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The form/survey Advanced Launch Options provide additional pre-fill, data flow and management options to the form/survey distribution process.

The current page contains the following topics:

Autofill


The Autofill feature allows to pre-populate some of the form/survey questions on behalf of respondents. You can also pre-populate hidden questions, and later use the autofilled data to set up a filter in reports or to track respondents.

To set up Autofill, follow the steps below:

  1. Create a .CSV (comma separated values) Data file in UTF-8 encoding containing information you want to import.

    • This file should not contain the field headings (such as Email, Name, etc.).
    • This file must contain the Email field. You can use only latin alphabet and numbers (a-z, A-Z, 0-9) for correct email address syntax. Do not use spaces or any other symbols (like &$ ; ,etc.). Your form/survey will be sent to the email addresses indicated in this field.
    • If you send the same form/survey later using the option Email form to addresses I enter manually to email addresses indicated in the data source file, the autofilled information associated with them will be removed.
    • Only commas can serve as delimiters/list separators (If your file contains other separators, you may need to change Regional Settings on your computer).
    • If you autofill questions of Multiline or Single Line types, or text fields of other question types, no more than 1024 characters can be imported. The characters that exceed this limit will be cut off.
  2. Select a form/survey to import the Data to.

  3. Bring the form/survey questions in correspondence with the fields of the Data File you are going to import.

    • It is recommended to place the questions you autofill at the beginning of your form/survey.
    • To autofill open ended questions, use a separate answer line for each field to be imported. For example, you can have only one Single Line question asking about 'demographic' information (name, email address, age etc.). The question will have three answer options, which correspond to three separate columns in the data file.

    • When autofilling the Single Line, Multiline, 'Other' fields, place the quotation marks around the comment, if the text includes any delimiters (such as , ; |, etc.)

    • To autofill questions with predefined answer choices where 1 selection is allowed, specify the exact label of the answer option which should be selected. For instance, if you are going to import information about respondent's gender and your answer choices are 'Male' and 'Female', the 'Gender' field of your data file should contain only one of these labels.

    Type of QuestionHow to Autofill

    Number of Columns in the File

    Section Header Does not have answer fields, so is not supported-
    Pick One or OtherSpecify the exact text of the selected option1 field for the answer, 1 for 'Other' text
    Pick One or Comment

    Specify the exact text of the selected option;
    Comment field cannot be autofilled

    1
    Check All that ApplySpecify the responses as 0 or 1 (0 - unselected answer, 1 - selected answer).
    As many as answer options in the question;
    a separate field for 'Other' text

    Dropdown Box

    Specify the exact text of the selected option1
    List BoxSpecify the responses as 0 or 1 (0 - unselected answer, 1 - selected answer).As many as answer options in the question
    Single Line text with Pre-format OptionsSpecify the answer to each question field in a separate columnAs many as answer options in the question
    Multiline Text ResponseSpecify the text that should be autofilled.1
    Rate Different Items along the Scale of Your ChoiceSpecify the number of the selected column for each answer optionAs many as answer options in the question
    Compare One Against AnotherSpecify the rating of each answer (how many times it was selected)As many as answer options in the question
    3D Matrixnot supported; can be autofilled using the Autofiller for 3D Matrix Questions plugin-
    Numeric AllocationSpecify the numeric value for each answer

    As many as answer options in the question plus the Total field.
    The total can be left empty as it is calculated automatically.

    Object LookupSpecify the Unique Key of the selected data object1
    Multiple Object LookupSpecify the Unique Keys of the selected data objects1 (multiple objects should be separated with the | symbol)
    File Upload
    1. Upload a .CSV file with the list of the links to files.
      Two types of links are supported - http/https or ftp links. For instance, ftp://user:password@path/image.jpg
      The Link to the files must contain the file extension.
      This is the correct format of the link: http://domainname/image.jpg 
    2. Upload a .ZIP archive.
      This archive should include the files that have to be uploaded and a .CSV file with the list of files' names.

      All files that have to be uploaded must be placed directly in the archive root.
      This means, that these files cannot be placed in the subfolder of the archive.

