The Responses tab allows for managing of survey responses either individually or in bulk. This includes viewing, approving, rejecting, deleting, editing, importing and exporting responses. This is the page most often used by managers to review incoming responses to ensure quality of the data collected.
Navigating the interface
At the top of the page there various buttons that help users find the exact survey responses that they need and view them in the appropriate way. Below are descriptions of each of these buttons.
Draft/Pending/Rejected/Final/All-Allows users to filter the responses shown by the Status of the response. A count of surveys in each category appears above each button.
Refresh-Refreshes the survey list, showing new or modified responses. Use this instead of the browser's refresh button for quicker updating of survey responses.
Deployment-Allows users to filter surveys by which deployment they were a part of.
Randomize Order-Allows users to randomize the order of survey responses in the list
Approve All-Allows managers to approve all pending survey responses simultaneously
This is often used for a sampled approvals approach, where the manager will do the following:
Select "Pending" button
Randomize the order of Pending survey responses
Review a sample of the pending survey responses
If the surveys pass a minimum level of quality, then the manager clicks "Approve all"
If the surveys do not, then the manager must review and approve/reject each response individually
Detailed/Summary View
Allows users to choose which format they want to view responses in.
Summary view lists only basic information about each survey response including: Status, User (Enumerator), Submitted on, Deployment, Response ID, and Draft name.
Detailed view lists surveys in a tabular format including all information and questions. Scrolling to the right will show more survey questions.
Searching for a survey
Allows users to search for a specific survey response by Enumerator name or Draft name
Change language
Allows users to view survey questions in different languages. Responses will be shown as whatever language they were filled out in.
The languages shown here can be set and translated from the Translate tab
Managing individual survey responses
Viewing responses
Clicking on a row will create a popup with the details for that survey response. This popup contains the responses to each question in the survey alongside metadata automatically registered about the response.
Meta data about the survey response is contained at the top of the popup.
User-The enumerator who submitted the survey.
Response Id-The unique identifier for the response.
Submitted-The date/time that the response was submitted. NOTE: The date is shown in your local browser time when you view it in the Portal. It is stored on the server in UTC. When you export data, the spreadsheet will show the time in UTC.
IP Address-IP address of the enumerator
Status: The current approval status of the survey response.
This section also contains details about the history of the survey including any actions done on the survey response.
Show History-Shows all actions done on the survey response.
Hide History- Only shows the most recent actions done on the survey response.
Show Complete History of Changes- Displays a popup with a full history of the values before and after any edits were made to the survey response.
Approving responses
Once a survey response has been reviewed by the approver, they can Approve, Reject, Delete or Edit the response.
Approve-This will change the survey status to Final. If the deployment has multiple approval stages, this will only approve one of the stages. The next stage must be handled by one of the users in that approval stage.
Reject-This will return the response to the enumerator for corrects. The manager can enter notes on the errors that the enumerator must fix and this will appear in their application. In mWater Surveyor, rejected surveys can be viewed in the Rejected section of the Tasks page.
Delete-WARNING THIS WILL PERMANENTLY DELETE THE RESPONSE DATA.
Edit response-This will allow the approver or manager to modify any of the fields in the response. This modification will add an "Edited" tag on the response and be tracked in the History of Changes.
The Approve and Reject buttons are only available if the deployment has been set to have an Approval Chain from the Deploy tab.
Timestamps in responses
The times shown for the data you view in the browser are always in the timezone of the browser you are viewing them with for convenience.
For example, if a survey is filled out in West Africa Time in Abuja and submitted on 3pm, it will show as 3pm for the enumerator in their app, and for a manager in EST in New York it will show as 9am. On our server, the date is stored in UTC, which in this example would be 2pm. If you change the timezone of your computer’s browser, you will see timestamps in the Portal in that new timezone’s time.
Note that if you export data from the system instead of viewing it in a browser, it will show the timestamps in UTC. So for our example, if you view the response in New York, you will see 9am as the Submitted On time, if you view it in Abija you will see it as 3pm and if you export it into a CSV or Excel file, you will see the UTC time of 2pm.
From the View Response popup the Export as PDF button can be used to export entire contents of the popup to PDF format.
Importing responses
Importing responses allows users to upload responses to the survey from CSV or Excel files. For more information about this process please see this resource article.
In order to import responses, users must select how they want multicheck questions to be expressed in spreadsheet form.
Users can then download a template of their survey, which can be filled out and then uploaded. This template contains the column order and headers needed to import data into the survey. The data can then be copy and pasted into the template in the appropriate columns.
Uploading the completed template will include the new survey responses in the mWater platform, which can then be used with other online responses.
Exporting responses
Exporting responses allows users to download their responses from mWater in the form of either a CSV or Excel file.
Export Settings
Status-Allows the user to export only the responses which have a specific status. By default only Final responses will be selected.
Deployments-Allows users to export only the responses which are part of a specific Deployment. By default all deployments are selected.
Format for re-importing-Allows users to export a CSV file which can then be reimported exactly as the original data. This is useful when migrating data from one deployment to another. The data can be exported from one deployment, and imported into another deployment.
Header Rows-Allows users to define whether they want the headers to be labeled with the Export ID/Code, the Question Text, or Both. Some questions have text that is difficult to display in an CSV or Excel so some users choose to abbreviate this text with an Export ID or Code.
Choice question-Allows users to define whether they want the values of choice questions to be exported as the choice's Code or Text. Some question choices have text that is difficult to display in a CSV or Excel so some users choose to abbreviate this text with a Code.
Multichek Questions-Allows users to define whether the selected choices of a multicheck question will appear together in a single column or in separate columns. If "Single column" is selected the selected choices will be contained in the same cell separated by a comma. If "Separate columns" is selected, a column will be created for each choice of the multichek and will have a value "TRUE" if they were selected or "FALSE" if they were not. This is especially important when importing this data into other statistical software that may require a column for each option.
Include Asked Columns-This will insert a column for each question whether the question was asked or not. This is especially important for surveys which have complex conditions that make it difficult to understand whether a question was left blank because it wasn't asked or because the enumerator left it blank.
Repeat Data in Rosters-Allows users to choose whether the survey data will be repeated for each line in roster. If a survey contains roster questions the exported data will contain a separate row for each row of a roster. If "No" is selected, then the rows containing roster data will leave the only contain data in the roster columns and be blank for the rest of the columns. If "Yes" is selected, then the rows containing roster data will also contain the data from the survey. This means that data from the survey is repeated for every roster row. Note: For large surveys with many responses, the download time will be long.
Format-Allows users to choose the format of the data export as either CSV or Excel. Note: Use CSV for large downloads.
