time you send invitations.
       ...
 
       'config' => array(
 
          .......
 
           'publicurl' => 'http://www.example.com',
 
          ........
 
       ),
 
   )
 
</syntaxhighlight>
 
  
<!--T:121-->
+
<!--T:94-->
Regarding the source of the problem: LimeSurvey tried to determine the domain from the server PHP variable $_SERVER<nowiki>[</nowiki>'HTTP_HOST'] or $_SERVER<nowiki>[</nowiki>'SERVER_NAME'].
+
This means that you can also edit an email in a particular table entry from where you got a bounce from and then send to only this edited address. Just turn off the '''Invitation sent''' field and then click '''send invitations''' again.
  
<!--T:122-->
 
Some web server software do not properly seem to provide this information or are mis-configured.
 
  
 +
===Send email reminder=== <!--T:211-->
  
===Send email reminder===
+
<!--T:212-->
 +
Sends bulk email reminders to all the participants from the survey participants table who have not yet responded, but have been sent their first invitation.
  
Sends bulk email reminders to all participants in the tokens table who have not yet responded, but have been sent their first invitation.
 
  
 
<!--T:98-->
 
<!--T:98-->
[[File:token-remind.png]]
+
<center>[[File:token-remind.png]]</center>
 +
 
  
 
<!--T:99-->
 
<!--T:99-->
 
When sending reminders you can:
 
When sending reminders you can:
* bypass tokens with failing email addresses
+
* '''Bypass tokens with failing email addresses:''' those entries with a failing email address will be skipped - they won't receive any email;
* skip tokens for which an email has been 'recently' sent
+
* '''Min days between reminders:''' skip tokens for which a reminder has been "recently" sent;
* skip tokens for which a given number of emails have already been sent
+
* '''Max reminders:'''skip tokens for which a given number of reminders have already been sent;
 +
* '''Bypass date control before sending email:''' skip those entries that are not in the time-frame within which they can be used.
  
 
<!--T:100-->
 
<!--T:100-->
Note: A reminder will only be sent to participants where the "completed" field is "N" (this means the respondent has either not taken or has not completed the survey).
+
<div class="simplebox">[[File:help.png]] '''Note:''' A reminder will be sent only to those participants where the "Completed" field is turned off (this means the respondent has either not taken or completed the survey).</div>
  
  
=== Sending emails by batch=== <!--T:101-->
+
==== Sending emails by batch==== <!--T:101-->
  
 
<!--T:102-->
 
<!--T:102-->
When you have to send a lot of emails at the same time, LimeSurvey will only send a first batch of N emails (this threshold is set by the administrator in the Global Settings).
+
When you have to send a lot of emails at the same time, LimeSurvey will only send the first batch of N emails (this threshold is set by the administrator from the [[Global settings#Email settings|email settings]], located in the global settings of your LimeSurvey installation).
  
<!--T:103-->
 
You'll then need to click "Next" to send the next batch, and so on untill all emails have been sent
 
  
 
=== Confirmation email=== <!--T:104-->
 
=== Confirmation email=== <!--T:104-->
 +
  
 
<!--T:105-->
 
<!--T:105-->
Line 360: Line 476:
  
 
<!--T:106-->
 
<!--T:106-->
If you don't want this message to be sent, just deactivate this in the General survey settings.
+
If you don't want this message to be sent, just deactivate this functionality from [[Participant settings|the general settings of your survey]].
  
  
===Edit email templates===
+
==Start bounce processing== <!--T:213-->
  
<!--T:86-->
+
<!--T:214-->
#'''Invitation Email Subject''': The subject line for the invitation email that gets sent out when tokens are used with your survey.
+
When sending an email, the LimeSurvey email bounce tracking system automatically adds a survey-id and token-id to the mail header without the notice of the survey administrator. These "custom headers" are added to each invitation email that is sent through your LimeSurvey installation to the survey participants. When the email is bounced back, the original header along with the "Delivery notification" header is received. Then, the system checks for new emails and parses the emails that have these custom headers and mark the wrong email address in the survey participants table.
#'''Invitation Email''': This is the text for the invitation email that gets sent out when tokens are used with your survey. This is initially filled by the default invitation message (from the language files) but you can modify it to suit yourself. If you are using English as your base language, the default invitation and reminder text can be found in the limesurvey/tokens.php file. Of course if you don't plan to use tokens on your survey, whatever is in this field is irrelevant.  You can use the following "form" fields to insert individualized information in each email:
 
**'''{FIRSTNAME}''' - gets replaced with the token table's "firstname" value
 
**'''{LASTNAME}''' - gets replaced with the token table's "lastname" value
 
**'''{SURVEYNAME}''' - gets replaced with your surveys name
 
**'''{SURVEYDESCRIPTION}''' - gets replaced with your surveys description
 
**'''{ATTRIBUTE_1}''' - gets replaced with the token table's "attribute_1" value
 
**'''{ATTRIBUTE_2}''' - gets replaced with the token table's "attribute_2" value and so on
 
**'''{SURVEYURL}''' - gets replaced with the fully qualified URL to this particular survey - in HTML emails this is a fully linked HTML link
 
**'''@@SURVEYURL@@''' - Gets replaced with the survey barebone link. Use this if you want to integrate the link in your custom email HTML (available in v1.90 and later)
 
**'''{OPTOUTURL}''' - gets replaced with the URL for a respondent to opt-out of this particular survey
 
  
<!--T:87-->
 
Note that these "form fields" apply to the following email fields.
 
#'''Email Reminder Subject''': The subject line for the reminder email that gets sent out from the tokens tool
 
#'''Email Reminder''': This is the text for the reminder email that gets sent out when tokens are used with your survey. See "invitation email" for specific details on how this field is used.
 
