WebSurveyor:  How do I create an Access Controlled Survey?

Overview:

While most surveyors choose to keep their survey responses anonymous, there may be an instance where you may need to know who is responding to your survey.  The following instructions will walk you through the steps involved in creating a survey with a required login screen. 

Please note:  These instructions are written under the assumption that you wish to identify the respondent by email address and first name.  However, there are many ways you can identify your respondents, depending on how you configure your Mailing List and Gateway settings "UniqueID" field.

For questions related to access controlled surveys, please click here.

For information on additional access controlled survey options, please click here.

Create your Mailing List:

  1. Log into WebSurveyor.
  2. Click on the Mailing Lists link at the top of the page.
  3. If you have not yet created your mailing list for the access controlled survey, do so now and make sure you have selected Email from the UserID Field: drop-down menu.  If you have already created the mailing list, please verify that Email is selected in the UserID Field as well.
  4. Add any additional fields you wish to include as identifiers, such as First Name, Last Name, etc.

Add a new gateway to your survey:

  1. After the mailing list is created and configured, select the Add New Gateway to Survey link from the Mailing Lists page, in order to add your gateway.
  2. Select the survey you wish to associate to the gateway from the drop-down menu on the following page, and click Add Survey.  The gateway has now been added to your survey and you are taken back to the Mailing Lists page.
  3. Click the Edit Gateway link under the appropriate survey to configure your gateway.
  4. The Gateway Template page is where you will configure your access control.  If you wish to allow respondents only one response, select the appropriate checkbox.
  5. Select the appropriate Unique ID from the drop-down menu (in this case, you would select Email).
  6. The easiest way to modify the Gateway Template is to copy and paste the Default Example Template information at the bottom of the page.  However, you have the ability to modify the HTML code if you wish.  This text will be the information displayed on the login page for your survey, and the information is pulled from the populated Mailing List fields (i.e., Email Address, First Name, etc.). 
  7. Click Apply to save your settings.  A verification message will be displayed in red at the top of the page.  It is now time to Create a New Campaign in order to send your recipients the survey. 

Create a new campaign for your access controlled survey (for more information on creating campaigns, please click here.):

  1. Click Mailing Lists in order to create your new campaign.
  2. Click the Create New Campaign link at the top of the page.
  3. Select the survey you wish to associate to your campaign from the Select a survey: drop-down menu and click Next.
  4. Select the identifier you wish to associate to recipients in this survey from the Unique ID: drop-down menu.  In this case, you would select Email.
  5. Fill in the designated fields for your outgoing message, and click Send Now.
  6. Place a check next to the box regarding the Spam Policy.
  7. Select None from the User Defined Recipient Filter menu.
  8. Select Do not filter this list.
  9. Select 100% (No sampling) from the Sampling Rate menu, and click Send Now.

Your message inviting recipients from your mailing list has now been sent.  Once the users receive the message, they will click on the link provided, and will be prompted to enter their verification information (in this case, their Email address and First Name).

Questions Pertaining to Access Controlled Surveys:

What do recipients see when they receive a message related to an access controlled survey?

When you have created and sent a campaign related to an access controlled survey (as explained above), the recipients will receive an email informing them of the survey they are being asked to participate in.  Once the recipient clicks on the survey link in their message, they will be directed to a page similar to this, where they will be prompted to enter their email address and first name (or other specified fields, depending on your setup):

After entering their information and clicking Submit, they should be directed to the survey. 

What happens if a recipient tries to take the survey more than once?

If you have indicated to only allow one response from each email address, a user will be unable to return to the survey page to respond to the survey again.  If a respondent attempts to do this, they will receive the following error.

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