SurveyCTO Form Settings
In the settings tab there are three categories of settings. Questionnaire name, id and version, encryption and language settings. On your server you can upload multiple questionnaires and multiple versions of a questionnaire. The questionnaire name, questionnaire id and questionnaire version ensures that the different questionnaire and the data sets linked to them are kept separate by the server. Encryption guarantees the privacy of the data. SurveyCTO servers are installed on third party cloud servers, and with encryption you can still be sure that the data does not end up in wrong hands if security is breached in any of those steps. The language setting is the default language if no other setting has been set.
The focus of this article is having a discussion regarding the best practices on this topics, not how to do them. Read SurveyCTO's instructions on how to do the things discussed in this article.
- Each questionnaire id is associated both with a questionnaire and with a data set. That means that if you change the id you create a new data set where data is saved to. It also mean that if you change the questionniare, but not change the id, the data from to different questionnaire will be saved into the same data set.
- 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. Data collected with the new questionnaire will be saved to the same data set as the old questionnaire saved data to. Regardless if the variables match or not, or if there is already data there or not.
Questionnaire name and id
All data on your SurveyCTO data is linked to a questionnaire. So keeping your questionnaires means that you keep your data organized. By skipping some of the best practices described below, you risk corrupting your data on the server.
First of all, when uploading questionnaires written in Excel, the file name of the Excel file is irrelevant for how your questionnaire is tracked on SurveyCTO's server, and on the tablets. It is a good idea to have the same naming conventions on the files saved to disk on your computer but there is no technical requirement.
When you get started it is really important that you indicate in both the questionnaire name and id that it is a development version of the form. The best way to do that is to include the word pilot. Then you can keep the pilot in the name until you have completed collecting pilot data. Then you remove the name and with the final name there is little risk that someone uses the pilot form to collect the final data. Do this, even if you did not do any changes between pilot and the real data collection since if you do not change the name, then the server will change the real data to the same data set as the pilot data.
It is common to set both the name and the id to the same value. The id does not allow spaces so you must use underscores (for example, KBMAP_BL_HH_v1). If you think it makes a difference you can replace the underscores with spaces in the name. The id is the most important value to keep track. The id controls which data set a questionnaire saved the data to and what the data set is called when you export it. There is some functionality in the questionnaire name. For example, if you start with 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.
It is very beneficial to follow a very exact structure when you name your questionnaire and give it an id. The name and id of your questionnaire will make sense to you no matter what you call it now, but unless done properly, it will create confusion down the road. Both for you and for anyone else taking over after you. Below is one recommended way to generate name and id to your questionnaires.
(kb: the section about feels too long, we should discuss ways to break it up)
|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.
Since a difference in name here indicates a different data set 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 both needed to separate multiple survey within a survey round (doctor/patient, teacher/school), but it is also helpful documentation to anyone using the data set in the future.||Household (HH), village, civil servant|
|Version||v1||This is different from the setting version. When you 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 (KB: link to that section).||Number them in natural order, v1, v2 etc.|
Your SurveyCTO subscription level determines the number of questionnaire (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 you can download any questionnaire no longer in use and all the data associated with it. After you have made sure that you have all data, you can delete the questionnaire you are no longer using and then you are able to upload one new questionnaire.
Version control of questionnaires already used in the field
When you update the questionnaire id, all new data collected will be saved in a new data set on the server with a reference to the new id. So 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 reason for this is that since the questionnaires are now different, the data will be stored somewhat differently. SurveyCTO 's servers have a process that makes it possible to save data collected using an updated version of the questionnaire to the same data set as for the previous version. While that feature does a good job, we can do an even better job with Stata, and in Stata we will be able to exactly document what changes we need to do to the data set in order to combine data from the two versions of the questionnaire.
This is only true for questionnaire id and it is not true for updating questionnaire name or value in the version column in the settings tab.
Questionnaire version (in settings tab)
If two questionnaires have the same id, then they must have a different version settings. This help the server ensure that if you are replacing an outdated questionnaire on the server, with and updated one, then the server makes sure that it is a more recent questionnaire replacing and older 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 for not always using this. See this settings example
(KB: I need to do a little bit of research for this page.)
- Name the form something that includes "Pilot" and keep that name until you start the actual data collection
- the version number trick. Show the excel formula used for this.
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This article is a part of the chapter Questionnaire Programming.