editing survey data

TABLE OF CONTENTS

• A Complete Audit Trail
• To Edit Data on Your Own (From Admin Account)
• To Request a Reporter to Edit a Response or to Respond to a Question that they Skipped
• To Request a Reporter to Edit All of the Questions in a Survey
• Emails to Reporters That Need to Edit Their Survey Responses

A Complete Audit Trail

When survey data needs to be edited, you can either edit it on your own (from an admin account) or request the reporter to edit it.  Either way, the Impact Suite will keep a time-stamped record of every single change that is made to the survey data, so nothing will be lost permanently.

This “audit trail” feature will be especially important to you if multiple admin will have the ability to edit survey data.  (If that’s the case, you’ll be able to keep track of the reasons why a specific admin edited data or requested that data be edited by a reporter.)

External evaluators or auditors require that you keep records on any edits that have been made.

To Edit Data on Your Own (From Admin Account)

1. On the left, in your Mission Control, click Survey Data.
   
   
2. On the right, click Individual data viewer.
   
   
3. Choose the reporter and time period you would like to review. (Optionally, you can use the Select specific surveys from this period link to get more detail and help you choose.)
   
   

4. Once you're looking at the survey you're interested in, towards the top-right hand side of the report, click Edits, Revisions & Feedback.
   
   

5. In the window that’s displayed, click “One or more responses need to be edited by me or by [the name of the reporter].”
   
   

6. On the following page, you’ll see every question that was presented to the reporter, along with their responses to each question.  Any questions without responses are questions that the reporter did not answer.
   
   

7. To edit a question yourself, click that question’s “Edit this response on your own” link.
   
   

8. In the space provided, describe the reason you are updating this information.  At your option, this rationale may be displayed when you view data for this survey in the future.
   
   

9. Edit the data.
   
   

10. Click the Submit button at the bottom of the page after you’ve completed all other edits and edit requests.

To Request a Reporter to Edit a Response or to Respond to a Question that they Skipped

1. On the left, in your Mission Control, click Survey Data.
   
   
2. On the right, click Individual data viewer.
   
   
3. Choose the reporter and time period you would like to review. (Optionally, you can use the Select specific surveys from this period link to get more detail and help you choose.)
   
   

4. Towards the top-right hand side of the survey, click Edits, Revisions & Feedback.
   
   

5. In the window that’s displayed, click “One or more responses need to be edited by me or by [the name of the reporter].”
   
   

6. On the following page, you’ll see every question that was presented to the reporter, along with their responses to each question.  Any questions without responses are questions that the reporter did not answer.
   
   

7. For the question at issue, click “Ask [reporter] to edit this response.”
   
   

8. In the space provided, write a quick note to the reporter that explains the reason why you’d like their to update their response or to respond to the question for the first time.  At your option, this rationale may be displayed when you view data for this survey in the future.
   
   

9. After you’ve completed all other edits and edit requests, click the Submit button at the end of the survey.

To Request a Reporter to Edit All of the Questions in a Survey

1. On the left, in your Mission Control, click Survey Data.
   
   
2. On the right, click Individual data viewer.
   
   
3. Choose the reporter and time period you would like to review. (Optionally, you can use the Select specific surveys from this period link to get more detail and help you choose.)
   
   

4. Towards the top-right hand side of the survey, click Edits, Revisions & Feedback.
   
   

5. In the window that’s displayed, click “One or more responses need to be edited by me or by [the name of the reporter].”
   
   

6. On the following page, you’ll see every question that was presented to the reporter, along with their responses to each question.  Any questions without responses are questions that the reporter did not answer.
   
   

7. At the top of the survey, click the link that reads, “Send this entire survey to the Reporter for updating.”
   
   

8. In the resulting pop-up window, enter the reason why you are asking this reporter to edit all of the questions, and then click the Update link.
   
   

9. All questions are now marked for editing by the reporter.
   
   

10. Make any additional changes to any of the questions, and then click the Submit button at the end of the survey.

Emails to Reporters That Need to Edit Their Survey Responses

1. After you click Submit, you’ll be presented with options to:

   • Send an instant e-mail to the reporter that will ask them to edit the questions you marked for updating.
     
     

   • (Optional) Send that e-mail to the reporter at an interval determined by you until they edit the survey.  You may edit or cancel these reminder e-mails at any time (on the next page, see “tracking who needs to update surveys; updating automated e-mail reminders”).