      Please note that only the following types of files are supported:

      • .PNG, .BMP, .JPG, .GIF - it is possible to upload, view and download files of these types;
      • .TIFF images - only upload and download options are available;
      • .PDF, .DOC, .PPT, .XLS, .AVI, .MP3 - only upload and download options are available.

      In case it is impossible to download the file (for instance, a link to the file is broken,
      or the file download/upload is too slow), the system will skip this file.

     As many as answer options in the question
  4. Go to the Forms/Surveys > Launch page.
  5. Click on the Send email invitation with individual Survey links option.
  6. Choose Import email list for bulk form distribution option under the second step and click the Format Data File button.
  7. Specify the questions to which the data should be imported. To do it, select the questions in the Accessible Form Questions column and add them to Autofill These Questions column. Your import file has to match this structure.
  8. Indicate the number of the column, which stores Respondents' Emails. If you need to send more than one unique link to the same email address, use  Allow duplicate email addresses feature, and specify the number of the file column which stores unique codes (passwords).
  9. Select the Overwrite option if you wish to allow respondents to edit the pre-populated data. If this option is not selected, your respondents will be able to see the autofilled data (if the questions are visible) but won't be able to edit it.

    If the question is hidden, the Overwrite option will automatically unhide the corresponding question on the Questions page. If you would like to hide the question, you should first apply the settings on Format Data File page and after that activate the Hide option on the Edit Form/Survey page.
  10. Make sure your file has the same number of fields as listed below on the Format Data File page. For instance, if you need to autofill a Single Line question with three answer options, and a Pick One or Other question, your file should have four columns:

  11. Click the Save button to save the Autofill settings.
  12. Click Back to return to the Email Form/Survey page.

  13. Import your Data File and click Send Email.

Here is the information stored in your Data Source, which you want to import to your form/survey:


Previous Ratings
NameEmailPhone NumberDepartmentAttended Trainings onManagerCompany policyProduct overviewWork processesBest PracticesFile
John SmithJSmith@domain.com674-67-61MarketingWednesday, FridayCarly MarksVery GoodExcellentVery GoodVery GoodPractical_Task1.docx
Barbara BrownBBrown@domain.com786-44-09SalesMonday, TuesdayAlexa ObrienExcellentVery GoodFairExcellentPractical_Task2.docx
Peter YoungPYoung@domain.com534-94-23SalesWednesday, Thursday, FridayBrynn BoydFairFairVery GoodFairPractical_Task3.docx
Mary JordanMJordan@domain.com634-32-21AccountingMondayTara E. CherryExcellentExcellentVery GoodN/APractical_Task4.docx
Helen WilliamsHWilliams@domain.com674-67-54ConsultingTuesday, FridayJohn BurnsFairVery GoodFairExcellentPractical_Task5.docx

Your form/survey questions, which will be pre-populated may be set up like this:

Your .CSV Data file should be configured the following way:
(Note that the order of Data file fields corresponds to the order of questions):

Your Format Data File page settings will look like this:

 

If you use the Autofill feature together with Logic transitions, please note that Autofilled data will not be displayed in reports if respondent skips autofilled questions while filling out a form. To avoid this, place the autofilled questions at the beginning of your form, and make sure that logical transitions do not affect them.

Data Flow

 The Data Flow functionality provides the option of synchronizing data between the form and Contact Manager if they were distributed using the following distribution methods:

Email distribution to the addresses from the Contact Manager;

Restricted by unique codes;

Publish to the User Portal and Mobile App.

This article provides full instructions on how to use and adjust the feature. 

How to apply the Data Flow feature

  • Click on the Setup Data Flow button on one of the above mentioned Launch pages.

  • On the Data Flow page you can setup mapping between form questions and fields of the Contact Manager.

The Form Items pane lists all form questions. Icons which are located next to questions indicate question types.

In the Contact Manager Fields pane you will see the list of Contact manager fields, and their format. 

Fields that are marked with the Lock icon can be used for the From synchronization to pre-populate survey questions only, for example: ID field that is used as the unique identifier the To direction of synchronization for such fields is not allowed.