#'''Confirmation Email Subject''': When tokens are used, this is the subject line of the email that gets automatically sent to participants after completion of the survey
 
#'''Confirmation Email''': This is the text of the email that gets sent to users after completion of the survey. Delete/blank this text remove the confirmation email sending.
 
#'''Public Registration Email Subject''': This is the subject line for the invitation email sent to members of the public who register for a survey.
 
#'''Public Registration Email''': This is the text for the invitation email sent to members of the public who register for a survey. The same "form fields" apply in this email as in the earlier ones.
 
  
 +
===Bounce settings=== <!--T:215-->
  
==== Participant opt-out==== <!--T:95-->
 
  
<!--T:96-->
+
<!--T:216-->
When you use the {OPTOUTURL} tag in your invitation/reminder email, your participants have the possibility to opt out of this particular survey by just clicking on the related URL in the email - so you don't harrass them with reminder emails. A participant that opted out of your survey will have the email status 'OptOut' set in the token.
+
The following options are available:
  
===Start bounce processing===
 
  
===Bounce settings===
+
<!--T:217-->
 +
<center>[[File:surveyBounseSettings.png]]</center>
 +
 
 +
 
 +
<!--T:218-->
 +
For a short description of each field, check [[Global settings#Bounce settings|the following wiki section]]. If you wish to use the LimeSurvey installation global settings, go to the '''Used bounce settings''' and select the ''Use global settings'' option.
 +
 
 +
<!--T:219-->
 +
{{Note|For more in-depth explanations, check our wiki on [[Email bounce tracking system|email bounce tracking system]].}}
  
 
<!--T:22-->
 
<!--T:22-->
Please also check out the [[Email bounce tracking system]] page for more information how to correctly configure this feature.
+
Click on the [[Email_bounce_tracking_system#Setting_up_the_system|following link]] for more information on how to correctly configure this feature.
 +
 
 +
 
 +
==Edit email templates== <!--T:220-->
 +
 
 +
 
 +
<!--T:221-->
 +
To find out more about what placeholders you can use or how you can edit the LimeSurvey email templates, read our wiki section on [[Email templates|email templates]].
 +
 
 +
 
 +
==Generate tokens== <!--T:222-->
 +
 
 +
 
 +
<!--T:223-->
 +
With the help of this function, unique tokens can be created for all the individual entries from the survey participants table that have not yet received a token code:
 +
 
 +
 
 +
<!--T:224-->
 +
<center>[[File:Survey participants - Generate tokens.png]]</center>
 +
 
  
<!--T:23-->
+
==View in CPDB== <!--T:225-->
[[File:surveyBounseSettings.png]]
 
*'''Survey bounce email''':  A valid email address for return mail.   For faster bounce back processing, this email box should be limited to bounce back only.
 
*'''Bounce settings to be used''': There are three options:  1- None (default) - no bounce back processing, 2- Use settings below - Will set bounce back processing at the survey level, or 3- Use global settings -- Settings based on the system level.
 
*'''Server type''': Three options: 1- Off, 2- IMAP or 3- POP
 
*'''Server name & port''':  Host name and port number.   Port number isn't typically needed unless the email host uses a non-standard port. Example:  mail.example.net:25 or imap.gmail.com:995
 
*'''User name''':  User Name or User ID of the email account
 
*'''Password''':  password of the email account
 
*'''Encryption type''':  Three options:  1- None (default), 2- SSL, or 3- TLS
 
  
==Generate tokens==
+
<!--T:226-->
 +
The last option located on the tokens management toolbar is the '''View in CPDB''' option. This allows the survey administrator to see the common users that exist in both the central participant database and survey participants list.
  
Creates unique tokens for all individual entries in the tokens table that do not yet have one
+
<!--T:227-->
 +
For example, we have the following survey participants list:
  
==View in CPDB==
+
<!--T:228-->
 +
<center>[[File:Survey participants list - view in cpdb.png]]</center>
  
 +
<!--T:229-->
 +
The users with ID 1 and 2 have been shared from the central participant database. To check this, go to the survey participants table management toolbar and click on '''View in CPDB'''
  
 +
<!--T:230-->
 +
<center>[[File:View in CPDB - filters.png]]</center>
  
 +
<!--T:231-->
 +
As you can see, the '''View in CPDB''' function basically applies a filter in order to determine which users from the CPDB are present in the respective survey.
  
= Emailing= <!--T:76-->
+
=Delete table= <!--T:232-->
  
== Email placeholders== <!--T:77-->
+
<!--T:233-->
 +
If you would like to delete your survey participants table, click on the '''Display participants''' button and look for the '''Delete participants table''' button located in the upper-right part of the screen.
  
<!--T:78-->
 
The following field names are allowed in invitation/reminder [[Email templates|email templates]] and must be entered in the survey properties. When sending out the emails these field names will be already replaced in the preview of your invitation/reminder email.
 
  
<!--T:79-->
+
<!--T:234-->
{|
+
<center>[[File:Delete survey participants table.png]]</center>
|{ADMINEMAIL}||Email of the Survey admin
 
|-
 
|{ADMINNAME}||Name of Survey Admin
 
|-
 
|{SURVEYNAME}||Title of your survey
 
|-
 
|{SURVEYDESCRIPTION}||Description of your survey
 
|}
 
  
<!--T:80-->
 
The following field names are allowed in invitation/reminder emails (subject and/or body) and will be replaced while sending out the mails:
 
  
<!--T:81-->
+
<!--T:235-->
{|
+
A window will pop up, asking for the final confirmation:
|{EMAIL}||Email of the recipient
 
|-
 
|{FIRSTNAME}||First Name
 
|-
 
|{LASTNAME}||Last Name
 
|-
 
|{SURVEYURL}||The URL pointing to the survey start - if you are sending HTML emails this will be a fully linked HTML version
 
|-
 
|@@SURVEYURL@@||The URL pointing to the survey start - this is the barebone link. Use this if you want to integrate the link in your custom HTML elements somewhere (available in v1.90 and later)
 
|-
 
|{OPTOUTURL}||The URL to deactivate sending of mail for this survey  - this will be a fully linked HTML version
 
|-
 
|{TOKEN}||Token to access the survey
 
|-
 
|{ATTRIBUTE_1}||Attribute 1
 
|-
 
|{ATTRIBUTE_2}||Attribute 2 (...and so on for more attribute fields)
 
|}
 
  
<!--T:82-->
 
If your survey is NOT anonymous, the following field names are available to insert token data in survey text and javascript. You can use these fields in confirmation and notification email template, too.
 
