In some situations it's an advantage to launch a survey that allows respondents to answer on paper and/or online. This method is useful in different scenarios.
The two most common examples are:
- When you don't have the respondents’ e-mail addresses and instead want to send them a letter asking them to go online and answer the survey.
- When you send the respondents a paper version of the survey, which they answer and return. Afterwards the answers can by typed in Enalyzer and are thereby part of the analysis in Enalyzer.
How to create a combined launch?
Create a survey under the Questionnaire tab and export the survey to Word so that it can be attached to a letter.
In many surveys there is a need to specify certain information about the respondents before the survey is launched. For example. in personnel survey you might want to include background information such as what department respondents belong to. Read more about target group files here.
When using a combined launch it's common practice to add a background variable called Method. This variable can contain the e-mail/postal address of the respondent who will receive the invitation and/or the e-mail/postal address of the respondents who will receive an invitation to participate in the survey by email.
Tip: By adding a the Method background variable, it will be easier for you to send e-mails to the respondents who should receive an e-mail invitation, as well as making the letter invitation by using mail merging to the respondents who are to receive a letter invitation.
After importing you contact group including the Method background variable, follow the instructions below:
1. Go to the E-mail launch menu under the Launch tab and click on the Launch button.
2. Follow the three steps in an e-mail launch. In the third step, choose Launch without sending E-mails.
3. You have now launched your survey to all the respondents, but not sent the invitations. Therefore the next step is to send invitations to everyone who should have an e-mail and make letter invitations by using mail merging to everyone who should receive the invitation by regular mail.
To send e-mails and mail merge the letter invitations, follow the instructions below:
1. Sending invitations manually: To send invitations to the respondents who need the invitation by e-mail go to the sub-tab Search/respondents, located under the Launch tab. Find the field Method, select Value and choose E-mail. Press Search to continue. The search results now show the respondents who should receive an e-mail invitation
2. Go to the menu Administration and Invitation. This way you send invitations to the respondents who should receive those by e-mail.
3. Then you do a search on the respondents who in the background variable Method have the postal address. Those are the respondents who require the invitation by letter. To do a mail merge you need the respondents’ projectIDs and passwords, which can be merged into the invitation letter. This way the respondents can answer the survey online.
4. After having the search results, you need to make a raw data file. Go to the Export menu and pressing the Answers button. In standard choice, select Extended Respondent data. Then press Save as... and Download. The raw data file now includes the respondents’ projectIDs and passwords. You will be using this to mail merge with the invitation.
Note: If you want to send a paper survey to the respondents it's a good idea to write passwords on the survey itself, so you can easily find the specific respondent when you get the survey in return and need to type in the responses in Enalyzer.
Note: The method above applies with No anonymity. When using partial anonymity it's better to make two contact groups: 1 to the postal respondents and 1 to the e-mail/electronic respondents.
Mail merging
In Word you make an invitation letter, which you can merge with your raw data file containing the respondents’ projectIDs and passwords.
The invitation letter can be made with the same text as in the e-mail invitation. It is important to write in the letter that the respondents must go to https://survey.enalyzer.com/ and that they must enter the projectID and password.
When the invitation letter is finished, save the raw data file with the projectIDs and passwords as .CSV (comma-separated) file.
Afterwards, open the invitation letter in Word and follow these instructions:
1. Go to Mailings menu
2. Press Select Recipients
3. Select Use existing file
4. Then find the comma-separated file on your computer and follow the Word guide on how to include the relevant data
5. Choose Insert Merge Field to ensure that the correct data is merged in
6. When you have finished your letter merging then choose Finish and Merge, where you can either choose to send your merged letters as e-mails or to print all of your letters
Note: Enalyzer does not provide support on mail merging in Word.
Typing in paper questionnaires
If you have sent paper questionnaires to the respondents and afterwards want them typed into Enalyzer, follow these instructions:
1. Go to the Launch tab and press Search/respondents.
2. Search on your respondents, for example, by using their password.
3. Press the button Search in the bottom of the window. You will then get the respondents that correspond to the passwords you typed in the search criteria.
4. Now press on the questionnaire-link icon. The survey for this respondent now opens and you can type in the responses from the paper questionnaire. This is done for all the paper questionnaires you have received.
Comments