Password Protecting PDF Reports

Feedback and Cohort reports can be password protected.  The password can either be specified by the Administrator/Assessment Manager or by the respondent themself - using a question with an Answer Format and Type of Password.

Notes:

• All system-generated reports for respondents or bcc's are password protected.
• When a report is downloaded using the Action Menu or an On-demand Cohort Report the PDF is not password protected.
• If you need to resend a PDF to a respondent or contact, you should resend the email.  The report attached will be generated using the current password.

Enabling Password Protection

Password protection is enabled by selecting the Support PDF Passwords checkbox on the Assessment Settings 

Allowing the Respondent to specify a password

You can add a question to collect the password,

1. The Question and instructions are entered as normal. 
2. Select An Answer Format of Password
3. Select Password (in fact this will be the only option and the default) in the Add Answers dropdown and click Add.
4. The Answer Text will show on the left of the Password field in the response.

The password is held encrypted and cannot be displayed (using the eye on the right) once the user has left the field.  The encrypted password is held in the response settings. 

The password question is a smart question and needs to be linked to the response setting.  As such, please ensure you follow the details in the following training video, ensuring you select 'PDF Password' in the dropdown for 'Link to Response Setting' - How to Set Up Questions Linked to Response Settings

Important notes:

• While the administrator/assessment manager cannot decrypt the password, they can override it if needed to support a respondent.  In this case, the report should then be resent to the by resending the completion email.
• Individual cohort reports (usually with iterations implemented) will be produced and emailed using the password from the latest response.

Allowing contacts to specify passwords for Cohort Initiations from an External Link

When using the External Link feature for a Group or 360, the contact (for the group) or subject (for a 360) will be prompted for a password when the assessment setting Support PDF Passwords is selected.

The Cohort report produced by the overnight process will be password protected.

The encrypted password is held in the Cohort Initiation settings. 

Important notes:

• While the administrator/assessment manager cannot decrypt the password, they can override it if needed to support a cohort.  In this case, the report should then be resent to the by resending the Cohort Report email.

Administrator/Assessment Manager specified passwords

Both the Response Settings and Cohort Initiation settings allow the administrator/assessment manager to specify a password on Adding a Respondent/Initiation or modifying the settings.  The CSV uploads also support the specification of the password.