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On the Manage Responses page you can view which of your survey takers completed the survey (and when) and who did not complete it, if you distributed your survey via email, and your survey was not anonymous.

To access Manage Responses page click either the Manage Responses link or the number of Not Started responses for the selected form/survey from the Form/Survey Information pane.

Summary This step allows you to view the survey completion statistics. There are two columns containing the information on the surveys that have been distributed via our mail system and those that have been distributed via external means.

  •  Click here for more details:
    • Email/Password - not started, in progress, completed.
    • Master URL - in progress, completed.

Click the View Details button to view the email statistics of your Form/Survey distribution.

Manage Bounces feature allows you to track sent emails and check email undeliverability reason if any. Click here to see more about Manage bounces.

Manage Respondents Under this step you can select respondents category (Email and Password, Email Only, Password Only) then select respondents you need (Completed, Completed and In Progress, Not Started, All).

Responses with the status In Progress that have not been distributed via our mail system, can be saved if Do not allow respondent back into survey or Respondent may return and modify their response rules have been set on the survey Settings page. While taking the survey via Master URL the cookies are used to identify the respondents.

You can also sort the list of respondents by different criteria and search particular respondents you need to view the information for.

Email address/Password This column shows the list of email addresses or passwords of your survey respondents.

Sent on Consult this column to see the date when the survey has been delivered to respondents.

Reminded on Consult this column to see the date when the reminder was sent to the corresponding address.

Completed on This column shows the date when respondent submitted the survey. Click on the date to view the report on this respondent. If survey has still not been started by respondent, it will be marked as Not Started.

Delete Select email address you want to delete from the list and click the Delete Selected button.

Use the Select All button to select all the addresses of the respondents shown in the list.

Use the Unselect All button to unselect all the addresses.

Click Delete All Incompletes to delete all the addresses of the respondents who did not complete the survey. Please note, that only Not Started responses considered as incompletes.

Click the Download Status Report button to export your survey launch statistics to Excel.

Click Back to return to the Surveys home page.

 

 

  • When you delete email addresses from the incompletes list, your respondents can still take your survey using the link you have initially emailed to them.
  • If you delete an email address from the incompletes list, you will be able to resend the survey to this address. In this case, the same unique link will be generated as during the first distribution. The information on the respondent is not removed from the database, only the email address is deleted from the list. The date of the first survey distribution will be displayed on this page.


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Bounced Email Management

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You can view and manage bounced messages after your email distribution is complete. A bounce message is an automated electronic mail message from a mail system informing the sender of another message about a delivery problem. The original message is said to have bounced.

To handle bounced email messages, click the Manage Bounces button on Surveys > Manage Responses page, and then:

  1. Choose one of the surveys you have distributed before from the Select Survey drop-down box. After that click the Go button next to the drop-down box.
  2. Select the check boxes next to the bounce categories you want to operate with. 

     Our mailing system recognizes the following types of bounced messages:
    • Unknown email domain - The messages were not delivered because the domain name is unknown. Check your spelling.
    • Non existent address - You've tried to send an email to an unknown user on the domain. Check your spelling. It's possible the account has been deleted.
    • Mailbox Full - The user's mailbox is over its storage limit.
    • Vacation / Auto Reply - The automatic email replies to your messages set with the help of auto reply rules.
    • Blocked - The recipient's mail server blocked the message sent from your IP address or from your mail server's IP address.
    • Other - All other reasons why the email messages were not delivered to the user.
    • Connection problems - If connection was lost on any step between sending server and receiving one for longer than maximum waiting period, a message would appear as bounce back in this category.
    • Spam - Recipient server marked the message as Spam and refused to receive it. To make sure your messages would not be treated as Spam, please review a PDF document on How to increase Emails Deliverability.

     

    • Select the check box next to the Select Bounce Category to manage all categories at once.
    • The number displayed next to each category is linked. Clicking it will open the list of email addresses filtered by the given bounce category.
  3. Click the Show List button to display the list of bounced email addresses for the selected survey. The list will include the email addresses from all categories selected on this page. For details, see the List of Bounced Email Messages.

  4. Click the Export to CSV button to export the selected bounced email addresses into a CSV file.
  5. Click the Export to Excel button to export the selected bounced email addresses into an Excel file.
  6. Back takes you back to the previous page.
 

List of Bounced Email Messages

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The following feature provides the possibility of removing bounced email addresses.

 

Some popular mail servers may block all the email from you if you repeatedly send mail to a bad address on their domain, that's why it is recommended you remove all addresses that got bounced from the mailing list.

 

To show the list of bounced email messages, select one or more categories and click the Show List button on the Surveys > Manage Responses > Manage Bounces page, and then:

  1. Choose the number of email addresses to be shown on page from the Show addresses on page drop-down box. After that click the Go button next to the drop-down box.
  2. Select the category you want to operate with by using the Category drop-down box and click Go next to it. 

     The available categories are the following:
    • All - The bounced messages from all categories will be listed on page.
    • Unknown email domain - The messages were not delivered because the domain name is unknown. Check your spelling.
    • Non existent address - You've tried to send an email to an unknown user on the domain. Check your spelling. It's possible the account has been deleted.
    • Mailbox Full - The user's mailbox is over its storage limit.
    • Vacation / Auto Reply - The automatic email replies to your messages are set with the help of auto reply rules.
    • Blocked - The recipient's mail server blocked the message sent from your IP address or from your mail server's IP address.
    • Other - All other reasons why the email messages were not delivered to the user.
    • Connection problems - If connection was lost on any step between sending server and receiving one for longer than maximum waiting period, a message would appear as bounce back in this category.
    • Spam - Recipient server marked the message as Spam and refused to receive it. To make sure your messages would not be treated as Spam, please review a PDF document on How to increase Emails Deliverability.
  3. Select the number of email addresses you would like to handle by selecting the corresponding check boxes next to them.

    Select the check box next to the Email Address upper left to handle all email addresses on this page.

 

Click the Delete button to remove selected email addresses from your account.

Click the Export to CSV button to export the selected bounced email addresses into a CSV file.

Click the Export to Excel button to export the selected bounced email addresses into an Excel file.

The Back button takes you back to the previous page.