This worksheet explains how to insert participants’ names and addresses to the first page of a questionnaire or covering letter that can then be printed for mailing.

Background

This worksheet example adds variables representing the names and addresses to a copy of the Crocodile Rock Cafe survey supplied with Snap. It then uses a database link to populate the survey with the participants’ details.

You will need to have a database set up in advance containing the names and addresses of participants. It is important that each address line must be in a different field.

Due to the fact that Snap’s standard questions styles do not resemble a typical address format, this worksheet also includes instructions on how to modify styles to take on the appearance of an address.

Finally, the worksheet describes how to include the participants’ details on the questionnaire when it is printed. Once the participants have completed and returned the questionnaire, their relevant details can then be keyed into Snap. Subsequently, cases can be matched with records from the external database for the import of other personal information.

Summary of steps

Step 1: Adding the name variable to your survey

  1. Open the survey in Design mode and create a new question below the subtitle. Either press [Enter] to insert the question after the current one or click Add button to insert the question before the current one.
  2. Select the Open Ended style from the Style Selection Box on the toolbar.
  3. Type “Name:” in the area marked “Click here for text”. (This is only used for reference while creating the style.)
  4. Click the Variable Properties button Properties dialogue. The Variable Properties dialogue opens. Change the question Name property to “Name” and click [OK].

    Variable properties dialogue - name selected

  5. The word “Name” now appears in place of the question number.

Step 2: Creating the address line style

Because the name and address variables are to be loaded from a database, and need to be placed in a specific position on the page, you cannot use any of the default styles. Instead, you must create a new style for them. This style will produce an empty response box at the left side of the page.

  1. Select the Name question you have just created.

    questionnaire design window

  2. Move the code box to the right of the question by selecting Positions in the toolbar topic list. Set the question Position to Beside.

    change positions

  3. Select Columns from the drop-down list and set it to Full Page. Set the number of columns to 1, if it is set differently.

    change columns

  4. Select Tabs in the toolbar topics, and then select Text in the drop-down list. Set the tab value to 0%. The space for the question text disappears, but that is fine, as it will be hidden. (The tab value sets the space reserved for text. You can move the response box to the right by increasing this value.)

    change tabs

  5. Select Alignment in the toolbar topics and then select Code Box in the drop down list. Click the left end of the alignment value box to set it to Left.
  6. Use [Ctrl]+[+] to expand the response box until it is large enough for your address lines.
  7. Select Show from the toolbar topics drop-down list and uncheck the boxes for Name and Text.
  8. With Show selected, select Space before in the drop-down list, and set the Gap to 0.01cm. This specifies the gap between the lines of the address. You may need to set this to 0, or hide this space completely.

    change space before

  9. Select Margins in the toolbar topics, and then select Data in the drop-down list. Set all the margin values to 0. This specifies the space between the box and the response data.

    change margins

  10. Click Style mode button or press [Ctrl]+[M] to go to Style mode.
  11. Click Style organiser to go to the Style Organiser. The style you have been working on will be selected in the left pane.
  12. Click [Properties] and type “Address line” in the Name field then click [OK]. This creates a new style called “Address line”, containing your changes.
  13. Click [OK] to close the Style Organiser. Click Design mode button or type [Ctrl]+[M] to go back to Design mode.

Step 3: Adding the address variables to your survey

  1. Select the Name question that you have just inserted. Look at the Style box. If your new Address line style is not selected, select it to apply it to the Name question.
  2. Press [Enter] to create a new question. It is automatically created in Address Line style.
  3. Click the Properties button Properties dialogue and change the question Name property to “Address_1” and click [OK].
  4. Repeat to create variables for the maximum number of address lines stored in your database. The example shows Address_1, Address_2, Town, Post_zip_code. Note that no spaces can be used in variable names.
  5. Change to Style mode (press [Ctrl]+[M] or click Style mode button) and remove the boxes from the Address line style. While they make it easy to locate the variables in the questionnaire, they do not improve the look of the printed address. Select Boxes in the toolbar topics, and then select <None> in the drop-down list.
    Note: box outlines not available for scanning editions.

The questionnaire now appears to have a blank area where the address variables are.
questionnaire design window

Step 4: Importing the respondent information

  1. Select File | Database Link to display the Database Linkage dialog box and click [New].
    database link dialogue
  2. The Database Wizard dialog is displayed. Select the Import from database option and click [Next>].
  3. Click [Select Database File] and browse to the file containing the respondent data. (If the file is of an unrecognized type, you can identify it to Snap using the [Build Data Link…] button.)

    database link wizard

  4. Select the table to use and click [Next>]. (If you do not wish to import details for all the participants in the file, you can set a filter here.)
  5. The dialog displays a list of Import/Export Options. Select Append all cases. This option imports new cases from the database and appends them to the existing cases in the database. If you already have cases in your survey, you could select a different option so identical cases were not imported.

    import/export options

  6. The next dialog allows you to map the fields in the database to the fields in the questionnaire. Select the Snap field in the right-hand column that the data will be imported into. Link up all the name and address fields. Click [Next>].

    database match dialogue

  7. A summary of your database link will be displayed. If you wish, you can change the name of the link to something that is immediately recognizable. Click [OK] to finish.

Step 5: Previewing and printing your survey

  1. You can see how the data in your survey will look if you go to Data View mode. Click Data view mode button on the questionnaire window toolbar, or press [Ctrl] + [Shift] + [D].
  2. Select Panel Data (to show the people you have just added from the database) from the dropdown list. If it is the first time you have selected Panel Data, you will be asked which panel you wish to display. In this example, there is only one panel and one database link. The selection dialog appears with this link selected.

    panel data link

  3. Click [OK] to display the questionnaire with the panel data included.

    questionnaire design window showing finished example

  4. To see how it will look when printed, select the Print preview button Print preview button.
  5. If you are happy with your questionnaire, you can now print it. Select the All Filtered Cases radio button and click [Print].

If you need to make any changes select [Cancel] from the Print dialog.

Change to Style mode and make any adjustments needed to the Address line style. Changes you make to the style in Style mode will apply to all uses of that style. Then return to Data view mode to print.

You must print from Data View mode to include the imported panel data. If you print or publish from anywhere else, you will simply print out the empty questionnaire.

Seeding surveys from a database is a useful tool, and has been described in other worksheets, such as Identifying your respondents in a Snap WebHost survey and Snap Help Changing or editing the respondents for a live survey using a database link. There is also a step by step guide showing you how to send email invites to a customer panel in the Getting Started guide Access an online customer panel with Snap WebHost.

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