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Setting up account management

This topic covers all aspects related to an organisation’s account. In order to view your organisation’s account information, you simply need to open the corresponding page. Only users with the role of Account Admin have access to these details.

The account information is classified under several tabs:

Basic information

On this tab, you will find the following information in successive order:

  • the account main settings (Legal name and Account number),
  • the address data (Address, Postal code, City, Country), and
  • the billing data (Currency and VAT number). Only the EUR and CHF currency codes are supported. The VAT number must be included on the customer invoices.

Account administration

On this tab, you will find the following information in successive order:

Under Feature configuration, you will encounter two settings:

  • Third party scripts enabled: If the On option has been selected, then scripts from other software programs are allowed, e.g. flows with help information about set-up procedures and new functionality in Survalyzer NG.
  • Multifactor authentication enabled: If the On option has been selected, each user can set the Multifactor authentication setting to Enabled in his/her own user profile and scan the QR code shown below into his/her authentication app. After the corresponding user has logged on again, he/she can enter the code indicated by the authentication app. For more information, you are referred to the Enabling 2-factor Authentication topic. By default, this setting is set to Off.

You can enter the following data for the E-mail server configuration:

  • Default sender address: The e-mail address specified in this field is displayed by default when creating a new e-mail message.
  • Allowed sender domains: Here you will find all domain names used in the email messages for sending survey invitations. If you wish to send e-mail messages on behalf of your organisation by using your organisation’s e-mail address, we recommend you to refer to the information in the Email – Setting up your own email sender domain topic.
  • Customer e-mail infrastructure enabled: You need an e-mail server to send invitation mails. If you want to use your own mail server (option = On), you can configure the required mail server details below. By default, this setting is set to Off.

Under Data retention configuration, you must specify the number of days for the data to be retained in the database in the Delete retention period field, after the retention period for closed survey data has expired (= On) OR after the corresponding survey data have been manually deleted from the overview (= Off) AND after the retention period for created sample data has expired (= On) OR after the corresponding sample data have been manually deleted from the overview (= Off).

The figure above shows that the data of closed surveys will be deleted after 30 days.

Note: this setting only applies to Closed Surveys with a set End Date. When a survey is closed manually and the retention period passes, nothing will be deleted.

As soon as these data are removed from the overview, they will still be retained in the database for a period of 90 consecutive days. As far as sample data are concerned, they will be retained for 90 days after they have been manually deleted.

Administrators

This tab contains a table displaying one or more users with the role of Account admin.

  • Username (1): The first column contains the username of each account admin used to log on to the Survalyzer application. When you click the column header, the user names will be displayed in reverse order.
  • Date of last login (2): This column indicates the date and time on which the corresponding account admin has logged on for the last time. If an account admin has not yet logged on, the appropriate column cell will be empty.
  • Search (3): In this search field, you only need to enter a small part of the username in order to reduce the large number of listed account admins to a minimum.
  • Add account admin (4): If you click this green button, a screen will appear allowing you to record the details of a new account admin. For a description of the fields on this screen, please refer to the information under the Edit account admin tab. When adding, only the Roles field will not be presented, because initially an account administrator (account admin) will be created.
  • Edit (5): If you click this icon, the Edit account admin screen will appear allowing you to edit the already recorded data of the respective account admin. See further under the Edit account admin tab.
  • Delete (6): If you click this icon, a warning window will appear prompting you to click the Yes button to confirm the deletion procedure. Each account must have at least one account admin, which precludes the deletion of the last account admin. In this case, this icon will not be visible on the screen.
  • Go to workspace and user management (7): Selecting this link will open a screen allowing you to add users to your account. From this screen, you can then easily navigate to the workspaces screen to make any adjustments to the settings, for example.

The following fields are displayed on this screen:

  • Roles: By default, this field is set to Account admin. In this field a different role can be assigned to the corresponding Survalyzer user. Click on this link for more information about the different roles.
    • If the role of the selected account admin is changed from Account admin to User, one or more workspaces to which this (new) user should have access must be selected in the Access rights field (appears immediately below the Password reset field at the bottom of this tab). Once access is granted and the Save button is clicked on this screen, the Survalyzer user with the new role of User will be immediately removed from this tab and included in the user overview under Workspaces.
    • If the role of the selected account admin is changed from Account admin to Workspace group admin, one or more workspace groups to which this (new) workspace group admin should have access must be selected in the Access rights field. He/She then has access to all workspaces of the selected workspace groups. Once access is granted and the Save button is clicked on this screen, the Survalyzer user with the new role of Workspace group admin will be immediately removed from this tab and included in the workspaces overview under Workspaces.
  • License type: An Essential user can use the basic functionality in Survalyzer NG. He/She can create, distribute and analyze relatively elementary default surveys. A Professional user, on the other hand, has more functionality at his/her disposal. For instance, he/she can include an unlimited number of questions in a survey, randomize sections, add column groups in matrix questions, use placeholders for custom variables, insert value assignments, and clean up raw data. For more information, click on the Downloads link.
  • Gender: Male, Female or Gender Neutral.
  • First name: Mandatory field. Maximum length: 64 characters.
  • Last name: Mandatory field. Maximum length: 64 characters.
  • Company/Institution: Optional field. Maximum length: 64 characters.
  • Phone number: Optional field for integers. Maximum length: 15 characters.
  • Email: Mandatory field. This e-mail address will be used for resetting the user password at the login process.
  • User context help settings: If checked, the onboarding service for Survalyzer NG, i.e. a step-by-step instruction guide to all basic funtions, will be enabled. As a result, the user will be able to access guided tours within Survalyzer NG. Still needs to be implemented.
  • Language: It is a drop-down field with all the languages supported in Survalyzer NG: Dutch, English, French, German, Italian, Russian.
  • Time zone: It is a drop-down field with all the time zones supported in Survalyzer NG, e.g. (UTC+01:00) Amsterdam, Berlin, Bern, Rome, Stockholm, Vienna.