  
<!--T:83-->
+
<!--T:236-->
{|
+
<center>[[File:Confirmation - delete survey participants table.png]]</center>
|{TOKEN:EMAIL}||Email of the recipient
 
|-
 
|{TOKEN:FIRSTNAME}||First Name
 
|-
 
|{TOKEN:LASTNAME}||Last Name
 
|-
 
|{TOKEN}||Token to access the survey
 
|-
 
|{TOKEN:ATTRIBUTE_1}||Attribute 1
 
|-
 
|{TOKEN:ATTRIBUTE_2}||Attribute 2 (and so on for more attribute fields)
 
|}
 
  
==Delete table==
 
  
===Additional hints=== <!--T:131-->
+
<!--T:237-->
*If your survey is using anonymized responses then token-related placeholders will not work in notification email templates.
+
Please note that this will not delete the table from your LimeSurvey installation. A backup will be created. In order to access it, you need system administrator rights.
*You can use [[Expression Manager|Expression Manager]] to use expressions for tailoring an email{{NewIn|1.92}}. Please have a look at the [[Expression Manager HowTos|Expression Manager HowTos]] for an example.
+
 
Also have a look at the examples on using [[Adding a question#Information from tokens table|information from tokens table]].
+
<!--T:238-->
 +
If you do wish to completely remove it, use the [[Check data integrity|check data integrity]] option that is located in the '''Configuration''' dialog.
 +
 
 +
 
 +
=Additional hints & tips= <!--T:131-->
 +
 
 +
<!--T:239-->
 +
Feel free to add any hints and tips below. The ones below were posted by the members of our community:
 +
*[[Survey participants#Allowing public registration|Allowing public registration]]
 +
*[[Survey participants#Captchas in public registration|Captchas in public registration]]
 +
*[[Survey participants#Can a survey using tokens ensure anonymous responses?|Can a survey using tokens ensure anonymous responses?]]
 +
*[[Survey participants#A tip for generating a large number of fake e-mail addresses|A tip for generating a large number of fake e-mail addresses]]
 +
*[[Survey participants#Spam problems|Spam problems]]
 +
*[[Survey participants#Pseudonymised participation|Pseudonymised participation]]
 +
 
  
 
==Allowing public registration== <!--T:124-->
 
==Allowing public registration== <!--T:124-->
  
 
<!--T:125-->
 
<!--T:125-->
You may want to open your survey to the public, but utilize the sort of respondent control available when using tokens. This is possible: If you initialize your tokens table, and have chosen to Allow Public Registration in the main survey setup, people who visit your survey's URL without a token, will be given the opportunity to register. If they provide an email address that is not already in the current survey's tokens table, an entry in the tokens table will be created, and they will be emailed an invitation containing their unique Token. All tokens provided to "registering" visitors will begin with the letter "R".
+
You may want to open your survey to the public but utilize the sort of respondent control available when using tokens. To do this, if you initialize your survey participants table and choose to [[Participant settings|allow public registration]] in the main survey setup (this setting can be later changed from the [[Participant settings|participant settings]] section that is located in the settings menu of the survey), people who visit your survey's URL without a token will be given the opportunity to register.  
 +
 
 +
<!--T:240-->
 +
If they provide an email address that is not already in the current database, an entry in the survey participants table will be created and they will be emailed an invitation containing their unique token code. All tokens provided to "registering" visitors will begin with the letter "'''R'''".
 +
 
  
 
==Captchas in public registration== <!--T:126-->
 
==Captchas in public registration== <!--T:126-->
  
 
<!--T:127-->
 
<!--T:127-->
To protect your survey from robot registration there is a captcha feature on all Registration, Save and Load forms. (starting from version 1.48) This feature is only available if you have GD-support activated in your PHP configuration. (see [[Installation|Installation Requirements]])
+
To protect your survey from robot registrations, a CAPTCHA feature can be activated for all the registrations, save, and load forms. For more details, read our wiki on [[Participant settings|participant settings]].
 +
 
  
 
==Can a survey using tokens ensure anonymous responses?== <!--T:7-->
 
==Can a survey using tokens ensure anonymous responses?== <!--T:7-->
  
 
<!--T:8-->
 
<!--T:8-->
The answer to this question is '''Yes'''. Tokens can be used both for anonymous and non-anonymous surveys. This is determined when creating a survey. If a survey is not anonymous (or 'tracked') then the token list can be used to find the responses that an individual has made to the survey. If the survey is anonymous, then no link (technically: foreign key relationship) is available between the tokens table and the responses.
+
The answer to this question is '''yes'''. Tokens can be used both for anonymous and non-anonymous surveys. This is determined when creating a survey. If a survey is not anonymous (or 'tracked') then the token list can be used to find the responses that an individual has made to the survey. If the survey is anonymous, then no link (technically: foreign key relationship) is available between the respondents from the survey participants table and their corresponding answers.
  
 +
<!--T:241-->
 +
To enable or disable anonymized responses, check the [[Participant settings|participant settings]] wiki section.
  
