Response List Screen Explained

Response Search and Actions

1. Search Box.  The search box can be used for either a person's name, email address or a business name. When using API integration, the Integration Contact ID can also be searched for.
2. Add Response.  The Add Response button will take you to the Add Response screen.
3. Reminders.  The Reminders button is used for performing actions on all responses.  Selection criteria can be at Assessment, Group, Cohort or Organization level.  A dialogue box is displayed which provides the available actions:  
   • Create manual reminders for an Assessment, Group, Cohort or Organization.  This is in addition to the automated reminders that can be set up for the Assessment.  Manual Reminders send a template email with a type of Manual Reminders.
   • Update the requested completion date.  This field is used for Cohorts. The system will update all responses and all Cohort Initiations for the specified Group. As well as being a date that can be shown on emails as a closing date for the cohort, it also drives the production of the automated cohort report.
4. Delete Responses.  The Delete Responses button displays a dialogue box requesting a cutoff date for deleting unused responses.  It defaults to 2 months ago. The system will delete all responses with no answers at all.  This should be used with caution if Welcome emails have been sent with a link to a response. Once the response is deleted the email link will give an error.

Response CSV Bulk Uploads

The Response CSV Bulk Uploads options allow administrators to upload responses in bulk using CSV files. There are two upload types, each designed for a different purpose. New Responses uploads are used to create response records and invite participants to complete an assessment, without including answer data. Completed Responses uploads are used to import completed or legacy responses, including full answer-level data, for use in reporting, cohorts, benchmarks, and previous iterations.

5. CSV Template.  The CSV Template button has two options (as a drop down)
   • New Responses - will provide a template for uploading Responses (to allow for sending out bulk response requests). This article covers how to upload new responses via csv.
   • Completed Responses - will provide a template for saving complete responses, including all of their answers, usually from a legacy system. These are usually used to generate benchmarks or as previous iterations in later reports.   This article covers how to upload completed ( Legacy) responses via csv.
6. Upload.  The CSV Template button has two options (as a drop down)
   • New Responses: The Upload button will upload the completed Response Request CSV (normally edited in Excel).  
   • Completed Responses: - The upload button will generate the completed CSV for "Completed Responses". 

Response List Columns

7. Views.  Here you can set the view of the Response List screen.  A dialogue box is displayed to specify your preferred view, you can read more about this in the Cohort and Response Views help article. 
8. Assessment Name. The assessment that this response used.
9. Name. The name of the respondent.  This may have been entered on the Add Responses screen - or have been populated from the answer to a question if it is an open assessment.
10. Status. This field is set by the system.  The possible values are:
    • [blank] - the response is waiting for the respondent to answer it.  For an external assessment (created from a link on your website or similar) it may be that the respondent clicked the link (which creates this response record) and then closed the window without saving any answers on the first page.
    • Started - the responses is either in the process of being answered or at least the respondent has either hit Save Progress or next to go onto the second page. 
    • Completed - the response is complete, the Complete button has been hit on the last page of the assessment.
    • Answered - Only applies to open assessments.  The respondent has finished answering but hasn't (or didn't have the option to)  marked the responses as Completed.
    • Assessed - Only applies to open assessments.  The assessor has finished assessing the responses but hasn't (or didn't have the option to)  marked the responses as Completed.
11. Business Name. Optional
12. Completion Date. The date and time (in the site time zone) that the responses were completed.
13. Subject. This field only appears if the Cohort Initiation Checkbox in the settings screen is ticked.  The subject field is only populated from the Cohort Initiation screen. (Read more about Cohort Initiations)
14. Organization. These fields only appear if your internal Organization Structure has been set up in the system. Organization Structures are used when there are multiple companies using the system, or your organization has several divisions or departments using the system and wants the assessments they use are managed separately. (Read more about Organizations)

Response Actions Menu

15. Action Menu.  The Action Menu, followed by The Assessment Name and version (that the response is for), Business Name, Respondents name, and Completed date.  All of these fields appear bolded once the respondent completes the response.

    Clicking on the Action Menu link displays:

    

• Response Settings. Takes you to the Response Settings screen.  

• View Emails. Lists the emails sent to this respondent. In this list will normally be the Welcome email, possibly a reminder email and the completion email with the report (if sent).  Emails can be re-sent from the Email list screen.

  Emails are sent if a template record exists, and the suppress email indicator (on the Response Add/Edit) is not ticked.  For the Report the Assessment “Email Report on Completion” indicator must also be ticked.

  Note: that if the Email Template has been changed the Email will be resent using the new template.

• View Response. Takes you to the actual response, completed or not, entered by the respondent. Changes can be made here if required.
• View Report PDF. Once a response has been completed, ALL available reports/completion certificates become available for download.  Download a copy of the feedback report, in PDF format. If there are multiple report templates, they will all be lists here.
• View Report Word. Once a response has been completed, ALL available reports/completion certificates become available.  Download a copy of the feedback report, in Word format. If there are multiple report templates, they will all be lists here.