 

How to set up the Mapping 

To setup mapping follow these steps:

  • Select survey item for the mapping. You can select separate answer choices for the questions that allow multiple answers selection, for example: Check All that Apply.
  • Map selected survey item with the field of the Contact Manager from the right pane.
  • Choose the data flow direction:
    To - after survey is completed, data overwrites Contact Manager data.
    From - when respondents open the survey, questions will be pre-populated with the data from the Contact Manager.
    To and From - in this case data flows in both directions.
    Both From and To and From types of synchronization can be used to create new contacts in the Contact Manager for new respondents.
  • Click the Apply Mapping button to apply mapping for the selected items.
  • Follow steps 1-4 again to apply mapping to other items.

The Overwrite with empty values option is used if respondents leave a question unanswered and you want delete data from the appropriate field in the Contact Manager. This is applicable for the To and To and

From synchronization types. If this option is not activated and respondents leave unanswered questions, Contact Manager records will remain the same.

Mapping Rules

The following table lists Form Items and compatible Contact Manager fields:

Question TypeData Flow DirectionContact Manager Fields Format

 Pick One or 'Other', Pick One with 'Comment'
 Dropdown Box

<<
<< >>
>>

 General - text of both survey item and Contact Manager field must match.
 Number>0, Decimal number - sequence number of the survey item is used. Decimal values are truncated to Integer.

 Check All that apply
 Listbox

<<
<< >>
>>

 General - "Yes" is used as a selected value, "No" as not selected.

"1" is used as a selected value, "0" as not selected for the following fields:
Decimal Number
Currency, $
Percent, %

 Single Line Text with Pre-format Options (not formatted), Muliline
<<Any Contact Manager field
 Single Line Text with Pre-format Options (any format type), Muliline
>>
 General
 Single Line Text with Pre-format Options (formatted)
<<
<< >>
>>

Format of the survey item and Contact Manager field must match.
General
Number>0, Decimal number
Currency, $
Percent, %
Email
Date

 Rate different items along the scale of your choice
<<
<< >>
>>

 General - text of both survey item and Contact Manager field must match.
 Number>0, Decimal number - sequence number of the question column is used. Decimal values are truncated to Integer.

 3D Matrix
<<
<< >>
>>
Mapping can be set with all Contact Manager fields depending on the question items format. Please see above all possible cases for Pick One, Check All, Dropdown and Text elements.
 Numeric Allocation
<<
<< >>
>>

Any numeric field in Contact Manager:
 Number>0, Decimal number
 Currency, $
 Percent, %
 Email
 Date


Some form and contact manager fields have mapping peculiarities:

  • Answer choices for the multichoice question types such as Check All that Apply and Listbox that are left not answered may overwrite data in the Contact Manager with the zero or empty values if the To or the To and From mapping type is set.
  • You can map Rate different items along the scale of your choice question type with the Percent, % data field in the Contact Manager. The data will be converted in the following way: scale will be treated as 100%, which will be divided among all items in equal parts. For example: each item in the five-items scale will possess 20%; first selected item corresponds to 20%, second item to 40%, third item to 60%, fourth item to 80% and the fifth one to 100%.

IP Filtering

Additional information

This feature allows you to control survey pop-up processes when using Pop-Up Survey feature.

 

To apply this feature you need to do the following:

  1. Go to the Launch page and select the Embed the Survey into your website, blog, or application distribution method.
  2. Select Pop-Up survey code option;
  3. Enable pop-up to a particular IP address only. To do it set the value of var enableip equal to the desired IP address (e.g. var enableip='127.15.15.1' - the survey will pop up only for visitors from IP address 127.15.15.1);
  4. Enable pop-up to a group of IP addresses only. When you set the value of var enableip, put 0 (zero) instead one or more bytes of IP address to make it a group (e.g. var enableip='127.15.15.0' - the survey will pop-up only for visitors from IP addresses 127.15.15.1; 127.15.15.2 ... 127.15.15.255; var enableip='127.15.0.0' - the survey will pop up only for visitors from IP addresses beginning with 127.15. etc.);
  5. Disable pop-up to a particular IP address. To do it set the value of var disableip equal to the desired IP address (e.g. var disableip='127.15.15.1' - the survey will not pop up for visitors from IP address 127.15.15.1).
  6. Disable pop-up to a group of IP addresses. When you set the value of var disableip, put 0 (zero) instead one or more bytes of IP address to make it a group.

