Difference between revisions of "SurveyCTO Form Settings"
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In the settings tab of a SurveyCTO [[Questionnaire | In the settings tab of a SurveyCTO [[Questionnaire Programming|questionnaire]], there are a handful of key settings: '''Questionnaire''' Name, ID, Version, [[Encryption]], and Language Settings. These settings should be specified when creating and updating [[Survey Pilot|surveys]]. This page outlines the best practices for each setting. | ||
== Read First == | == Read First == | ||
*The [[Questionnaire | *The [[Questionnaire Programming|questionnaire]] name, ID, and version ensure that the different '''questionnaires''' and the '''datasets''' linked to them remain separate. | ||
*Each questionnaire ID is associated both | *Each '''questionnaire''' ID is associated with both a '''questionnaire''' and a '''dataset'''. If you change the ID, which you should do when you make changes to a '''questionnaire''', you change the file to which the submitted data is saved. | ||
*If you upload a completely different [[Survey pilot|survey]] with a different '''questionnaire''' name and file name but with the same ID as a '''questionnaire''' already on the [[SurveyCTO Server Management|server]], then the '''questionnaire''' already on the '''server''' will be replaced by the new one. See the section on version control of '''questionnaires''' already in the field below. | *If you upload a completely different [[Survey pilot|survey]] with a different '''questionnaire''' name and file name but with the same ID as a '''questionnaire''' already on the [[SurveyCTO Server Management|server]], then the '''questionnaire''' already on the '''server''' will be replaced by the new one. See the section on version control of '''questionnaires''' already in the field below. | ||
*[[Encryption]] guarantees the privacy of the data. ''' | *[[Encryption]] guarantees the privacy of the data. SurveyCTO '''servers''' are installed on third party cloud '''servers''' and '''encryption''' ensures that the data does not end up in wrong hands in the case of a security breach. | ||
== Name and ID== | == Questionnaire Name and ID== | ||
It is common to set both the name and the ID to the same value. While the name value allows spaces, the ID does not; instead, use underscores. The ID is a particularly important value: it dictates to which '''dataset''' a [[Questionnaire Programming|questionnaire]] is saved and what the '''dataset''' | It is common to set both the name and the ID to the same value. While the name value allows spaces, the ID does not; instead, use underscores. The ID is a particularly important value: it dictates to which '''dataset''' a [[Questionnaire Programming|questionnaire]] is saved and what the '''dataset''' calls upon when its exported. There is some functionality in the '''questionnaire''' name. For example, if you start the name with the word "test", then this form will not be visible to [[Enumerator Training|enumerators]]. You get the same functionality by the more recently added "deploy" feature. | ||
Follow a very exact structure when naming your '''questionnaire''' and giving it an ID. If not, the name and ID of the '''questionnaire''' may create confusion down the road for the research team. Below follows one recommended way to generate the '''questionnaire''' name and ID: | Follow a very exact structure when naming your '''questionnaire''' and giving it an ID. If not, the name and ID of the '''questionnaire''' may create confusion down the road for the research team. Below follows one recommended way to generate the '''questionnaire''' name and ID: | ||
{| class="wikitable" style="margin-left: auto; margin-right: auto; border: none;" | {| class="wikitable" style="margin-left: auto; margin-right: auto; border: none;" | ||
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! Other examples | ! Other examples | ||
|- | |- | ||
|colspan="4" style="text-align:center;"|Example survey name : KBMAP_BL_HH_v1 | |colspan="4" style="text-align:center;"|'''Example survey name : KBMAP_BL_HH_v1''' | ||
|- | |- | ||
|Project | |Project | ||
| KBMAP | | KBMAP | ||
| The name of the project | |'''The name of the project''': use an abbreviation or other short form. A server is usually linked to only one project, so this part does not matter as much on the server. But all data associated with this questionnaire will be tagged with this name, and there the project name is indeed useful. | ||
A server is usually linked to only one project, so this part does not matter as much on the server. But all data associated with this questionnaire will be tagged with this name, and there the project name is indeed useful. | |||
| Any project name. Do not use survey round (baseline, follow up, back check etc.) or unit of observation (household, village, school etc.) | | Any project name. Do not use survey round (baseline, follow up, back check etc.) or unit of observation (household, village, school etc.) | ||
|- | |- | ||
| Survey round | | Survey round | ||
| BL | | BL | ||
| Indicates which survey this is within the project | |'''Indicates which survey this is within the project''': a difference in name here indicates a different dataset on the server, then we want to differentiate between baseline and baseline pilot, as we do not want to mix pilot data with real data. | ||
| Baseline (BL), Baseline pilot (BLpilot), Endline (EL), monitoring data, population listing etc. | | Baseline (BL), Baseline pilot (BLpilot), Endline (EL), monitoring data, population listing etc. | ||