=FAQ=
 
  
== A tip for generating a large number of fake e-mail addresses== <!--T:69-->
+
==A tip for generating a large number of fake e-mail addresses== <!--T:69-->
  
 
<!--T:70-->
 
<!--T:70-->
Sometimes you may need a large number of fake e-mail addresses and tokens. You can use functions in a spreadsheet (e.g. OpenOffice Calc) to generate them. Let's assume you want thousands addresses in a form: 1@test.com, 2@test.com, 3@test.com... Put consecutive numbers in column A: 1 in the A1, then insert function =A1+1 in A2, then copy A2 down as many times as you need. In B1 use concatenation function to join A1 and "@test.com", which is =CONCATENATE(A1;"@test.com"). Then copy B1 down for each copied A. You may generate fake names in a similar way. Finally, save the file as CSV for import in LS.
+
Sometimes you may need a large number of fake e-mail addresses and tokens. You can use functions in a spreadsheet (e.g. OpenOffice Calc) to generate them. Let's assume you want thousands of addresses in a form: 1@test.com, 2@test.com, 3@test.com, and so on. Type "1" in A1. Insert function =A1+1 in A2, then copy A2 down as many times as you need so that you obtain a list of consecutive numbers. In B1 use the concatenation function to join A1 and "@test.com", which is ''=CONCATENATE(A1;"@test.com")''. Then copy B1 down so that each A cell has a correspondent (you can also generate similarly fake names). Finally, save the file as CSV in order to import it to LimeSurvey.
  
 
<!--T:71-->
 
<!--T:71-->
With the 1.91, you can use "Generate dummy token" functionnality
+
With the launch of LimeSurvey 1.91, you can use the "Generate dummy token" functionality. However, the dummy entries do not contain any email address.
  
== A tip for generating a large number of individual links which include the token already== <!--T:72-->
 
  
<!--T:73-->
+
==Spam problems== <!--T:242-->
The structure of the survey link is the following:
 
  
<!--T:129-->
+
<!--T:108-->
Limesurvey 2.x: http://url-to-your-limesurvey-installation/index.php/survey/index/sid/xxxx/newtest/Y/lang/EN/token/{TOKEN}
+
Users often complain about not receiving invitations or reminder emails because their email spam filters treated the message from LimeSurvey as spam.
  
<!--T:75-->
+
<!--T:109-->
So you proceed similar to the example above for generating email adresses.
+
The fact that an email is treated as spam depends mostly on the spam filter being used and its settings. A spam filter usually checks the sender address, and the email subject and content. Changing its settings could solve the way in which the users' email providers treat the messages from LimeSurvey.
*First column: http://url-to-your-limesurvey-installation/index.php?sid=XXXX&lang=en&token= (for version 1.x) OR http://url-to-your-limesurvey-installation/index.php/survey/index/sid/xxxx/newtest/Y/lang/EN/token/ (for version 2.x) (same URL for all, as long as the language is the same!)
 
*Second column: {TOKEN} (put your tokens here, of course they must be individual)
 
*Third column: use the CONCATENATE function to join the first column with the second column.
 
  
 +
<!--T:110-->
 +
Some possible issues and solutions are listed in the following [http://www.limesurvey-consulting.com/how-to-prevent-limesurvey-email-invitations-or-reminders-being-treated-as-spam/ limesurvey-consulting.com blog post].
  
== Creating CSV file with Excel on the Mac== <!--T:59-->
+
<!--T:112-->
 +
LimeSurvey automatically tries to determine the URL for the invitation link by looking at the URL by which you logged in to the LimeSurvey administration. However, with some server (mis)configurations this might not work properly and you will have to set this manually.
  
<!--T:60-->
+
<!--T:113-->
When you create a CSV file with Excel 2011 on the MAC and use the standard "save as" option, you loose special characters such as ü, &euml;, é etc. when importing into LimeSurvey Token Table.
+
You can edit "application/config/config.php" to change the default base URL value. Add a ''hostInfo'' property like this to the existing 'components' array.
  
<!--T:61-->
+
<!--T:114-->
To make this work properly choose to save the file as a Windows text CSV file (tested on the Dutch version of Excel, saved as "Door lijstscheidingstekens gescheiden Windows tekst (.CSV)").
+
<syntaxhighlight lang="php" enclose="div">    'components' => array(
 +
       ...
 +
       'config' => array(
 +
          .......
 +
           'publicurl' => 'http://www.example.com',
 +
          ........
 +
       ),
 +
   )
 +
</syntaxhighlight>
  
<!--T:62-->
+
<!--T:243-->
Then when importing the file in the LimeSurvey token table, under "character set of file" choose "Mac West European". The special characters will be imported correctly.
+
<div class="simplebox">[[File:help.png]]For more details on how to edit the configuration file of your LimeSurvey installation, read our wiki on [[Optional settings|LimeSurvey optional settings]].</div>
  
<!--T:63-->
+
<!--T:121-->
Tested on LimeSurvey 2.0 only.
+
Regarding the source of the problem, LimeSurvey tried to determine the domain from the server PHP variable: $_SERVER<nowiki>[</nowiki>'HTTP_HOST'] or $_SERVER<nowiki>[</nowiki>'SERVER_NAME'].
  
 +
<!--T:122-->
 +
Some web server software do not properly seem to provide this information or are misconfigured.
  
 +
==Pseudonymised participation== <!--T:244-->
  
 +
<!--T:245-->
 +
With the dummy tokens you may create a form of pseudonymised participation by exporting the created dummy tokens and then combining them with your participant list externally. That way, LimeSurvey can be used as a survey platform without putting personal information of your participants into the system.
  
 
+
<!--T:246-->
<!--T:55-->
+
The only downside is, that you will have to distribute the participation tokens yourself.
'''Troubleshooting the token import'''
 
 
 
<!--T:56-->
 
A common error when users try to import tokens is an invalid CSV file. This is often caused by Microsoft Excel. Many users have a list of e-mail addresses saved as an XLS document. A file can be saved as CSV in Excel, however, depending on the locale of the OS Microsoft may use semi-colon (;) as the comma separator, while a standard CSV file uses comma (,) as the separator. If not sure just open the file with a standard text editor and check what separator was used. Starting in version 2.00 can you select the used separator during import.
 
