Sometimes you wish to adjust a quota after you have received some replies. You need to be careful if your survey is on Snap WebHost because your data is held in two places. For example, assume that you have a survey with a quota of eight responses. You have received four responses from Snap WebHost.

Schematic diagram showing equal quotas in snap and SO

You wish to change the quota to ten. You make the changes and republish. Snap knows that you now only need six responses.

Schematic diagram showing equal quotas in snap and SO

This is because you could have response data from other editions and it would contribute to the total needed.

When you reload the survey to Snap WebHost, Snap WebHost has recorded that four responses have already been received.

Schematic diagram showing equal quotas in snap and SO

It puts them towards the new quota, and assumes that two responses are needed to complete the quota.

To ensure that the quotas in Snap match the quotas in Snap WebHost you need to remove the case data from Snap before you publish. The best way to do this is to export your data from Snap, delete the data, and republish the survey with no cases. You can then re-import the data into Snap. An alternative method is to increase the quota to take account of the replies that have already been imported into Snap. This is briefly described after the Conclusion. It is useful if your quotas are simple, and you are only publishing on Snap WebHost.

This worksheet gives a step by step guide on how to export your data, delete the cases from the survey, republish and then re-import your data. This allows you to leave complex interlocking quotas as they stand.

Background

Quotas are limits on the number of replies that can be received. Quota calculation is handled by the part of Snap known as the Interviewer. This is also part of Snap WebHost and the app that runs on PDAs and offline surveys. This allows remote surveys to work out whether quotas have been met while the interview is still in process.

If you are importing responses into Snap for analysis, the interviewer within Snap does quota evaluation, so you can apply a notional quota to paper or Web:HTML questionnaires (that is, you stop entering the responses into Snap when the quota is met).

Quotas are administered by Snap on all responses, so that you can import responses from Snap WebHost, from a Web survey and enter cases directly into Snap and know that Snap will recalculate quotas correctly from all the different sources.

The survey used as an example in the worksheet has a multi-response six code question. The quota has been set so that with a quota of 20 responses on code 1 and code 2, and 100 responses on the other codes. Respondents may complete any number of responses.

Weights window for a quota

The survey has been uploaded to Snap WebHost and three completed questionnaires have been received. The Summary tab for the survey shows the number of responses, and how many responses have been received for each code in the quota question.

Quota configurations of Snap WebHost

Summary of steps

This worksheet assumes that you have started a survey with a quota on Snap WebHost and realise that you need to change the quota after you have imported some responses into Snap.

Step 1: Pause the Snap WebHost survey and archive your survey
Step 2: Change the quota in the survey in Snap to the new values
Step 3: Export the data in Snap to a .CSV file
Step 4: Delete all data in the survey
Step 5: Republish the survey with the new quota and reload it to Snap WebHost
Step 6: Import the data back into your survey

Step 1: Pause the Snap WebHost survey and archive the Snap original

Before you make any changes, you should pause the online questionnaire and archive your survey containing the stored data. (You may wish to check if any known respondents are in the process of completing a survey before you pause it).

  1. To pause the online questionnaire, go to Snap WebHost and select the survey.
  2. On the survey summary page, select Pause questionnaire.

    SO: summary showing pause questionnaire highlighted

  3. To archive the original survey, open the Survey Overview window in Snap.
  4. Select the survey you are working on and then select File|Archive Survey.
  5. Browse to the folder where you store your backups.
  6. Make sure the Include Raw Data box is checked, so you have a copy of any data you have already imported.

    Archive survey dialog with raw data check box highlighted

  7. Click [OK].

Step 2: Make the changes to the quota

  1. Open the survey in Snap
  2. Click Weight button on the main Snap toolbar to open the weights dialog.

    Weights dialog showing WT1 (selected)

  3. Double-click the weight containing the quota values to open it.
  4. Make the changes to the weights that are needed. This shows the first two code values changed to 30.