|- | |- | ||
| Unit of observation | | Unit of observation | ||
| HH | | HH | ||
| What type of respondents will be interviewed | |'''What type of respondents will be interviewed, household, school, etc.''': it is needed to separate multiple survey within a survey rounds (doctor/patient, teacher/school). It is also helpful documentation to anyone using the dataset in the future. | ||
| Household (HH), village, civil servant, etc. | | Household (HH), village, civil servant, etc. | ||
|- | |- | ||
| Version | | Version | ||
| v1 | | v1 | ||
| This is different from the setting version | |'''This is different from the setting version''': when you are developing a questionnaire you use the version setting to indicate to the server that you have made updates. After you are happy with your updates (that usually takes testing several uploads) you update the version number in the name, and download this new version to the tablets. The reason why this is important is explained below. | ||
| Number them in natural order, v1, v2 etc. | | Number them in natural order, v1, v2 etc. | ||
|} | |} | ||
Your SurveyCTO subscription level determines the number of questionnaires (counting each unique ID as one questionnaire) that you can store on your server. If you run out of space, you can either upgrade your server or download questionnaires no longer in use and all the data associated with them. After ensuring that you have all data, you can delete the questionnaires you | Your SurveyCTO subscription level determines the number of '''questionnaires''' (counting each unique ID as one '''questionnaire''') that you can store on your [[SurveyCTO Server Management|server]]. If you run out of space, you can either upgrade your '''server''' or download '''questionnaires''' no longer in use and all the data associated with them. After ensuring that you have all data, you can delete the '''questionnaires''' you no longer need to make space for a new '''questionnaire'''. | ||
=== Naming and Versions=== | === Naming and Versions=== | ||
When you update the questionnaire ID, all new data will be saved in a new dataset on the server with | When you update the [[Questionnaire Programming|questionnaire]] ID, all new data will be saved in a new '''dataset''' on the [[SurveyCTO Server Management|server]] with reference to the new ID. If you have started to [[Primary Data Collection|collect data]] with one '''questionnaire''', but for some reason have to make an update to your '''questionnaire''', then you should save the [[SurveyCTO Form Settings|form]] with a new ID. The new '''questionnaire''' is likely to have different '''variables''' and different '''variable''' types for existing '''variables'''. Hence the data this '''questionnaire''' generates will be different. If you do not change the '''questionnaire''' ID, the '''server''' will overwrite the old '''dataset'''. | ||
SurveyCTO's servers allow users to save data collected using an updated version of the questionnaire to the same dataset as for the previous version. While this feature does a fine job consolidating data, researchers can do an even better job with Stata. If you have already started to collect data and then make an update to the questionnaire, [[Naming Conventions | change the name]] from KBMAP_BL_HH_v1 to KBMAP_BL_HH_v2. You will end up with two datasets and two different import do files. After you have imported the datasets separately to Stata, you can edit the files as necessary – [[Reproducible Research | reproducibly]] via do files – in order to append them without any complications. | |||
Before appending the different versions, create a variable called "questionnaireVersion" or similar. In this variable, store the version number of the questionnaire. You can then include fixed effects based on this variable in the [[Data Analysis | regressions]] to adjust for any bias introduced from collecting data with slightly different questionnaires. | SurveyCTO's '''servers''' allow users to save data collected using an updated version of the '''questionnaire''' to the same '''dataset''' as for the previous version. While this feature does a fine job consolidating data, researchers can do an even better job with '''Stata'''. If you have already started to collect data and then make an update to the '''questionnaire''', [[Naming Conventions | change the name]]: for example, from KBMAP_BL_HH_v1 to KBMAP_BL_HH_v2. You will end up with two '''datasets''' and two different import do files. After you have imported the '''datasets''' separately to '''Stata''', you can edit the files as necessary – [[Reproducible Research | reproducibly]] via do files – in order to append them without any complications. | ||
Before appending the different versions, create a '''variable''' called "questionnaireVersion" or similar. In this '''variable''', store the version number of the '''questionnaire'''. You can then include fixed effects based on this '''variable''' in the [[Data Analysis | regressions]] to adjust for any bias introduced from collecting data with slightly different '''questionnaires'''. | |||
===Naming Excel Files=== | ===Naming Excel Files=== | ||
When uploading questionnaires written in Excel to SurveyCTO Server, the Excel file name is irrelevant to how your questionnaire is tracked on | When uploading [[Questionnaire Programming|questionnaires]] written in Excel to the SurveyCTO [[SurveyCTO Server Management|server]], the Excel file name is irrelevant to how your '''questionnaire''' is tracked on the '''server''' and tablets. While it is good practice to follow [[Naming Conventions | naming conventions]] for the Excel files saved on your computer, there is no technical requirement to do so. | ||