 
 
<!--T:57-->
 
Recommended free raw text editors are: [http://www.pspad.com/ PSPad], [http://www.flos-freeware.ch/notepad2.html NotePad2] or [http://notepad-plus-plus.org/ Notepad++] for Windows, and [http://www.barebones.com/products/textwrangler/ TextWrangler] for Macintosh.
 
 
 
<!--T:58-->
 
You can use [http://www.libreoffice.org/features/calc/ LibreOffice Calc] to export import your xls file and export your csv file.
 
 
 
  
 
</translate>
 
</translate>

Revision as of 16:39, 12 June 2019

Other languages:
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Introduction

On many occasions, you will want to invite a group of people to participate in your survey, keep track of who has completed the survey, and ensure that each person can only participate once. The survey participants table feature allows you to do the following:

  • Import a list of names and email addresses for participants from a CSV file or a LDAP query;
  • Generate a unique token code for each participant (invitation code);
  • Send an email invitation to each person in your list (by group or individually);
  • Send a reminder email to each person in your list who has not yet responded (by group or individually);
  • Track who has responded from your survey participants list;
  • Restrict access against people who have not got a token, and those with a token who have already responded;
  • Edit/change any details in your list;
  • Create email templates for invitations & reminders.

Once the survey is switched to Closed-access mode (you need to create a survey participants table first for the respective survey), only the people that provide a unique token code (that has not been already used) can access the survey.

If you enable the Allow public registration option from the Survey participants table panel, the survey participants will be able to register for your survey by receiving an automatically generated token code.

Help.pngSome tokens-related settings are stored in the participant settings panel.


How to create a survey participants table?

To activate a survey participants table, access the survey and click on the Survey Participants button from the Settings menu:


Survey participants settings tab.png


You will be prompted by the following message:


Switch-to-closed-access-mode-2.png


If you initialize a participant table, the survey will be accessible only to those users that provide in the survey registration process a token code (either manually or by URL). In this way, the survey will be switched to the closed-access mode.

Once initialized, a window will load up confirming the creation of the survey participants table.


Reactivate a survey participants table

When you delete a survey participants table, a backup is created. It can be later reactivated if you wish to use that specific survey participants table in another survey:


Restore old token tables.png

The survey participants table management tools

A survey participant summary will load up if the survey participants table was previously created. This is the default screen:


Survey participant summary.png


  • Total records: The number of survey participants from the survey participants table;
  • Total with no unique token: It displays the number of users without an assigned token code;
  • Total invitations sent: It shows the number of invitations that have been sent to your survey participants from the Survey participants table by using the Invitations option from the Invitations & reminders menu;
  • Total opted out: It displays the total number of survey participants that have decided to opt out from the survey;
  • Total screened out:
  • Total surveys completed: It shows the number of the surveys that have been completed by those users who have been allocated a token code.

Above the Survey participant summary table, you may find the survey participants table management tools:


Token-menu2.png


  • Display participants: If clicked, a survey participants table with all the current participants will load up. From the browse screen you can edit or delete individual entries from the table as well as perform a number of other useful functions (see the Display participants wiki section below for more details);
  • Create...: This option allows the survey administrator to add respondents into the survey participants table either via the Add participant option or via the Import participants function;
  • Manage attributes: It allows the survey administrator to add additional fields to the survey participants table to store custom participant data;
  • Export: If you wish to export the token tables and use them in other surveys, use this function. The file will be saved in the .CSV format;
  • Survey participants: Use this option in order to quickly invite or remind your participants from the survey participants table to fill out your online survey;
  • Generate tokens: It is a LimeSurvey functionality that allows the survey administrator to quickly allocate a random unique token code to each user from the survey participants table that does not have one;
  • View in CPDB: It's a button that offers quick access to your LimeSurvey installation central participant database (CPDB). You can allocate from there CPDB users as survey participants to any survey you wish.


Display participants

It shows the entries list from the survey participants table. It allows the user to:


Token-actions.png


Sort the survey participants

The second row of the table includes various criteria that can help the survey administrator sort the entries. If you click on any of the columns/criteria from the table, the screen will be refreshed, showing the survey participants ordered in accordance to the criterion you just clicked on. Click twice on it to get the results displayed in a descending order.


Display participants - sort.png


Filter the survey participants

If you wish to filter the survey participants, choose the column according to which you want to filter the participant. Type in below the first row the values/strings according to which the filtering should be done:


Display participants - filter.png


For example, type in the email status field "OK" in order to let LimeSurvey return only those users that use a good email address.

Help.png Hint: You can also use operators when filtering the survey participants (e.g.,: >, <, >=, <=, = ).


Important.png
Attention : To filter "invitation sent", "reminder sent", and "survey completed" columns, use "=N" or "<>N", meaning "equal No" and "not equal No", respectively.

Perform a specific action to an individual entry

The second column is the Action column where you can find all the actions that are available for each individual entry from the survey participants table. The possible actions that can be performed are:


Display participants - participant action.png


  • View response details: If the survey is a "tracked" (ie: not anonymous) survey, another button will appear, allowing you to view the response from this individual entry;
  • Launch the survey with this token: It is used if you wish to execute a survey by using the generated token code;
  • Send email invitation: Use this option to send an email invitation to the respective user to complete the survey;
  • Edit the survey participant: Click on this button if you would like to change some survey participant data;
  • Delete survey participant: Click on this button if you want to delete that particular entry;
  • View this person in the central participant database: An icon will be displayed if the respective entry can also be found in the central participant database.


