Knowledge

Respondent lists and background data in Netigate


How to create a respondent list

First, prepare an Excel file in XLSX format. Column A should contain all e-mail addresses, logins or telephone numbers that you want to add to your send-out.
The following columns may contain all other known attributes for each respondent, if you need them. Those characteristics can be information such as salutation, gender, customer group, language, etc.

Important:
The table mustn’t contain empty rows, columns or cells. Excel formulas or formatting must be removed before Netigate can process the file.

Please feel free to use this picture as example/orientation:

excel_file_ENG

You can then add your respondent list in the send out of any of your surveys. To do this, please go to the send-out of your survey and select “E-Mail” (if you use a SMS or Login send out, please choose that option).

You can write a short e-mail/SMS and prepare the date of the send-out, but this can also be done later. In any case, the next step is to move on to the “respondents” tab to upload your list of participants. Select “Add File” and then select the prepared list from your desktop. Click “continue” and Netigate will upload the data and process it.

Note
If you have duplicates in your list, those respondents will be contacted several times. For example, if an e-mail address is listed ten times, it will receive ten invitations. If you are unsure, check “Remove Duplicates”. This prevents that you accidentally contact your respondents multiple times.

In the following window you may edit the data as needed later for your report/sendout:

respondent_list_ENG

You can set up the following options for each column:

E-mail address
Use this in the first column if you want to send e-mails to your respondents and this column contains the e-mail addresses of your respondents.

SMS
Use this in the first column if you want to send an SMS to your respondents and this column contains the telephone numbers of your respondents.

Logins
Use this in the first column if you want to use logins for your respondents and this column contains the logins/names.

Textbox
This means the background data are processed as text and therefore the answers will be displayed as Word Cloud. This option is recommended for attributes that are unique (customer ID or similar).

Ordinal
Background data are processed as a drop-down menu. This way you can later use those to filter in your report. The answers will be shown as a graph. This feature is limited to 500 different variables.

Note
The “E-mail address”, “SMS” or “Logins” options should be selected for the first column and the corresponding information should always be in this column. After you have edited all columns, if necessary, please click “Save”.

Import the background data:

After uploading and editing the list go back to the edit mode of your survey to link the background data to the survey. This should ideally be done on the first survey page.

On the first question page you can use the function “Import” to get to the background data. Select the required attribute(s) you would like to link with survey to see them in the report.

bgd_import_ENG

After selecting the Customer Type in our example, we clicked “Add” and “Save”. These steps are repeated until all required data is implemented. You can also click on the “Copy” symbol (red circle) to import all background data at once.

The first page then looks like this in the backend:

imported_bgd_ENG

Note
The respondent will not see this background data!

Tip
Link the background data always with the first question, this allows a comfortable evaluation. If you upload new attributes ​​of one of your characteristics into your respondent list (let’s say, in our example an additional Sales Rep or Product), the import must be updated (deleted and imported again) so that you can also select and filter it in the report.

Finalize Send out:

After adding the respondent list you can now complete your e-mail send-out, if you haven’t already. Click “Next” twice afterwards and activate the survey as usual. Your participants will then receive the email invitations at the set time.

As soon as your participants get to the first question, the background data is automatically filled in and you can evaluate accordingly.

Update background data/add new respondents:

You can edit your respondent list after your send out and add participants or update background data.

If you want to add new participants, you have two options:

– You can create and upload a new Excel file with the new participants. Please note here that the columns in both files have to be completely identically labeled. You can add new columns; please put these behind the already existing columns though. You can then upload them using the “Add file” button.

– Alternatively, you can also use the same Excel file as for the first send out and add the participants to it. You can also add new columns here; please put these behind the already existing columns as well. If you use an updated list, be sure to select the checkbox “Update existing respondents if matched” during the upload so that the original participants are not listed twice.

You can also update or expand background data of participants. You can do this directly in your originally uploaded Excel list and then upload it once more. Please select the checkbox “Update existing respondents if matched” here. This way, individual background data can be overwritten. If you add new features in this context (new column or new feature expression), then import them again in your survey (see the section “Importing the background variables:”) if you want to see them in your report.

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