 

 

  • IP address consists of 4 (four) bytes (IP address format is X.X.X.X) each byte can possess the value from 0 to 255.
  • If you set the byte value as 0 it means that you choose not a single IP address but a group of them.
  • If an IP address is indicated as a value of both variables var enableip and var disableip it will be treated as DISABLED.
  • If you do not want to control the survey process by enabling/disabling certain IP addresses set the default values of variables: var enableip="" and var disableip="".

Manage Selected Contacts

This option is used to manage respondents if a form/survey was distributed via Email to contacts from the Contact Managerpublishing to User Portal and Mobile App or protecting form/survey with passwords features.

Once a form/survey has been distributed, you will be able to view and manage the list of respondents. To do this, click the Manage responses link that appears automatically after a form/survey launch in the Form/Survey information pane:

It has two modes available:

  • Profile Information - this mode shows contacts data from respective Contact manager:
  • Response Status - in this mode you can view a participant status, dates when a participant was invited and define custom form/survey availability dates per each contact. This is commonly used if you want to expand or shorten participation dates if the respondent has no ability to fill out your form/survey in time:

Hover over the columns with the arrow sign to be able to sort contacts based on that column.

Also, you may click the Columns option and disable/enable some columns, which appear on this page:

If at least one contact is selected, then the following options become available at the bottom of the page:

  • Re-send Invitations Use this option to resend the original Form/Survey Invitation to the selected contacts.
  • Lock contacts Once a contact is locked, then a form/survey that was published on the portal will not appear on it in a list of forms available for this contact. If the contact had a unique form/survey link, then the following message will be displayed upon the link opening: "The access to this form has been locked by the form administrator."
  • Unlock contacts This option allows unlocking the access to the particular form for a selected user.

Export Contacts to Excel/CSV option allows to export a list of contacts along with the information about their Participant status, Individual start and end dates, etc.

 

URL Import

Use the <import param="XXX"/> tag to pre-fill a form using data retrieved from a form's URL and to track the URL addresses used by respondents to access the form. 

The data retrieved may also be used later in reports if necessary. You can import one or more parameters to the same question or different questions.

This tag is available only for the following question types:

  • Single Line Text with Pre-Format Option;
  • Pick One or Other;
  • Pick One with Comment;
  • Check All that Apply;
  • Multi-line text response;
  •  List Box.

To set up this feature:

  • Click on the Wrench icon on the right to the answer option field:

  • Select the Import from URL check box and enter the parameter name into the URL import field;

  • Save your question.

You can either keep the question visible for the form respondents or hide it. If you hide the question, it will still be pre-populated with the data from a URL and you will see these data in the reports.


Afterwards, you can use Master URL from the Launch page, which looks like this: https://app.form.com/f/1130951/e6ad/?LQID=1&, and add this string in the end: XXX=NNN.

XXX is the parameter name that you have specified in the tag inserted into the survey field.

NNN is the parameter value which will be imported as an answer to the question with the tag.

This string must be URL encoded. Your modified Master URL may look like this:

https://app.form.com/f/1130951/e6ad/?LQID=1&name=John

You can also modify the link automatically by means of your software. Then you can distribute the Master URL using your own email client.

  • You can use the tag <import param="XXX"/> several times in your form, however, the parameter names must be unique each time. 
  • The parameters within your survey link must be separated with "&", for example:

https://app.form.com/f/1130951/e6ad/?LQID=1&name=John&email=john@mail.com&phone=+1-234-567-890

  • The parameter names are case-insensitive, therefore, the same words spelled using different registers will be considered duplicate. 
  • To import data from the URL into the other or comment fields of the Pick One question type, insert tag <import param="XXX"/> into the answer text of these fields.

