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Workspace and settings

In order to view your organisation’s workspaces, you simply have to open the workspace information page. The resulting screen lists all currently existing workspaces. Workspaces are comparable to working folders in which users of your organisation can conduct surveys (studies) and add new surveys (questionnaires). Using the workspace management you (the Account admin or the Workspace group admin) can assign rights to prevent each user from opening every workspace.

When you are making use of workspace groups, you must create them in advance. Workspace groups are added as an additional subdivision level in the hierarchical data structure of Survalyzer NG. These workspace groups are especially used by large organisations. Within every workspace group you can find an overview of the available workspaces.

The following data are displayed for each workspace:

  • its registered name,
  • the number of users who have access to it,
  • the total number of surveys which are currently available in this workspace.
Adding a new workspace

In order to create a new workspace, you have to click the green ADD WORKSPACE button, enter a name in the appearing window and select the Create button. This workspace is then included in alphabetical order in the workspace information page.

Define settings

In order to record the settings of a new workspace or adjust the settings of an existing workspace, proceed as follows:

  • Click on the workspace group (1) to which the corresponding workspace belongs.
  • Click on the Edit icon (2) behind the workspace to activate the settings screen which displays the following 3 tabs: General, Layout & Anonymization.

General

This tab shows the following data:

  • Workspace name: This name will be seen by all users who have access to more than one workspace.
  • Workspace group: This field indicates the workspace group under which the above-mentioned workspace has been created. If you want to move this workspace to another workspace group, you can select it from the drop-down list.
  • Data access control: Here you can make a selection from the following options:
    • Private: the surveys in this workspace are only accessible to the users defined for this workspace.
    • Public: the surveys in this workspace are accessible to anyone with an appropriate API interface.
    • Conditional: the surveys in this workspace are accessible to all sample and/or panel members who meet the specified filter conditions and have an appropriate API interface, e.g. all employees with the job title Marketing.
  • Panel add-on: If ticked, users will be granted access to the Panels menu.
  • Users are limited to a maximum number of members in import process: If ticked, you can select the number of sample and/or panel members that can be imported by the users of this workspace in the field below. When importing an Excel file which exceeds the maximum number of members allowed, the following error message appears: The import file has too many rows. Please upload a different file. The Excel file can only be successfully imported, when the number of rows containing sample or panel member data does NOT exceed the number specified in this field.

Note: You must save the changes you have entered under this tab; this is not done automatically.

Layout

This tab shows the following data:

  • Available survey layouts: This field allows you to select one or more created survey layouts for the surveys from this workspace. The individual surveys will then be formatted according to the selected survey layout. You can optionally select a different survey layout for a survey on the Design page, provided there are more survey layouts available. You can only select survey layouts that were previously created in the Survey layouts menu under Library. In order to access this menu, you must have participated in a Survalyzer training program.
    If the workspace has been created recently, this settings field will be empty. All users in this workspace can then access the survey layouts from the account. However, if one of these users then creates a separate survey layout in the Survey layouts menu, then the account’s survey layouts will be disabled. They can then no longer be selected for a survey on the Design page. In order to re-enable these account survey layouts for the new workspace, you can select them in this field.
  • Default survey layout: This field allows you to select one of the selected, available survey layouts in which every survey from this workspace is formatted by default. You can optionally select a different survey layout for a survey on the Design page. All available survey layouts are located under the green Select survey layout button.
  • Default report layout: In this field you can select one of the selected, available report layouts. You can only select report layouts that were previously created in the Report layouts menu under Library.
    Note: This functionality is not yet in use.
  • PowerPoint template: The downloaded PowerPoint report (see Analyze page, Activation stage at Basic report) is generated based on the template selected here. The default template is PowerPointReportTemplate.pptx. You can only make a selection from the PowerPoint templates that are included in the Documents directory of the Shared folder or the folder of your own workspace, see the Files and media menu.
    In order to create your own PowerPoint template, you are referred to the PowerPoint template topic.
  • Survey template: The exported Word or PDF file (see Build page, Download button) is generated based on the template selected here. The default template is SurveyExportTemplate.docx. You can only make a selection from the survey templates that are included in the Documents directory of the Shared folder or the folder of your own workspace, see the Files and media menu.
    In order to adjust the color scheme in the exported file, you are referred to the Changing color scheme for Word and PDF export file topic.
  • Answers template: The downloaded PDF file (default: InterviewExportTemplate.docx) is generated based on the template selected here. You can only make a selection from the answers templates that are included in the Documents directory of the Shared folder or the folder of your own workspace, see the Files and media menu.
    In order to change the themes, colors and/or styles of an answer file in PDF format, you are referred to the Customising the template topic.

