Using Coordinator-Entered Surveys

Sometimes coordinators may need to enter survey data on behalf of participants. This is similar to the REDCap data entry process. Coordinator entry may be activated for each of your project’s surveys individually. You may select whether you wish to enter survey data only once (single instance) or complete the survey multiple times for a single participant (multiple instances).

Creating Coordinator-Entered Surveys

Coordinator surveys are created the same as any participant survey would be - start by navigating to the Surveys tab in your Workspace to add your survey to your project. See Creating a Survey for more information on how to get started. 

Understanding Coordinator-Entered Surveys

Multi-Entry (default) vs. Single-Entry Surveys

Coordinator-entered surveys can be created as multi-entry and single-entry surveys. 

• Multi-Entry Surveys (default) allow coordinators to complete a survey multiple times. Each submission creates a new survey result. Previous submissions can also be edited. This is the default setting for coordinator-entered surveys.
• Single-Entry Surveys allow coordinators to complete a survey only once. If a coordinator wishes to resubmit this survey, it will open with the previous submission's answers. The coordinator can then edit these answers; the original responses will be replaced when the updated answers are submitted. Single-Entry survey tasks will be marked as "Complete" upon submission. 

Legacy Mode

Legacy Mode, if selected, disables certain survey features to preserve backwards compatibility with older projects:

• "Single Response" only applies to coordinator surveys. All surveys completed by participants are always "Multi-Response".
• Coordinator surveys will not display participant survey results if previously completed. 
• Coordinators completing surveys will never trigger task completion. 

Enabling Coordinator-Entered Surveys

To enable coordinator entry for one or more surveys:

1. Navigate to your project.
2. On the left sidebar, select “Survey Settings.”
3. Locate the survey you want to enable for coordinator entry and check the box under "Allow Coordinator Entry".
4. Check “Single Entry” if you want to enter the survey data only once. Do not check if you wish to complete the survey multiple times on behalf of the participant.
5. Click “Save Survey Settings”.

[note] Published Version refers to the current survey that is published to the project. If the pencil icon is selected, the user is directed to the survey editor. [/note]

To reorder coordinator-entered surveys:

1. Select the "six-dot" icon next to the survey name. 
2. Drag and drop the survey to set the order in which the surveys appear.

To disable coordinator entry for a survey:

1. Navigate to your project.
2. On the left sidebar, select “Survey Settings.”
3. Deselect the "Allow Coordinator Entry" button next to the desired survey name to disable coordinator entry.

You can change which surveys have coordinator entry enabled at any time.

Entering Coordinator Survey Data

You can enter survey data on behalf of a participant either directly from the segment view or from the participant's Support tab.

Segment View

To enter a coordinator survey from the segment view, you will first need to add the coordinator survey to the view using either the "Columns" drop down or by editing the segment, checking "Configure Columns," and selecting the appropriate coordinator survey (pictured below).

If viewing "All Participants," you will need to use the Columns drop down to add the coordinator survey to the view, since you cannot edit the "All Participants" segment.

Once the coordinator survey has been added to the segment view, click the button with the name of the coordinator survey to open it and submit data on behalf of the participant. Single-entry surveys will show a checkbox, which is checked if there is a saved result for that survey. Multiple-entry surveys will have a + icon and a drop-down arrow to edit particular survey instances if there are results.

Participant Support Tab

To enter a coordinator survey from the participant's support tab:

1. Navigate to the “Participants” tab within the project.
2. Select the participant for whom you wish to enter survey data (you can do this from any segment, including "All Participants").
3. Select the "Support" tab and locate the survey under the "Coordinator Survey" section.
4. Click on the survey name, or the pencil icon (if single instance) or the plus icon (if multiple instances) to the right of the survey name.
5. Complete the survey. You may “Save & Exit” to leave the survey and return at a later time with the previous results saved.

To enter additional survey results (if you have not checked “Single Instance”), you may again click the survey name or the plus icon to enter data for another instance of the survey.

Viewing Coordinator Survey Results (multiple instances only)

If your coordinator survey is set up to have multiple instances (e.g., a Contact Log coordinator survey), you can view results right from the Support Tab by clicking the toggle next to the coordinator survey:

This will display a table of the coordinator survey results with one row per instance and a column per survey item. The `Submitted Date` and `Submitted By` columns will always display on the right side.

Editing Survey Results

Similar to entering survey results, you can also edit results either directly from the segment view or from the participant support tab.

Segment View

To edit results from the segment view:

1. Locate the participant within the "Participants" tab. 
2. Click the caret to the right of the coordinator survey button to see previous entries.
3. Click the edit icon to the right of the previous entry details to open and edit the survey.

Participant Support Tab

To edit results from the participant's support tab:

1. Navigate to “Participants” within the “Project” section and click the participant for whom you wish to enter survey data.
2. Click the “Support” tab and locate the survey under the "Coordinator Survey" section.
3. If you've enabled coordinator entry for only a single instance, click the pencil icon to the right of the survey name to edit the results.
4. If you've enabled coordinator entry for multiple instances:
   • Click the toggle to the left of the survey name to expand the list of surveys entered.
   • Click the pencil icon to edit a specific survey result.

You cannot edit survey data provided by participants; only coordinator-entered data.