===Naming Pilot SurveyCTO Forms=== | ===Naming Pilot SurveyCTO Forms=== | ||
When you begin the [[Survey Pilot | pilot]] questionnaire, indicate in both the questionnaire name and ID that it is a development version of the form; the best way to do so is by including the word ''pilot''. Keep ''pilot'' in the name until you have completed collecting pilot data. After removing ''pilot'' for the final version, there is little risk that someone will use the pilot form to collect the final data. Follow these protocols even if you do not make any changes between the pilot and the real data collection. After all, if you do not change the name, then the server will save the real data to the same dataset as the pilot data. | When you begin the [[Survey Pilot | pilot]] [[Questionnaire Programming|questionnaire]], indicate in both the '''questionnaire''' name and ID that it is a development version of the [[SurveyCTO Form Settings|form]]; the best way to do so is by including the word ''pilot''. Keep ''pilot'' in the name until you have completed [[Primary Data Collection|collecting pilot data]]. After removing ''pilot'' for the final version, there is little risk that someone will use the pilot form to collect the final data. Follow these protocols even if you do not make any changes between the pilot and the real '''data collection'''. After all, if you do not change the name, then the [[SurveyCTO Server Management|server]] will save the real data to the same '''dataset''' as the pilot data. | ||
== Version == | == Version == | ||
If two questionnaires have the same ID, then they must have | If two [[Questionnaire Programming|questionnaires]] have the same ID, then they must have different version settings. This helps the [[SurveyCTO Server Management|server]] ensure that you are replacing an outdated '''questionnaire''' on the '''server''' with an updated one. There is one simple equation you can use that converts the date and time to a unique version number; there is no good reason to not always use this. See this [https://docs.google.com/spreadsheets/d/1UBJBE4YWk1rXKCQRTWSpRtHMzAdoA9J_-cyh0XyJwaA/edit?usp=sharing settings example] for more information. | ||
== Encryption == | == Encryption == | ||
All data collected should be [[Encryption|encrypted]]. This [[Research Ethics | protects the privacy]] of respondents in case, for example, tablets are stolen or there is a breach to network security. Encryption is easy and in line with the privacy promises made during [[Informed Consent | informed consent]]. | All [[Primary Data Collection|data collected]] should be [[Encryption|encrypted]]. This [[Research Ethics | protects the privacy]] of respondents in case, for example, tablets are stolen or there is a breach to network security. '''Encryption''' is easy and in line with the privacy promises made during [[Informed Consent | informed consent]]. | ||
While data transferred from the tablet to SurveyCTO servers via internet are automatically encrypted using SSL, it is still necessary to encrypt this data. This protects the data from anyone who might get into the servers or get hold of the survey tablets. You can set data to be encrypted in [[SurveyCTO_Programming_Work_Flow#Template_Forms|template forms]]. Do so before data collection begins. | While data transferred from the tablet to SurveyCTO [[SurveyCTO Server Management|servers]] via internet are automatically '''encrypted''' using SSL, it is still necessary to '''encrypt''' this data. This protects the data from anyone who might get into the '''servers''' or get hold of the [[Survey Pilot| | ||
For more detailed instructions on how to encrypt your data, go to your SurveyCTO server, open up the documentation pages and search for "How do I encrypt my data?" | survey]] tablets. You can set data to be '''encrypted''' in [[SurveyCTO_Programming_Work_Flow#Template_Forms|template forms]]. Do so before '''data collection''' begins. | ||
For more detailed instructions on how to '''encrypt''' your data, go to your SurveyCTO '''server''', open up the documentation pages, and search for "How do I encrypt my data?" | |||
== Language == | == Language == | ||
SurveyCTO’s language options are useful for questionnaires written in multiple languages. In the Excel file, all columns used to create text | SurveyCTO’s language options are useful for [[Questionnaire Programming|questionnaires]] written in multiple languages. In the Excel file, all columns used to create text from media (i.e. media:image, media:audio, media:video, etc.) can be defined for different languages. To define, for example, which label column is English and which one is French, the columns can be called ''label:English'' and ''label:French''. Then in the app on the tablet, the [[Enumerator Training|enumerator]] can go to <code>change language</code> and select English or French. | ||
It is best practice to explicitly say | |||
For detailed instructions on how to use multiple languages on SurveyCTO, go to your SurveyCTO server, open up the documentation pages and search for "Translating a form into multiple languages". | It is best practice to explicitly say the language of each column. However, it is also possible to name the label column of one language ''label'' and the others, for example, ''label:French'' and ''label:Wolof''. The language used in the column ''label'' where the language is not defined is considered the default language. In this case, the language column in the settings tab needs to be used in order to define what the language is called. Otherwise the <code>change language</code> on the tablet will not display properly. | ||