    Such an answer file is downloaded in the following situations:

    1. a survey participant clicks on the Download link (using the placeholder {{survey.answers_pdf}}) at the end of the survey to view the answers provided by him/her. For more information, see the topic Viewing the answers given at the end of the survey.
    2. a survey participant clicks on the Download link (using the placeholder {{survey.answers_pdf_all}}) at the start of the survey to view the questions included in the survey in advance. For more information, see the topic Viewing all questions from a survey.
    3. a user clicks on the Download PDF icon under the Interviews section of a sample or panel member for a PDF file to be generated of the selected survey containing all questions and the answers provided by the sample or panel member. See the topic Sample: Edit member.
  • Report template: The downloaded Word or PDF report (see Analyze page, Activation stage at Basic report) is generated based on the template selected here. The default template is AnalyseExportTemplate.docx. You can only make a selection from the report templates that are included in the Documents directory of the Shared folder or the folder of your own workspace, see the Files and media menu.
    In order to change the themes, colors and/or styles of a report file in Word or PDF format, you are referred to the Customising the template topic.
  • Available message layouts: This field allows you to select one or more created message layouts for the email messages from this workspace. Each individual message will be formatted according to the selected message layout, see the Create new message topic. You can only select message layouts that were previously created in the Message layouts menu under Library. In order to access this menu, you must have participated in a Survalyzer training program.
    If the workspace has been created recently, this settings field will be empty. All users in this workspace can then access the message layouts from the account. However, if one of these users then creates a separate message layout in the Message layouts menu, then the account’s message layouts will be disabled. A new message can currently not be formatted based on these account message layouts. In order to achieve this, these account message layouts must be re-enabled for the new workspace. You can do this by selecting them in this field.
  • Color schemes for basic report: Below you can tick one or more color schemes which can be employed by a Survalyzer user when creating a new online report for the charts (see Report name stage when creating a new basic report). A color scheme can be used to define the default colors of the charts in your online report. Color schemes must be first created in your account on the Color schemes page.

Note: You must save the changes you have entered under this tab; this is not done automatically.

Anonymization

This tab shows the following data:

Workspace data retention configuration

The Inherit from account configuration setting allows you to select the Yes or No value.

  • If Yes, the survey data retention settings will be adopted from the Account management page.
  • If No, you must enter the number of days for the survey data to be retained in the database, 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 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. 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.

Minimum number of interviews for reports/exports

This setting allows you to select the Yes or No value. If Yes, you can specify the minimum number of interviews required for data analysis.

Disable features

If you check the

  • Access to interview links of respondents feature, the Download interview links function will not be available to sample members, see the Sample: Edit member topic. A Survalyzer user will mainly use this functionality to verify which questionnaires were filled out by the corresponding sample members. In addition, the Interviews section of all sample members will no longer display any survey data.
  • Raw data export feaure, the raw survey data will not be downloaded to Excel or SPSS format using the Download raw data button (see the Analyze page).
  • E-mail distributor feature, the respondents cannot be invited to fill out surveys via an e-mail distribution procedure, see the Distribute menu. The same applies to the SMS distributor (professional user) and Link list distributor features. When all these distribution features have been ticked, a Survalyzer user won’t be able to select any distribution channel. He/She will then still have the option to use, for example, the anonymous survey link.
  • Export of bounces feature, the bounce statistics cannot be downloaded, see any wave under the Distribution log field (view the Distribute survey: distributors topic). The exact number of survey invitations that were not received by respondents, cannot then be retrieved. For more information, you are invited to read the information in the Deliverability of e-mails topic.
  • Import of custom member variables feature, a Survalyzer user cannot import custom member variables such as Function & Department, when importing an Excel file with sample members. A message will be displayed on the Select file screen reminding him/her to import only system variables. See the description in the Add new local sample topic.
  • Dynata feature, no cloud project can be created, involving the purchase of a quantity of survey participants via Dynata.
Hide from raw data export

If you tick any of the member fields from a sample or panel, e.g. Member ID, First Name & Email, then these data will not be included in the Excel Export and SPSS reports. The contents of the selected variables will then be hidden in these reports, although the variables are nonetheless visible columns in the raw data export files. Using the green Add custom field button, you can also apply this to all custom member variables that were created for the corresponding workspace.

Attention: This setting only applies to regular user accounts. An admin user always has access to all content. If he/she changes the workspace settings, an admin account will be used. In order to verify that the contents of variables are not shown to users of the corresponding workspace, he/she must log out and log in again using a regular user account.

The following applies to the system fields:

  • Show interview link: If ticked, the links used to invite the participants to fill out the survey won’t be included in the reports.
  • Personal interview link: If ticked, the links used to display the participants’ survey answers won’t be included in the reports.
  • Interview ID: If ticked, the unique identification numbers of all individual surveys won’t be included in the reports.
Exclude from data collection

If you have ticked the IP Address setting, the IP address of any newly started interview will not be saved. No IP addresses of interviews started after enabling this setting will be presented to any user (including the admin account). However, IP addresses of interviews started before enabling this setting will still be visible in the raw data export files.

Note: You must save the changes you have entered under this tab; this is not done automatically.

Updated on April 28, 2022

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