Team work is often essential to running a survey. Collaboration between team members is possible using Shares in Snap Online, letting a supervisor or researcher share a survey with team members who have different roles such as Analyst or Interviewer.
You can share work with other people who have a Snap Online account. They can also share their work with you.
Sharing can be at 3 levels
- Survey where an individual survey is shared
- Folder where a folder and all its contents are shared
- Your work where all your work is shared
There are 4 types of permission that you can give a user when you share any work with them. The same permission levels are used when sharing surveys, folders and your work.
|Analyst||This gives permission to access the Analyze section of a survey.|
|Analyst plus data download||This gives the same permission as Analyst with the addition of access to download the survey data.|
|Interviewer||This permission allows access to use the survey as an interviewer, but does not give access to the Build, Collect or Analyze sections.|
|Researcher||This gives full access to all sections of the survey: Build, Collect and Analyze.|
Setting up Sharing
- Navigate to Your work.
- Select the item that you wish to share. This can be a survey, folder, template or all your work.
- Select the Shares tab in order to share the item.
- Click the Add user button to add an associate to share this item of work with.
- The Add user dialog box is displayed. Each field is described in the table below. The Filter and Context fields are only available for surveys.
- When you have entered the user details, click Save to add the user.
|Email address||This is the email address of the user you wish to share your survey with.|
|Permissions||This is the permission level you wish to set for the sharing: Analyst, Analyst with data download, Interviewer or Researcher.|
|Filter||This is the filter applied to the survey that restricts the data available to the user. This is only available in surveys. The filter can be entered as any logical expression. For example, if the data is filtered using Q1=1 then the user will only see responses where Q1 has the first answer selected.|
|Context||This is the context applied to the survey that restricts the data that the user can see. This is only available in surveys. The context can be entered as any logical expression. For example, if the context is Q1=1 then the user will only see data relevant to responses where Q1 has the first answer selected.|
|Enabled||This sets whether the sharing is currently enabled or disabled. This allows you to turn sharing on and off for a user. For example, you may set up a number of users as Interviewers but only enable the sharing when they are due to begin interviewing.|
|Manage shares||This sets whether the user you are sharing with can also share your survey with other users. The user can only re-share using the same or more restrictive permission as their permission level. For example, a user with Researcher permission can re-share by giving another user any permission level, but a user with Analyst permission can only re-share giving Analyst permission.|
|Save||Click Save to add the user and set up sharing.|
CAUTION: When you share a resource with another user, they will have access to that resource until you remove the share access. Careful consideration should be made when giving share access to ensure users do not have access beyond the required time (for example when someone leaves the business). Allowing users to ‘Manage shares’ should be used with caution and you should regularly check who has access to your resources and that the access level is appropriate.
Shared with you
Another user may add your account as a shared user. When someone has shared work with you the Shared with you side menu becomes available. You can view any work, folders or surveys that have been shared by selecting the Shared with you side menu.
There may be multiple users who have shared items with you. They will be listed in a drop down list in the side menu.
- Select the user you want from this list and the items they have shared are displayed.
- Select the survey that you want to work with and the survey’s Summary tab is displayed.
- The permission level that you have been given determines the surveys and data that you have access to.
- If you have Analyst or Analyst with data download permission you will only have access to the Analyze tab.
- If you have Researcher permission you will have access to the Build, Collect and Analyze tabs.
- If you have Interviewer permission you will not have access to the Build, Collect or Analyze tabs, but you will have access to the Interviewer software.
- Select the Build, Collect or Analyze tabs, as appropriate, to complete your tasks.
Team work on Surveys
When you are part of a team working on the same survey there will be occasions when more than one person makes a change to the survey at the same time. This can cause conflicts with the data.
Warning messages are shown when this has happened so that you have the choice to carry on and save your changes or cancel.
This is the message that is displayed in Snap Online when the survey has been changed elsewhere and saved.
The options are
- Yes – Here you will overwrite any changes that have been made by other users since you last downloaded the survey or template. The version of the survey you are working on will be saved, overwriting the server version.
- Cancel – This cancels the operation. After this you can download the server version and add your changes to the latest version of the survey or template.