For detailed instructions on how to use multiple languages on SurveyCTO, go to your SurveyCTO [[SurveyCTO Server Management|server]], open up the documentation pages and search for "Translating a form into multiple languages". | |||
== Related Pages == | == Related Pages == | ||
[[Special:WhatLinksHere/SurveyCTO_Form_Settings|Click here to see pages that link to this topic]]. | [[Special:WhatLinksHere/SurveyCTO_Form_Settings|Click here to see pages that link to this topic]]. | ||
== Additional Resources == | == Additional Resources == | ||
*DIME Analytics | *DIME Analytics (World Bank), [https://github.com/worldbank/DIME-Resources/blob/master/survey-cto.pdf SurveyCTO Slides] | ||
*DIME Analytics (World Bank), [https://osf.io/ezm68 Overview of SurveyCTO at the World Bank] | |||
*DIME Analytics (World Bank), [https://osf.io/8e7bj Introduction to SurveyCTO] | |||
*DIME Analytics (World Bank), [https://osf.io/2nepd Advanced SurveyCTO Programming] | |||
*DIME Analytics (World Bank), [https://osf.io/un2hk SurveyCTO Case Management and Advanced Offline Features] | |||
*DIME Analytics (World Bank), [https://osf.io/t5kq3 SurveyCTO Resources] | |||
[[Category: Questionnaire Programming]] | [[Category: Questionnaire Programming]] | ||
Latest revision as of 19:05, 2 August 2023
In the settings tab of a SurveyCTO questionnaire, there are a handful of key settings: Questionnaire Name, ID, Version, Encryption, and Language Settings. These settings should be specified when creating and updating surveys. This page outlines the best practices for each setting.
Read First
- The questionnaire name, ID, and version ensure that the different questionnaires and the datasets linked to them remain separate.
- Each questionnaire ID is associated with both a questionnaire and a dataset. If you change the ID, which you should do when you make changes to a questionnaire, you change the file to which the submitted data is saved.
- If you upload a completely different survey with a different questionnaire name and file name but with the same ID as a questionnaire already on the server, then the questionnaire already on the server will be replaced by the new one. See the section on version control of questionnaires already in the field below.
- Encryption guarantees the privacy of the data. SurveyCTO servers are installed on third party cloud servers and encryption ensures that the data does not end up in wrong hands in the case of a security breach.
Questionnaire Name and ID
It is common to set both the name and the ID to the same value. While the name value allows spaces, the ID does not; instead, use underscores. The ID is a particularly important value: it dictates to which dataset a questionnaire is saved and what the dataset calls upon when its exported. There is some functionality in the questionnaire name. For example, if you start the name with the word "test", then this form will not be visible to enumerators. You get the same functionality by the more recently added "deploy" feature. Follow a very exact structure when naming your questionnaire and giving it an ID. If not, the name and ID of the questionnaire may create confusion down the road for the research team. Below follows one recommended way to generate the questionnaire name and ID:
| Meaning | Part of name | Description | Other examples |
|---|---|---|---|
| Example survey name : KBMAP_BL_HH_v1 | |||
| Project | KBMAP | The name of the project: use an abbreviation or other short form. A server is usually linked to only one project, so this part does not matter as much on the server. But all data associated with this questionnaire will be tagged with this name, and there the project name is indeed useful. | Any project name. Do not use survey round (baseline, follow up, back check etc.) or unit of observation (household, village, school etc.) |
| Survey round | BL | Indicates which survey this is within the project: a difference in name here indicates a different dataset on the server, then we want to differentiate between baseline and baseline pilot, as we do not want to mix pilot data with real data. | Baseline (BL), Baseline pilot (BLpilot), Endline (EL), monitoring data, population listing etc. |
| Unit of observation | HH | What type of respondents will be interviewed, household, school, etc.: it is needed to separate multiple survey within a survey rounds (doctor/patient, teacher/school). It is also helpful documentation to anyone using the dataset in the future. | Household (HH), village, civil servant, etc. |
| Version | v1 | This is different from the setting version: when you are developing a questionnaire you use the version setting to indicate to the server that you have made updates. After you are happy with your updates (that usually takes testing several uploads) you update the version number in the name, and download this new version to the tablets. The reason why this is important is explained below. | Number them in natural order, v1, v2 etc. |
Your SurveyCTO subscription level determines the number of questionnaires (counting each unique ID as one questionnaire) that you can store on your server. If you run out of space, you can either upgrade your server or download questionnaires no longer in use and all the data associated with them. After ensuring that you have all data, you can delete the questionnaires you no longer need to make space for a new questionnaire.