  • To import data from the URL into the Pick One or Other, Pick One with Comment, Dropdown, and Object Lookup question types you need to insert the tag <import param="XXX"/> in the question text box directly. You must turn off WYSIWYG mode beforehand and paste the tag in a simple edit mode or use the source code option by clicking the button on the WYSIWYG panel. When editing the form's Master URL you should use the following format: 

https://app.form.com/f/1130952/1102/?LQID=1&XXX=1

where 1 is the sequence number of the answer option that will be selected. You may also use the exact answer label of the needed answer option, f.e., https://app.form.com/f/1130952/1102/?LQID=1&XXX=No

  • To import data from the URL the Multi-line question type, enter the edit mode and save the <import param="XXX"/> in the question text box. When editing the form's Master URL, follow the same format as for the other question types mentioned above. 
  • To import data from the URL into the Check all that apply question type you need click on the Wrench icon. Instead of indicating a value for each one, it is necessary to include only the parameters for the answers we want to select, and exclude the parameters for the answers we do not want to select. No values are required.

For example, if we want to select the A and C answer options but not the B answer option, you must include answers A and C but exclude the answer B.

Your modified Master URL will look like this:

https://app.form.com/f/12345678/a1b2/?LQID=1&CaA&CaC

Importing data from the URL into the Check all that apply

  • To import data from the URL into the Check all that apply question type you need to click the answer settings button.

Additional information

You can also insert the tag straight into the answer option field - <import param="XXX"/>, where XXX is the unique parameter name. Paste it next to the answer option label.

You must not use the following values as parameter names: onunload, validateTime, ARGS, LQID, i_n_f, Dir, surveyID, CharsetLine, goNextPage.y, goNextPage.x, RID, SID, RespondentID, pwd, pwd2, ALL_QIDS, EMAIL, WebPoll, SFObj, SFObjID, integrationSurveyID, ALL_COLUMNS, ALL_QUESTIONS, dispLinkId, globalFormID, logicPluginMenu, rspEmailAddress, startTime, VMOD

URL Suffix


The feature cannot be used together with the Email Launch feature, since the Launch functionality defines the way URLs are formed automatically.

Use this advanced launch feature to add a suffix into the link to your form, thus altering the Master URL into a unique link. This feature can be helpful when distributing forms via your own mail system letting you use your own unique identifiers.

In case you have the special software installed on your local server, it will convert your unique identifier to a URL-encoded line and add it to the form link. If there is no special software for the conversion of a unique identifiers, you can generate unique links using Microsoft Excel.

  1. Copy your modified Master URL (including suffix described) on the Launch page
  2. Launch Microsoft Excel and paste the Master URL in the 1st column
  3. Fill as many rows with the same Master URL as needed in the same column

    Tip

    Select the cell you want to copy and drag the fill handle across the cells you want to fill, and then release the mouse button.

  4. Insert the unique identifiers into the 2nd column. There should be an equal number of rows in both columns
  5. Point the cell under the 3rd column and enter the formula: =CONCATENATE(A1,B1). Click Enter
  6. Select this cell and drag the fill handle across the needed number of cells within a column, then release the mouse button


  • The URL suffix must include the suffix described and a unique identifier. Your modified link will look like this:
    https://app.keysurvey.com/survey/103008/162f/?Pwd2=1cb7&insurance_note=1092 (where insurance_note is the suffix and 1092 is a unique identifier).
  • The suffix is specified by your account representative on User Account Administration page.
    Once the suffix is specified, you should login again to your account for changes to take place.
  • The suffix will be added to all your survey links within an account.
  • Then the unique identifiers should be added to the links with the help of software on your local server.
  • The survey takers are identified by the suffixes within your network.
  • The URL suffix works instead of cookies.
  • Suffixes are shown in forms' reports by respondent.
  • This feature works only with the Master URL (you can find this on the Launch page).
  • The respondents cannot take the survey via the Master URL if they do not have a valid suffix.
  • When you take a survey through the Master URL removing the suffix from it you will see the alert: Page not found.
  • You can use only latin letters and numbers (a-z, A-Z, 0-9).
  • Do not use spaces or any other symbols (like @, &, $ etc..) in your suffixes.
  • Do not use the following words as suffixes: onunload, validateTime, ARGS, LQID, i_n_f, Dir, surveyID, CharsetLine, goNextPage.y, goNextPage.x, RID, SID, RespondentID, pwd, pwd2, ALL_QIDS, EMAIL, WebPoll, SFObj, SFObjID, integrationSurveyID, ALL_COLUMNS, ALL_QUESTIONS, dispLinkId, globalFormID, logicPluginMenu, rspEmailAddress, startTime, VMODE.



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