    Weights window for a quota

  5. Select Tailor|Quotas.
  6. Open the quota for your survey and confirm the situation.

    Weights window for a quota

    This dialog shows that the quota for responses for code 1 is now 30, and that there have been two responses with that value.

Step 3: Export all your data from the survey

  1. Click Data Entry window button on the Snap toolbar to switch to data entry mode.
  2. Select File|Export to open the export dialog.
  3. Set the Format to Excel (CSV).

    DE: Data export to Excel CSV

  4. Select the File radio button, and browse for the directory to store the file.
  5. Leave the other boxes blank, and click [OK].
    The Header Row option is checked by default.
  6. You will receive a message stating how many cases have been exported. Click [Done] to return to the survey.

Step 4: Delete all data in the survey

  1. Go to the survey overview window (click Survey overview button on the Snap toolbar to display this window if you are in the survey).
  2. Select the survey you are working with.
  3. Click the Delete button button on the overview window toolbar to delete the survey.

    Delete survey dialog: raw data selected and highlighted

  4. Check the Raw Data box. Make sure that the Survey Definitions box is cleared. This will keep the survey but delete all case data.
  5. Click [Delete]. You will be asked to confirm that you wish to delete the raw data. Click [Yes].
  6. The Survey Overview window will show that your survey now has 0 cases.

    SOW survey overview window showing single survey with 0 cases

Step 5: Republish the Snap WebHost survey with the new quota

  1. Open the Snap WebHost edition of the questionnaire.
  2. Select File | Publish (or [Ctrl] + [Alt] + [W]) to republish the questionnaire
  3. Log onto Snap WebHost and reload the republished survey. The quota figures in the Summary screen change to the new values. The existing responses are kept.

    SO: survey summary showing changed quotas highlighted

  4. Restart the questionnaire.

    SO: survey summary showing changed quotas highlighted

Step 6: Re-import the data to your survey

  1. Go back to your survey in Snap and click Data Entry window button on the Snap toolbar to go into data entry mode.
  2. Select File | Import to open the export dialog.
  3. Set the Format to Excel (CSV).

    DE: Data export to Excel CSV

  4. Select the File radio button, and browse for the directory where you stored the file.
  5. If the Header Row box was checked during export, check it now.
  6. You will receive a message stating how many cases have been imported. Click [Done] to return to the survey.

Conclusion

This worksheet has shown you how to delete data from a survey and reimport it so that you can synchronise the response information stored in Snap and on Snap WebHost.

For more information about quotas, see the worksheets on Quotas and on Interlocking Quotas in Snap WebHost. There is also help available, see the instructions beginning Identify or create the quota variable(s) to be used.

Adjusting quotas to take account of existing data

If you would prefer not to delete data and have a simple quota, you can solve the problem by altering the quota values to take account of the responses you have already imported.

  1. Pause the questionnaire. (You may wish to check if any known respondents are in the process of completing a survey before you pause it).
  2. Import all completed responses into Snap so that Snap knows about all the Snap WebHost responses.
  3. Assess the responses for the quota variable. This shows a quota of 50 males (code 1) and 50 females (code 2). 5 male responses and 8 female responses have been received.

    Qeights dialog showing a weight on gender

  4. To change the gender quota to 60 males and 40 females on Snap WebHost without removing the data means taking these into account. You will need to set the male quota to 65, and the female to 48.

    Qeights dialog showing a weight on gender

  5. Check the quota is showing the correct figures.

    Qeights dialog showing a weight on gender

  6. Republish the survey. The quotas will be adjusted on publish, so that when it is reloaded on Snap WebHost the desired figures will be used.

    Qeights dialog showing a weight on gender

The disadvantage of this method is that you will have different quotas between Snap and Snap WebHost. This can be a problem if you have multiple editions of a questionnaire. It may also be confusing if you have to reload your data at any point.

Poll from Snap Surveys …



If there is a topic you would like a worksheet on, email to snapideas@snapsurveys.com