Perform a specific actions to more than one entry

On the bottom-left part of the table, you may find the Selected participant(s)... button that allows you to perform certain actions at a macro level:


Display participants - participants actions.png


  • Send email invitations: Send email invitations to the selected survey participants;
  • Send email reminder: Send email reminders to the selected survey participants;
  • Add participants to central database: In the case in which you would like to use some of the token entries into another survey, add the selected participants to the central participant database. From there, you have the option to add the participants to any survey you wish. For more details, continue reading the Share this participant wiki page.
Before executing any of the functions mentioned above, do not forget to select the survey participants upon which the action will be performed.


Create...

To have more participants listed in the survey participants table, you can either add new ones or import them from a CSV file or LDAP query.


Survey participants - Create....png


Add participant

A typical token entry contains the following fields:


Token editing2.png


  • ID: It represents an integer that is automatically assigned to each survey participant;
  • Completed?: It is disabled by default. If enabled, it would contain the date when the survey was completed. No invitations or reminders will be sent to the respective users if this is enabled. It gets automatically enabled if the respective survey participant completed the survey by using his or her assigned token code;
  • First name: The first name of the survey participant;
  • Last name: The last name of the survey participant;
  • Token: This is the invitation code. It can be manually or automatically generated (via the Generate tokens button);
  • Language: You can select here the default language of the survey for the respective participant;
  • Email: the email address of the participant;
  • Email status: This field helps you track the bad email addresses. For instance, if the survey administrator received email error notifications from this email, then he can set this field to anything other than "OK" (for instance "user unknown" or "mailbox quota exceeded"). Marking this field with an email status other than "OK" will help skip this entry when sending invitation or reminder emails. Note that this is completely manual, unless you decide to implement a script which updates this field automatically;
  • Invitation sent?: If enabled, it would contain the date when the invitation email was sent;
  • Reminder sent?: If enabled. it would contain the date when the reminder email was sent;
  • Uses left: A counter of the number of times the token can be used. Note: When increasing this value (default = 1) for a user who has already filled out the survey (which sets uses left to 0), you also have to switch the Completed field from "Yes" to "No";
  • Valid from: & Until: You can set a date/time range when this token would be allowed to use. You can leave these empty if you don't want to limit participation time frame for certain users. If the user is answering the survey and the participation time ends then the user is locked out immediately and won't be able to finish the survey.

Note that the Add survey participant panel is made of two tabs: the General tab and the Additional attributes tab. The additional attributes tab offers you access to your custom attributes - read the following wiki section for more details.


Create dummy participants

A dummy participant can be used when you do not want to send emails with the token code to each participant, but to give him or her the token code by other means. For example, students receive during class evaluations of a paper with an invitation code to be introduced at the beginning of the online survey. In this way, the likelihood to receive more responses and feedback increases.

If you click on the button, the following page will load up:


Survey participants - create a dummy participant.png


The Number of participants field allows you to introduce a number of dummy variables you wish to add to your survey participants table. The explanation of the other fields can be found in the Add participant wiki subsection.

After completing the fields, press the Save button located in the upper-right part of the screen to save the dummy variables.

To check whether they were added or not, visit again the Survey participants table:


Dummy variables - simple example.png


Import participants from a CSV file

The import function permits you to import information from a CSV file or LDAP query.


Survey participants - import csv.png


  • Choose the CSV file to upload: Pick the CSV file you wish to import. To eliminate any possible errors, it is recommended to import a standard CSV (comma delimited) file with optional double quotes around values (default for OpenOffice and Excel).

The first line must contain the field names. It must also contain the following fields: firstname, lastname, email.

They have to contain at least one character. Simply adding double quotes and no characters between them will not work!

The other fields are optional: emailstatus, token, language, validfrom, validuntil, attribute_1, attribute_2, attribute_3, usesleft, ... .

Notice.png
Hint: To obtain a full list of token field names, export an existing survey participants table.


Notice.png
Hint: The date format for the "validfrom" and "validuntil" fields in the CSV token inport file is "YYYY-MM-DD HH:MM".


  • Character set of the file: Select the option that fits the characters used in the CSV file;
  • Separator used: You can let LimeSurvey automatically discover the used separator in your CSV or select either the comma separator or the semicolon one;
  • Filter blank email addresses: If enabled, the survey participants without an email address will not be imported into your survey participants table;
  • Allow invalid email addresses: If disabled, this function will look into the email addresses fields and check whether the addresses have the structure of an email or not (e.g.: a@a.net);
  • Display attribute warnings: If enabled, after the importing process warnings will be displayed in the case in which something is wrong with the fields. For example. you might get an attribute warning if nothing is provided in any of the mandatory fields or if an email is wrongly introduced in the CSV file.
  • Filter duplicate records: If enabled, you can set which fields are used to identify duplicates. By default First name, Last name & Email-address are preselected. If a duplicate is found while importing, the related line is omitted.
  • Duplicates are determined by: Select the fields according to which you would like to see the filtering process happening.

You can also import customized attributes when importing a CSV file. You will just have to define what attributes will be added. You can do it like this:

   email,attribute_1 <Casenr>, token, attribute_2 <Title>, attribute_3 <destination>, lastname,firstname,attribute_4 <Sender>

Once you are done choosing the desired importing settings, do not forget to click on the Upload button.


Troubleshooting the import of survey participants

A common error when users try to import tokens is an invalid CSV file. This is often caused by Microsoft Excel. Many users have a list of email addresses saved as an XLS document. A file can be saved as CSV in Excel, however, depending on the locale of the OS, Microsoft Excel may use semi-colons (;) as comma separator, while a standard CSV file uses commas (,) as separators. If you do not know which one you use, open the file with a standard text editor and check what separator was used.

Recommended free raw text editors are: PSPad, NotePad2 or Notepad++ for Windows, and TextWrangler for Macintosh.

