Scheduling Raw Data Delivery from Customer Surveys


This Opinionmeter tutorial covers how to automate delivery of the raw data from your customer surveys. Your customer survey data can be delivered as an email attachment in either CSV or Excel format. Scheduling raw data can be set for daily, weekly, monthly, etc. and you can tell the system to reach back as far as you with into the data set historically.


In this tutorial we're going to be focusing on scheduling raw data reports. And of course you can schedule your other report types as well, any report that you customize in our system and we have other tutorials covering how to do that. Specifically in this tutorial we'll be talking about raw data.

Here we are in the main console and as you can see by the this has been a white labeled account. We normally have our penny meter orange up here on the header bar, but it's been changed to green. Just an example of how you can customize and white label the look and feel of your account as well as your device apps which can also be white labeled. Just good to know.

I'm going to jump up to the reports tab and you'll see here in the side bar to the left just below scheduled reports which is what I was referring to before. We have other tutorials on how to use this feature, but we're going to jump down into raw data. You'll see here in the expanded view we have create scheduled exports or view scheduled exports. Let me just click on this for a second and explain how this is organized.

These are previously saved and created reports for raw data to be delivered automatically. The raw data name is the name of the data file. The frequency, daily, weekly, monthly, the next scheduled date. So, tomorrow at 4:30 p.m. this will be sent in an Excel format. We have a number of different options you can select for the data format when it's sent.

The account that created this report, this scheduled report and then this is an edit icon if you wanted to jump in an edit this report when and how it's being delivered or deleted or just toggle the status. If I clicked on this it would toggle to stopped. That's how this screen is organized. So, why don't we jump into the scheduled exports and create one of these things?

Here we are in a simple three-step wizard. Step one of three is to identify the survey parameters you wish to schedule for delivery. We can select our account and this happens to be just a single account, what we call a standard account opposed to an enterprise account. An enterprise account can have unlimited subaccounts or child accounts tiered and stratified however you wish. If this were an enterprise we could select whatever subaccount we wanted to work within. Likewise, any account can have unlimited users and each user has unique privileges. If we wanted to select a specific user we could do so here.

Here is the survey type or modality that we can pick from and I'm going to select the tablet for this demonstration and the survey itself. These are all the surveys created for tablet modalities in this account. I'm going to go sample iPad survey. Now I can select all locations to be included in the raw data report that is scheduled or I can individually pick different locations that I want to be included as well and this is a new feature we've recently added.

You can filter by device. Let's say, you want to select from all locations or a specific location, but only certain devices and this would allow you to do that. I can check whichever devices. This is the serial number, the device type or modality, the location and the model.

Since we selected tablet there are a number of different models. It could be an Android tablet and not necessarily just an iPad tablet. Here, why is this dropped down? Let's talk about this. This is a drop down because there's multiple locations that were assigned to this device for this survey. Since that is an option we can do, we can multiple locations assigned to a survey to a particular device. We could specify using this drop down.

Okay. I just wanted to show you this, but I'm going to keep things simple and I'm just going to select uncheck the filter by device and just use all locations. The next choice we have is the format in which we want this report to be delivered in. We have two options. We can go Excel or CSV. I'm going to go ahead with CSV. Now the export options here we have three.

Do we want the completed surveys only to be delivered? Do we want only the incompleted surveys to be delivered or do we want all, both complete and incomplete. You'll see n equals three. It's a very small sample in this particular survey. Only three completes, one incomplete for a total of four. I'm just going to leave it on the completed surveys that will be set in this report.

I'm going to click next. Now, we're in step two of three. Basically, who would you like to receive this scheduled raw data report? We can put an unlimited number of email addresses separated by semi colons here or you can pull from the address book that's part of our system. If you have a number of email addresses it might be easier to auto fill from the address book.

You can put in a blind carbon copy if you wish. You need to put in a subject for your email and then in the body of the email what text would you like to include. So, text for the body of my email. For the body, if I could type, of my email. I'm just leaving that as a simple email message. Sender's email address by default whoever is the account holder or owner, their email address appears here. This could be changed just by highlighting it and changing it in this field.

I'm going to click next and now we get to step three of three where things get a little bit more exciting. This is where we indicate the frequency in time and also data range that we want to include in the report. By default, it comes to daily, but we can go weekly. Do we want it to happen on a daily basis, on a weekly basis, a monthly basis or even the last day of the month or first day of the month?

Let's leave it at daily in terms of frequency. Select your time zone. This is the localization and you would select from this list. You only need to do this once. The system will remember or retain your localized time once you've selected this. We're in the Pacific time in California. You'll see by default the time of day auto filled and that's because it will read in the current time and so it's 5:17 p.m. here in California and I can of course change this to whatever I want. Let's say, I want to send it at 7:17 p.m. This is a 24 hour clock.

Now the data range is interesting. I can say, hey, I want this sent daily and I only want to include today's daily then I would leave it the way it is. Then maybe I want to include the last ten days of data. I can reach back into the data set historically from the time of the trigger. So, if this triggers tomorrow it's only going to reach back ten days from tomorrow. Maybe I want to go and reach back six months. This is an interesting option you have to choose from.

By default it's today's date. First you could change it manually or click on the calendar picker. The name. Your scheduled raw data by default it just inputs the survey name, but you can of course modify that there. Click finish and we're done. You'll see the system brought us to the view scheduled exports screen by default here. We already looked at this, but here's the name of our survey which we used as the name of our report. The daily frequency, today's date. It's going to trigger in two hours. It's coming as a CSV file format. The account at which it was created if I wanted to edit and I can toggle, etc.

I've already sent this to myself. Why don't we just jump into here. Here's the email that came through. I'm going to download the file. So whoever is receiving these reports, this is how it would appear. I'm just going to open this up. It opens up as a CSV file and as we said, we only included the three completes. It's a very small sample size of three and the first hetero, the individual question, the text of each question. We have, what? Twelve questions in the survey?

Then we have a lot of the metadata here. The date the survey was taken, the time the survey was taken even the longitude and latitude information since the iPad has GPS chip in it that's captured if the respondent opted in to that option. Then the duration. How long did it take them to complete the survey? Who completed the survey? The name, the email address and then we get into the survey ID, the device, serial number, location ID and here's the status. Remember we chose completed? C is for complete. If we had also included incomplete surveys there would be a mixture of I's in here indicating incomplete, so if you wanted to sort you could.

That's just an explanation of how the CSV file format is organized. Coming back here to the survey manager, that really concludes what I wanted to discuss in terms of how to take advantage of this new raw data scheduling feature in the system.

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