This feature is useful when you distribute the form master link via your own mailing system or by other means.
Thus you can track respondents and pre-populate their forms with appropriate data.
There are two ways you can add passwords for identification purposes:
Upload from file: you can upload passwords and other data to pre-populate the form using a CSV file.
To autofill your form with individual passwords create a CSV (comma separated values) file using the UTF-8 encoding that contains passwords and (optionally) any other data you wish to import to your form.
You can use only latin letters and numbers (a-z, A-Z, 0-9); do not use spaces or any other symbols (for example, @, &, $ etc) in your passwords.
In case your password does contain any '@' symbols, upon upload these symbols will be removed from the password, thus altering it. This may cause difficulties for users when trying to access the form.
Select a form to import the data to and click the Use passwords to identify users accessing the Form option on the form Launch page, and then:
Set the form questions in correspondence with the fields of a data file intended for importing. You can find the details on how to do this in the Autofill help chapter.You can prepopulate questions of all types except the 3D Matrix questions
- Specify the format of the imported data file at the 'Password Autofill' page by selecting answer options you wish to import. After that, click [>] to move them from the Accessible Survey Questions text box into the Autofill These Questions field.
- Click Set Format to save your settings.
Specify the field that will store the password.Only the following question types may be used for setting passwords: Single Line Text with Pre-Format Options and Multi-line Text Response
- Select the Overwrite option to allow your respondents to edit the pre-populated data for the Single Line Text with Pre-Format Options and the Multi-line Text Response question types. If this option is not selected, your respondents will be able to see the autofilled data but will not be able to edit it.
- Click Browse to select the data file for importing.
- Click Import Data File to start the importing process.
Click Activate Password to make your form ready for voting. After that, respondents can use the passwords set to submit forms via the master link.
If you use the Password Protection in your form, please make sure its first page contains only the question with the password in order to keep the form layout accurate.
- On your home page, the total number of respondents who did not fill out the form yet will be indicated in the Incomplete column.
- All the respondents will be listed on the Manage Responses page.
- If a respondent uses the Master URL and enters the correct password, the form will be opened with the prepopulated data.
If a respondent uses the Master URL and enters a wrong password, confirmation message will pop up asking if he or she wants to enter another password.If the rule Allow multiple responses - only applies to Master URL is set on the Rules page, the respondent can skip the individual password by clicking Cancel in the confirmation popup message. In this case, respondent will be forwarded to a blank form with no data autofilled inside. If any other rule is set, the respondent will be not allowed to skip the individual password.
- Each password per form must be unique. It is not possible to upload passwords that have already been in use within the form. If you want to use the same passwords over again, we recommend copying your form and uploading these passwords to the blank copy.
- Passwords are case sensitive.
- Password protected Forms should have the first page consisting of the password question in order to keep correct
Select from Contact Manager: passwords and other data is prepopulated to the form from the Contact Manager records.
This option allows you to use any Contact Managers' field as a password and to pre-populate form questions with the data from other Contact Manager fields.
To protect your form with passwords using Contact Manager:
- Go to the Launch page of the form.
- Click the Send email invitation with individual Form links option.
- Select the Email form to people from Contact Manager option.
- Select the Contact Manager you wish to use.
- Click the Select a Group of Contacts button.
- The Create new group from scratch option allows you to filter contact list manually and upload selected contacts. Select the Select existing group option to use predefined group of contacts. Consult the Groups help chapter for additional details.
- Click the Setup data Flow button to define data flow between the form questions and Contact Manager records. This option is used to pre-populate Contact Manager data to the form questions.
- Select the field from the Contact Manager that will be used as the form password. You can select custom field like Contact Name, Phone Number or system fields like Score, Status, Last Activity and others.
- Click the Enable Password Protection button to enable password protection for the form.
Give out the Master URL to form respondents. Only those who provide correct password will be able to access it.
- You can use only one Contact Manager per form. So if you have already launched the form to people from a Contact Manager, you cannot launch it now to people from another Contact Manager list.
- You can get back to your form later and add more contact records who can participate in the form.
The current page contains the following topics:
To add a password for respondent form/survey access (further on - main survey) you need to do the following:
- Design a Common-Password Survey. You can use its question for description of your target group.
- Add new profile record (description of your target group) to it. You will be able to see this information in your 'main' survey report. To do it use the link from the Launch page or click [P] to go to the Pre-populated Overlay Survey page where you can add new records.
- Specify the password (profile code) you want to use for taking your main survey in the text field that pops up after you submit the profile survey.
- Go to the Edit Questions page of your main survey.
- Click [P] to add a question asking your respondents for a password.
- Select the profile survey which contains password for this survey, add a question text and click Save to save your settings.
- Now you can launch your main survey.