LimeSurvey should also detect semicolons as separators. However, in the case in which the import process is not properly working, replace the semicolons with commas. Double quotes should also be added around values.


Import participants from a LDAP query

Important.png
Attention : This option is recommended only to those users with advanced knowledge in LDAP queries.

This import function allows you to import information from an LDAP query (tested on openLdap, but should work in any LDAP compliant directory including ActiveDirectory). Once accessed, the following options are available:

Import survey participants from LDAP.png
  • Queries are manually defined by the system administrator in the config-ldap.php file;
  • Duplicates are identified by First Name, Last Name & Email-Address. If a duplicate is found while importing, the related line is omitted (unless you have unchecked the Filter Duplicates checkbox).
Help.pngFor more details about the LDAP settings in LimeSurvey, read the following wiki page.


Manage attributes

This option allows you to add/edit the additional fields of your survey participantst table. The extra fields are used to store custom survey participants data:


Survey participants - Add attributes.png


Type in the number of new attribute fields you wish to add to your survey participants table. Click on the Add fields button. The following page will load up:


Token manage.png


The attribute fields table contain the following fields:

  • Attribute field: the value that will be typed in here can be used when you wish to do different operations with the respective custom attribute field such as: applying conditions based on attribute fields or when exporting results for non-anonymous surveys;
  • Field description: Used to replace the attribute field name. By giving a custom name to each attribute field, they will look nicer in the administration panel, when you browse tokens, when creating conditions based on attribute fields or when you export results for non-anonymous surveys;
  • Mandatory?: If enabled, the respective attribute field will have to be filled in by the survey administrator. Otherwise, the respondent cannot be registered into the survey participants table;
  • Show during registration?: If the survey participants have to register before completing a survey, certain details will be requested from them. If disabled, the respective attribute field won't appear in the survey registration page;
  • Field caption: Use this fields to add further explanations about the role/usage of the respective attribute field.
  • CPDB mapping:; Maps the attribute in order to connect it to its correspondent attribute from the central participant database;
  • Example data: It contains string examples from different fields. For example, if you wish to ask for the gender of the survey participant, then you will observe in the Example data field examples such as male, female, no answer etc.

Once you finish filling in the boxes, do not forget to click on the Save button that is located in the bottom-left part of the screen.

Help.png Detailed instructions on how to add additional attribute fields and use conditions based on these values can be found on this blog post: "Conditions based on token attributes".

To add more fields, go to the bottom of the page, and type in the Number of attribute fields to add box the desired number and click on the Add fields button.

If you wish to delete a custom attribute, go to the bottom of the page and select from the drop-down list situated under the Delete this attribute field the attribute you wish to delete. Once selected, click on Delete attribute and confirm the deletion.


Export

If you wish to export a survey participants table, click on the "Export" button located on the token management tools toolbar. Before exporting the survey participants list, select the desired export options:


Survey participants - export.png


  • Survey status:
    • All tokens: It exports all the survey participants from the survey participants table;
    • Completed: It exports only those survey participants that completed the survey;
    • Not completed: It exports the survey participants that have not yet completed the survey;
    • Not started: It exports the survey participants that have not yet started the survey;
    • Started but not yet completed: It exports the survey participants that have already started the survey, but did not complete it.
  • Invitation status: It helps export the users according to the invitation status: all, invited, and not invited;
  • Reminder status: It helps export the users according to the reminder status: all, Reminder(s) sent, No reminder(s) sent;
  • Filter by language: When you create a survey, you can add additional languages besides the base language. Those additional languages can be used to export survey participants according to the language they are assigned to;
  • Filter by email address: It exports entries which contain the string in the respective email address. For example, you can use it if some of your survey participants use the work email addresses from "Company A". Type @companya.com and export only the users that have received a work email address from the respective company;
  • Delete exported participants: If enabled, the exported users will be deleted from your survey participants table.

Once you have selected the exporting options, click on the Download CSV file button located in the upper right part of the screen.

When you export your survey participants, the fields are exported in the following order:

tid,firstname,lastname,email,emailstatus,token,language code,attribute_1,attribute_2,...

Invitations & reminders

This functionality allows you to manage the LimeSurvey invitations system. You can send invitations or reminders to those participants that are displayed in your survey participants table. An email bounce tracking system can be used in order to help you track down and mark the emails that were not delivered to the recipients (survey participants).


Send email invitation

You can send through this option email invitations in bulk to all the respondents from the survey participants table who have not been already sent an invitation.


Token-invite.png


You can skip the survey participants for which the email status field is different from "OK" by enabling the Bypass token with failing email addresses option.

If you wish to overcome the validity settings of all of your entries, enable the Bypass date control before sending email function. In this way, the LimeSurvey email function will not take into account the date/time range when a token would be allowed to be used.


Resending invitations

Sometimes you might want to send invitations again to certain survey participants. When you use the send invitations function, only email addresses that has not previously received an invitation will get one. This means that if you add new addresses to the survey participants list after the first time you sent invitations, only these new addresses will receive an invitation the second time you send invitations.

This means that you can also edit an email in a particular table entry from where you got a bounce from and then send to only this edited address. Just turn off the Invitation sent field and then click send invitations again.


Send email reminder

Sends bulk email reminders to all the participants from the survey participants table who have not yet responded, but have been sent their first invitation.


Token-remind.png


When sending reminders you can:

  • Bypass tokens with failing email addresses: those entries with a failing email address will be skipped - they won't receive any email;
  • Min days between reminders: skip tokens for which a reminder has been "recently" sent;
  • Max reminders:skip tokens for which a given number of reminders have already been sent;
  • Bypass date control before sending email: skip those entries that are not in the time-frame within which they can be used.
Help.png Note: A reminder will be sent only to those participants where the "Completed" field is turned off (this means the respondent has either not taken or completed the survey).


