How to upload or top-up samples
All samples are linked to questionnaires. In order to upload a sample, you must have created at least a draft questionnaire. The questionnaire name will occur in the list below (“My web questionnaire”). This means that you can prepare for the field work at an early stage, even if the questionnaire isn’t ready and has not been published yet.
- A normal questionnaire will normally have one main sample and perhaps one or more top-up samples connected to it.
- A main sample (imported as a “new sample”) will be the initial, sample used for a mail out.
- A top-up sample will be a sample you import after a while when you experience that you will not reach your targets (total number of interviews or special quotas).
- The main sample and the top-up sample will normally have the same structure and the same columns (data fields). However, a top-up sample may have a different structure with extra or less columns or named differently. One requirement is however that the fields containing the e-mail addresses are named exactly the same.
- When importing top-up samples with different structures, Research Studio will create similar structures so that merging the two or more samples later will be easier.
- A top-up sample will automatically inherit the invitation mail and reminder mail created for the main sample. However, the top-up sample(s) and the main sample have individual scheduling, i.e. you may/should specify individual timings for both invitations and reminders for time the
Uploading a sample
- Select the questionnaire that you want to upload a sample to
- Click the “Upload sample” button.
A 4-step sample import wizard opens. Just follow the instructions shown on the screen
- Sample info
- Select if you want to upload a new sample or top-up and existing one
- Select sample type. Research Studio supports email and/or SMS
- If you have already uploaded a sample and created a invitation/reminder text, you can copy this here
- Click next
- Specify sample
- Browse to your sample file.
- The sample file can be an Excel spread sheet or a comma-separated file (separated by commas, not semi-colons)
- The first row in the sample file must contain unique column headers describing the values you want to import as a sample.
- The column header must further only contain one word, specified with the characters a-z, A-Z, 1-9 and _ (underscore)
- The name of the sample will by default be given the same name as the sample file. You may however specify a different name and also give it a description.
- Click next
- Select sample variables
- In this overview you will see all the variables available in the sample file you selected.
- Import column: Specify the variables you want to import by checking (or unchecking) the variables shown
- Column name: Description of the variable
- E-mail column: Specify the column containing the e-mail address. If email, mail etc. is in the field name, Research Studio will often suggest this by default.
- Id column: Research Studio will give the respondents a unique sequential ID. If you for some reason prefer to have another identifier as respondent ID, you may specify this in the Id column. This can be relevant if you want to merge data sets using e.g. the email address as an identifier. In such a case, the email address must be specified as Id column in BOTH data sets (Alternative ID). Similarly you may specify any unique column to be your ID column. Any columns used as an ID column must also have the “Allow duplicates” column un-checked. If you select an ID column by mistake, click the “Uncheck ID column” button at the top left.
- Allow empty values: By default, empty values are allowed in all fields except in the e-mail column or an ID column. If you uncheck “Allow empty values”, Research Studio will inspect the sample file and give you warnings. If unsolved, a warning will be given (see below) and sample records with missing values will NOT be uploaded to the server (unless edited in advanced mode).
- Allow duplicate values: By default duplicate values are allowed (post code, first name etc..) except for the specified e-mail address. If duplicate values are found during the inspection, a warning will be given. If you deliberately want to send out several mails to one e-mail address, you may specify that this is allowed. When importing a sample with duplicate values, where they are not allowed, then a warning will be given, and the FIRST occurrence will be imported unless the data is edited in advanced mode.
- Upload sample
- The final step in the Import sample wizard is to check the validation of the sample import:
- The same of the sample file
- The name of the sample
- The sample description
- Original and imported sample sized (discrepancy due to unsolved issues)
- Click “OK” to complete the sample import.
- A confirmation will appear the status line: (1 sample imported)
- (Advanced): Editing the sample file before import
If an error message occurs (as shown below), you may alter the values before the sample is uploaded to the server:
- Click “Edit” in the row of the variable you want to edit
- An overview of the records will be shown
- First a list of all records with values
- A list of all warnings.
- By selecting the Different warning messages, this will highlight the same record in the upper window.
- Double clicking the value enables you to edit the value – and remove issues.
- Click “OK” when finished and return to the sample overview. The warning list will then be updated.
To view the sample in more detail: click the [+ Samples]-button, and the information bar expands:
More information (history) and options may also be available by clicking the [+ Advanced] button