Each time a person follows its link the first question that he or she will see will be asking for a password.
You can set the limit on the number of respondents who access the survey using the same password. If the respondent does not meet the limit condition, the access will be denied after entering the password. To use this option, follow the steps below:
- In the profile survey edit the question of Single line type or add the new one.
- Enter the tag <max_students_count/> in any 'Write label for each line' single line text field.
- When adding profile records specify in the above mentioned field the number of maximum respondents allowed.
To secure your form/survey with individual passwords:
- Create .csv (comma separated values) Data File in UTF-8 encoding containing passwords (PINs), email addresses, and other data you wish to import to the survey (not a must). For details on exporting data from other sources consult the Export Email Addresses From Data Sources.Keep in mind that:
- This file must contain Password and Email fields.
- You can use only latin alphabet and numbers (a-z, A-Z, 0-9). Do not use spaces or any other symbols (like @, &, $ etc..) in your passwords.
- As long as you are going to use individual passwords, each password has to be unique and associated with a certain respondent. It is recommended that passwords will not be easy to match accidentally.
For those respondents who have email addresses, your survey will be sent to the addresses indicated in the CSV file. They can take the survey using the unique link from the invitation email or the Master URL and the password.
If you want to provide your form/survey respondents with an opportunity to skip the password entry and simply go to the voting page by clicking on the Master URL, please do the following:
- Delete the last alphanumeric sequence in a Master URL (that is so-called form/survey access password). For instance, "10fd" in this link http://app.keysurvey.com/f/971190/10fd/.
- Replace deleted password with that one uploaded previously (either via contact manager or imported file with emails and passwords). Please note, that you should replace deleted password with a respective password for an appropriate respondent.
Thereby, if "123" password for "John Johnson" respondent stored in a CM or an uploaded file, the link for accessing a form/survey without password entry will have a following format : http://app.keysurvey.com/f/971190/123
- Those respondents who do not have email addresses must use Master URL (from the survey Launch page) and their password to take the survey.
This file must not contain fields which you do not want to import to your survey including field headings (such as 'Email', 'Name' etc.), page brakes and others.To remove field headings you should open your CSV file in a text editor (e.g. Notepad) and delete the line which contains these headings.
- Only commas and semicolons can serve as delimiters/list separators (If your file contains other separators you may need to change Regional Settings on your computer).
There should be no commas or semicolons within the imported fields.
For example:A field containing a line such as 'Company, Inc.' will be treated as two separate fields.
- Select a survey to import the Data to.
Bring the survey questions in correspondence with fields of Data File you are going to import. You can find the details on how to do it in the Autofill help chapter.
- Go to the survey Launch page.
- Click the Send email invitation with individual Form links option.
- Choose Import email list for bulk survey distribution option under the second step and click Format Data File button.
- Specify format of the data file to be imported on the Format Data File page by simply select question answer choices to which you want to import and use [>] (Right Arrow) to move them from the Accessible Survey Questions text box into the Pre-populate These Questions text box.
Specify the numbers of email and password fields and click Save.
If none of your respondents has email address or password you must enter '0' into the corresponding text boxes.
- Select the Overwrite option if you wish to allow your respondents to edit prepopulated data. If this option is unselected, your respondents will be able to see autofilled data (if pre-populated question is not hidden) but will not be able to edit it.
Click Save to save changes and apply settings.
Go through usual Launch to list procedure.If you use the Survey Password feature and you do not make survey distribution (your file does not contain email addresses) click the Launch Survey to import additional information into your survey. Then respondents can use uploaded password to submit surveys via master link.
- Invitation emails will be sent to email addresses indicated in your CSV file. Information on those respondents who do not have email addresses will be saved in the database without sending email.
- On your Home page, the total number of respondents who did not take your survey yet will be indicated in the Incomplete column.
- All the respondents will be listed on the 'Manage Responses' page. For those respondents who do not have email addresses the password will be displayed instead of the email address in the Incompletes ('Completed') list.
- If a respondent uses unique link from the invitation email, no password will be required. The survey will open with prepopulated data.
- If a respondent uses Master URL and enters the correct password, the survey will be opened with prepopulated data.
If a respondent uses the Master URL and enters a wrong password, a confirm message will pop up asking if he or she wants to enter another password.If the rule Allow multiple responses - only applies to Master URL is set on the Settings page of your survey, respondent can skip the individual password by clicking Cancel in the confirm popup message. In this case, the respondent will be forwarded to a blank survey with no data autofilled inside. If any other rule is set, the respondent will be not allowed to skip the individual password.
- Each password per survey must be unique. It is not possible to upload passwords that have already been in use within the survey. If you want to use the same passwords over again, we recommend copying your survey and uploading these passwords to the blank copy.