Sending emails by batch

When you have to send a lot of emails at the same time, LimeSurvey will only send the first batch of N emails (this threshold is set by the administrator from the email settings, located in the global settings of your LimeSurvey installation).


Confirmation email

If you are using tokens and a participant fills out the survey, a confirmation email is sent to his/her email address.

If you don't want this message to be sent, just deactivate this functionality from the general settings of your survey.


Start bounce processing

When sending an email, the LimeSurvey email bounce tracking system automatically adds a survey-id and token-id to the mail header without the notice of the survey administrator. These "custom headers" are added to each invitation email that is sent through your LimeSurvey installation to the survey participants. When the email is bounced back, the original header along with the "Delivery notification" header is received. Then, the system checks for new emails and parses the emails that have these custom headers and mark the wrong email address in the survey participants table.


Bounce settings

The following options are available:


SurveyBounseSettings.png


For a short description of each field, check the following wiki section. If you wish to use the LimeSurvey installation global settings, go to the Used bounce settings and select the Use global settings option.

Help.pngFor more in-depth explanations, check our wiki on email bounce tracking system.

Click on the following link for more information on how to correctly configure this feature.


Edit email templates

To find out more about what placeholders you can use or how you can edit the LimeSurvey email templates, read our wiki section on email templates.


Generate tokens

With the help of this function, unique tokens can be created for all the individual entries from the survey participants table that have not yet received a token code:


Survey participants - Generate tokens.png


View in CPDB

The last option located on the tokens management toolbar is the View in CPDB option. This allows the survey administrator to see the common users that exist in both the central participant database and survey participants list.

For example, we have the following survey participants list:

Survey participants list - view in cpdb.png

The users with ID 1 and 2 have been shared from the central participant database. To check this, go to the survey participants table management toolbar and click on View in CPDB

View in CPDB - filters.png

As you can see, the View in CPDB function basically applies a filter in order to determine which users from the CPDB are present in the respective survey.

Delete table

If you would like to delete your survey participants table, click on the Display participants button and look for the Delete participants table button located in the upper-right part of the screen.


Delete survey participants table.png


A window will pop up, asking for the final confirmation:


Confirmation - delete survey participants table.png


Please note that this will not delete the table from your LimeSurvey installation. A backup will be created. In order to access it, you need system administrator rights.

If you do wish to completely remove it, use the check data integrity option that is located in the Configuration dialog.


Additional hints & tips

Feel free to add any hints and tips below. The ones below were posted by the members of our community:


Allowing public registration

You may want to open your survey to the public but utilize the sort of respondent control available when using tokens. To do this, if you initialize your survey participants table and choose to allow public registration in the main survey setup (this setting can be later changed from the participant settings section that is located in the settings menu of the survey), people who visit your survey's URL without a token will be given the opportunity to register.

If they provide an email address that is not already in the current database, an entry in the survey participants table will be created and they will be emailed an invitation containing their unique token code. All tokens provided to "registering" visitors will begin with the letter "R".


Captchas in public registration

To protect your survey from robot registrations, a CAPTCHA feature can be activated for all the registrations, save, and load forms. For more details, read our wiki on participant settings.


Can a survey using tokens ensure anonymous responses?

The answer to this question is yes. Tokens can be used both for anonymous and non-anonymous surveys. This is determined when creating a survey. If a survey is not anonymous (or 'tracked') then the token list can be used to find the responses that an individual has made to the survey. If the survey is anonymous, then no link (technically: foreign key relationship) is available between the respondents from the survey participants table and their corresponding answers.

To enable or disable anonymized responses, check the participant settings wiki section.


A tip for generating a large number of fake e-mail addresses

Sometimes you may need a large number of fake e-mail addresses and tokens. You can use functions in a spreadsheet (e.g. OpenOffice Calc) to generate them. Let's assume you want thousands of addresses in a form: 1@test.com, 2@test.com, 3@test.com, and so on. Type "1" in A1. Insert function =A1+1 in A2, then copy A2 down as many times as you need so that you obtain a list of consecutive numbers. In B1 use the concatenation function to join A1 and "@test.com", which is =CONCATENATE(A1;"@test.com"). Then copy B1 down so that each A cell has a correspondent (you can also generate similarly fake names). Finally, save the file as CSV in order to import it to LimeSurvey.

With the launch of LimeSurvey 1.91, you can use the "Generate dummy token" functionality. However, the dummy entries do not contain any email address.


Spam problems

Users often complain about not receiving invitations or reminder emails because their email spam filters treated the message from LimeSurvey as spam.

The fact that an email is treated as spam depends mostly on the spam filter being used and its settings. A spam filter usually checks the sender address, and the email subject and content. Changing its settings could solve the way in which the users' email providers treat the messages from LimeSurvey.

Some possible issues and solutions are listed in the following limesurvey-consulting.com blog post.

LimeSurvey automatically tries to determine the URL for the invitation link by looking at the URL by which you logged in to the LimeSurvey administration. However, with some server (mis)configurations this might not work properly and you will have to set this manually.

You can edit "application/config/config.php" to change the default base URL value. Add a hostInfo property like this to the existing 'components' array.

    'components' => array(
       ...
       'config' => array(
           .......
           'publicurl' => 'http://www.example.com',
           ........
       ),
   )
Help.pngFor more details on how to edit the configuration file of your LimeSurvey installation, read our wiki on LimeSurvey optional settings.

Regarding the source of the problem, LimeSurvey tried to determine the domain from the server PHP variable: $_SERVER['HTTP_HOST'] or $_SERVER['SERVER_NAME'].

Some web server software do not properly seem to provide this information or are misconfigured.

Pseudonymised participation

With the dummy tokens you may create a form of pseudonymised participation by exporting the created dummy tokens and then combining them with your participant list externally. That way, LimeSurvey can be used as a survey platform without putting personal information of your participants into the system.

The only downside is, that you will have to distribute the participation tokens yourself.