Naming and Versions
When you update the questionnaire ID, all new data will be saved in a new dataset on the server with reference to the new ID. If you have started to collect data with one questionnaire, but for some reason have to make an update to your questionnaire, then you should save the form with a new ID. The new questionnaire is likely to have different variables and different variable types for existing variables. Hence the data this questionnaire generates will be different. If you do not change the questionnaire ID, the server will overwrite the old dataset.
SurveyCTO's servers allow users to save data collected using an updated version of the questionnaire to the same dataset as for the previous version. While this feature does a fine job consolidating data, researchers can do an even better job with Stata. If you have already started to collect data and then make an update to the questionnaire, change the name: for example, from KBMAP_BL_HH_v1 to KBMAP_BL_HH_v2. You will end up with two datasets and two different import do files. After you have imported the datasets separately to Stata, you can edit the files as necessary – reproducibly via do files – in order to append them without any complications. Before appending the different versions, create a variable called "questionnaireVersion" or similar. In this variable, store the version number of the questionnaire. You can then include fixed effects based on this variable in the regressions to adjust for any bias introduced from collecting data with slightly different questionnaires.
Naming Excel Files
When uploading questionnaires written in Excel to the SurveyCTO server, the Excel file name is irrelevant to how your questionnaire is tracked on the server and tablets. While it is good practice to follow naming conventions for the Excel files saved on your computer, there is no technical requirement to do so.
Naming Pilot SurveyCTO Forms
When you begin the pilot questionnaire, indicate in both the questionnaire name and ID that it is a development version of the form; the best way to do so is by including the word pilot. Keep pilot in the name until you have completed collecting pilot data. After removing pilot for the final version, there is little risk that someone will use the pilot form to collect the final data. Follow these protocols even if you do not make any changes between the pilot and the real data collection. After all, if you do not change the name, then the server will save the real data to the same dataset as the pilot data.
Version
If two questionnaires have the same ID, then they must have different version settings. This helps the server ensure that you are replacing an outdated questionnaire on the server with an updated one. There is one simple equation you can use that converts the date and time to a unique version number; there is no good reason to not always use this. See this settings example for more information.
Encryption
All data collected should be encrypted. This protects the privacy of respondents in case, for example, tablets are stolen or there is a breach to network security. Encryption is easy and in line with the privacy promises made during informed consent. While data transferred from the tablet to SurveyCTO servers via internet are automatically encrypted using SSL, it is still necessary to encrypt this data. This protects the data from anyone who might get into the servers or get hold of the survey tablets. You can set data to be encrypted in template forms. Do so before data collection begins. For more detailed instructions on how to encrypt your data, go to your SurveyCTO server, open up the documentation pages, and search for "How do I encrypt my data?"
Language
SurveyCTO’s language options are useful for questionnaires written in multiple languages. In the Excel file, all columns used to create text from media (i.e. media:image, media:audio, media:video, etc.) can be defined for different languages. To define, for example, which label column is English and which one is French, the columns can be called label:English and label:French. Then in the app on the tablet, the enumerator can go to change language and select English or French.
It is best practice to explicitly say the language of each column. However, it is also possible to name the label column of one language label and the others, for example, label:French and label:Wolof. The language used in the column label where the language is not defined is considered the default language. In this case, the language column in the settings tab needs to be used in order to define what the language is called. Otherwise the change language on the tablet will not display properly.
For detailed instructions on how to use multiple languages on SurveyCTO, go to your SurveyCTO server, open up the documentation pages and search for "Translating a form into multiple languages".
Related Pages
Click here to see pages that link to this topic.
Additional Resources
- DIME Analytics (World Bank), SurveyCTO Slides
- DIME Analytics (World Bank), Overview of SurveyCTO at the World Bank
- DIME Analytics (World Bank), Introduction to SurveyCTO
- DIME Analytics (World Bank), Advanced SurveyCTO Programming
- DIME Analytics (World Bank), SurveyCTO Case Management and Advanced Offline Features
- DIME Analytics (World Bank), SurveyCTO Resources