  • Username: The name specified in this field must be unique and is used - together with the password - for logging on to the application.
  • Password: An original password must be assigned to a user that he/she has not used before. The specified password must consist of at least eight characters, including:
    • at least one upper case character
    • at least one lower case character
    • at least one number
    • at least one non-alphanumeric character, e.g. ! , @ . :
  • Confirm password: The password entered above must be entered again for verification. If you enter a deviating password in this field, the error message The passwords you entered do not match will be displayed on the screen.
  • Multifactor authentication: This setting will only be displayed, once the On option has been selected in the Multifactor Authentication enabled setting on the Account administration tab. For the new user with the role of Account admin, the Enabled option can be selected here and the QR code shown below can be scanned in his/her authentication app. After the corresponding user has logged on again, he/she can enter the code indicated by the authentication app. For more information, you are referred to the Enabling 2-factor Authentication topic.
  • Password reset: If checked, the user must reset his or her password at the next login. This is usually applied, when a new account is created for a user. When a user logs on for the first time, the password provided to him/her must be changed. The account admin who added the new user is not familiar with the new password.

Color schemes

This tab contains any color schemes already created. A color scheme allows you to define the default colors of the graphs in your online report. Should no color scheme have been created, a new online report will automatically be issued using the Survalyzer Default color scheme.

On this tab the Account admin can select one or more color schemes (1) which will be made available to all workspaces of the organisation. For each individual workspace, the Workspace group admin (or Account admin) can then make a selection from the available color schemes (see the Workspace and settings topic, under the Layout section). These color schemes selected on workspace level can be deployed by a Survalyzer user for the graphs in an online report (see the Report name stage when creating a new basic report).

If a color scheme should not be used for whatever reason, you can uncheck it by re-clicking the corresponding color scheme. This color scheme is then disabled; however, it is NOT deleted.

Setting the default color scheme

A default color scheme must always be defined for the account. In order to set this default, you can click on the warehouse icon (2). In order to confirm your choice, you must click the Yes button in the Info window displayed.

The default color scheme of the account cannot be disabled or deleted, see the message in the image above. This color scheme will be selected automatically, if a user does not choose another color scheme when creating a basic report or if only the default color scheme has been ticked for use at the appropriate workspace level.

Editing the color scheme

In order to modify the colors of a color scheme, you can click on the pencil icon (3). You will then be directed to the Color scheme editor window which allows you to edit the name of the color scheme as well as all six colors from the color series & traffic light colors. If you want to modify a color, you can click the corresponding drop-down list button (to the right) which opens a color spectrum in which you can select the desired color using the mouse. You can also specify the red (R:), green (G:) and blue (B:) values of a color (Min. 0 & Max. 255). Should the desired hexadecimal code of a color be known, you can of course enter it at #:. Click the OK button to apply the modified color.

A color scheme can only be deleted, if it has not been

  • configured as the default color scheme;
  • selected for online reports.

Using the Add color scheme button (4) you can create a new color scheme on the above-mentioned editor window. Basically, you only need to enter a name and modify the colors which are set by default (see description above).

Account opt-out list

To exclude one or more survey participants from all invitations of the entire organisation (i.e. from all workspaces), you can use the opt-out option of the account.

An opt-out list is a list of e-mail addresses and mobile phone numbers of survey participants, who may no longer be contacted to participate in surveys. Before a survey invitation is sent, the system always verifies whether e-mail addresses and/or mobile phone numbers are on the opt-out list.

Spam complaints are a serious problem. Survalyzer receives such complaints from e-mail providers, when e-mails are marked as spam. Each time this leads to a loss of reputation for the mail servers of Survalyzer. For this reason, e-mail addresses of spam complainers are not only added to the opt-out list, but also to the Survalyzer blacklist, preventing survey invitations from being delivered to these addresses.

This button allows you to manually add a participant to the opt-out list. When you click on it, the Add opt-out entry window will be displayed.

In this window, you can enter the e-mail address and/or the mobile number of this participant. As soon as you have filled in one or both items, you can click the green Add opt-out entry button. The corresponding participant will immediately be included in the opt-out list and will no longer receive an invitation via e-mail and/or SMS (mobile phone number) from the entire organisation to fill out a survey.

If you click this button, an Excel file with all participants on the opt-out list will be generated.

If you click this button, the Import opt-out entries screen will be displayed which allows you to download an example file containing all relevant opt-out data. After having clicked the Download example file button, an Excel file will be downloaded which you can fill out with data of participants to be unsubscribed. These are:

  • E-mail address of the participant who should no longer receive a survey invitation via e-mail
  • Mobile number of the participant who should no longer receive a survey invitation via SMS
  • ChannelEmail: if you enter the value 1, then the participant will not receive a survey invitation via e-mail at the e-mail address specified here
  • ChannelPhone: if you enter the value 1, then the participant will not receive a survey invitation via SMS on the mobile number specified here

When you have filled this Excel file with the desired opt-out data, you can save this file in any location on your PC. In order to import this file again, you must click in the grey box containing the text Drop elements here at the bottom of the Import opt-out entries screen. You can then select the file containing the opt-out data on your PC. Once you have done this, this file is placed below the grey box on the left, but above the Import button. By clicking the Import button, the participants (i.e. e-mail addresses and/or mobile numbers) from this file are added to the opt-out list.

This column indicates the way in which the participant entered the opt-out list, e.g. Manually.

If you want to remove a participant from the opt-out list so that he/she can be invited again to participate in all surveys of the organisation, you must click this icon and the Yes button for confirmation.

Updated on December 19, 2023
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