Submission Data

View, query and download activity data.

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1.Activities Table

The Activities table on the Data page of the Manage area provides a view of the activities that are used in published workflows. This is a high level view that quickly summarizes the amount of data captured for each activity. From this page submission data can be downloaded and viewed by users with appropriate permissions.

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The following columns are visible on the table:

  • Checkbox: Allows for selecting a particular Activity by checking the checkbox within the row of the Activity.
  • Activity: The name of the Activity.
  • Partials: A count of partial submissions for that Activity.  A partial submission is one in which the start/login button has been clicked, but the submit button has not been clicked.
  • Complete: A count of complete submissions for that Activity.  A complete submission is one in which the submit button has been clicked.
  • Terminated: A count of terminated submissions for that Activity.  A terminated submission is one in which the survey was programmed to jump to the end and submit under a defined set of conditions, with the specification that the session be considered terminated if the set of conditions were met.
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3.Download All

The Download All button provides the ability to download the data collected in any or all Activities listed in the Activities table.  Data are downloaded into a .zip file, with a separate file contained within for each Activity’s data. To use this feature navigate to the Manage area and select the Data item from the primary navigation and follow the steps below.

  1. Click the Download All button.

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  1. A Download Submission Data modal will appear. A checkbox is available to “Include Value Labels”.

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  • When Include Value Labels is not checked, only the raw data will be downloaded. For example, a question with scale values 0 = male, 1 = female will download with only 0’s and 1’s
  • When Include Value Labels is checked, the raw data will be paired with the value labels. For example, a question with scale values 0 = male, 1 = female will download in the form of 0:male, 1:female.
  1. Click Download to download the data, or Cancel to cancel the request to download data.
  1. The data will download as a Zip file, with a separate tab delimited file contained within for each Activity.
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4.Download Selected

Clicking the checkbox next to any listed Activity on the Activities table will cause the Download All button to change to a Download Selected button. Data are downloaded into a .zip file, with a separate file contained within for each Activity’s data. To use this feature navigate to the Manage area and select the Data item from the primary navigation and follow the steps below.

  1. Click the checkbox next to the desired Activities.
  1. Click the Download Selected button

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  1. A Download Submission Data modal will appear. A checkbox is available to “Include Value Labels”.

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  • When Include Value Labels is not checked, only the raw data will be downloaded. For example, a question with scale values 0 = male, 1 = female will download with only 0’s and 1’s
  • When Include Value Labels is checked, the raw data will be paired with the value labels. For example, a question with scale values 0 = male, 1 = female will download in the form of 0:male, 1:female.
  1. Click Download to download the data, or Cancel to cancel the request to download data.
  1. The data will download as a Zip file, with a separate tab delimited file contained within for each Activity.
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5.View All Submissions for an Activity

Whereas the Activities table provides a list of all published Activities, clicking on any one Activity will provide a view of all submission data collected by the selected Activity. The top of the Submissions page is populated with a summary of the count of submissions separated by Total, Partial, Submitted, and Terminated. Below the submission count is a table with a row for each submission. This table will start paging after 50 submissions have been collected.

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This table has the following columns by default:

  • Checkbox: Checkbox column to select the individual submission.
  • ID: The unique ID of the submission.
  • Task: The name of the task to which the Activity submission is associated.
  • Step: The name of the step to which the Activity submission is associated.
  • Workflow: The name of the workflow to which the Activity submission is associated.
  • Campaign: The name of the campaign to which the Activity submission is associated.
  • Status: The submission status of the submission (Partial, Complete, Terminated).
  • Last Modified: the date/time the last time the activity was interacted with.

 

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6.Sesion Details

From the Submissions page, users may drill down to an individual submission by clicking on a row in the submissions table. Clicking on a row in the table will open the Session Details page for that submission and display the variables that have been configured for the activity, the internal (automatically-collected) variables, and the data that has been captured within them. This page is organized into tables that represent each collection configured in the activity shown in configuration order. The tables then list the variables in those collections, also in configuration order.

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The Root collection is the default collection that contains all configured variables not contained in other collections. There may or may not be a Root collection on the Session Details page for a submission depending on the configuration of the activity that collected the data. The DatStat Internals collection is another default collection that is not configurable by any user and contains internal variables defined by DatStat as basic data for every activity. Every Session Details page will contain this collection.

The table headings for each collection include:

  • Variable: The name of the variable in the activity.
  • Description: The prompt of the question or the data dictionary description of the variable if a prompt does not exist, provided by the user who programmed the variable.
  • Code: The code for a configured response option.
  • Actual Value: The label for a configured response option or the actual text entered by the participant in the activity.

This table can be sorted by any of these 4 columns by clicking on the sorter icon next to the column header.

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The collections shown on the Session Details page can be filtered so that only the collection required by the user is shown on the page by clicking on the Collection drop down in the page heading and selecting the desired collection from the list. By default, this drop down is set to show All collections.

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Each collection can be individually searched by using the search bar at the top of the collection table. Typing into the search box will immediately begin to filter out rows in the table whose variable names do not contain any of the letters typed into the search box. Click the x at the end of the box to clear the search and return the table to its normal state.

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6.1.Internals

With each submission to an Activity, a set of metadata will be captured along with the entered data. These data are intended to support the ability to answer specific questions about the Activity submissions, such as the average amount of time to complete an Activity, who last interacted with the Activity, etc.

The standard set of metadata variables for all activities are as follows:

  • DATSTAT.SESSIONID: The session ID is the unique ID generated by the system that is used to reference a specific session.
  • DATSTAT.PARTICIPANTID: The participant ID is the unique ID for the participant.
  • DATSTAT.STARTDATETIME: The start date/time is the date and time the session was first started.
  • DATSTAT.LASTMODIFIEDDATETIME: The last modified date/time is the date and time of the last time the Activity was interacted with through import or by the participant/user.
  • DATSTAT.LASTMODIFIEDBYID: The last modified by ID is the unique ID of the participant/user of the participant/user to last modify the session.
  • DATSTAT.ELAPSEDTIME: The elapsed time is the total number of minutes the participant/user spent in the Activity, populated by a JavaScript timer.
  • DATSTAT.SUBMISSIONTYPE: Shows whether the session was submitted by a participant, user, or imported.
  • DATSTAT.SUBMISSIONSTATUS: The submission status of the session (Partial, Submitted, Terminated).
  • DATSTAT.SUBMITDATETIME: The submit date/time if the date and time the session was first submitted.
  • DATSTAT.LANGUAGE: The language in which the survey was submitted.
  • DATSTAT.ACTIVITYVERSIONID: The activity version ID is a unique ID of the activity version in which the survey was submitted.
  • DATSTAT.BROWSER: The browser is the user agent string captured from the participants web browser from which the session was submitted (I.E., Chrome, Firefox, Safari, etc.).
  • DATSTAT.PARTICIPANTTASKID: The participant task ID is the unique ID of the participant instance of the task associated to the Activity.
  • DATSTAT.SITEID: The site ID is the unique ID of the site at which the Activity data was collected (i.e. the site the participant is assigned to at the time of submission).
  • DATSTAT.PERCENTCOMPLETEOFTOTAL: The percent complete of total questions is the number answered divided by the total number of questions (not including the Internals) multiplied by 100.
  • DATSTAT.PERCENTCOMPLETEOFELIGIBLE: The percent complete of eligible questions is the number answered divided by the number eligible multiplied by 100.
  • DATSTAT.NUMELIGIBLE: The number eligible is a count of the number of questions that a participant could have seen based on show-if logic.
  • DATSTAT.QUESTIONSPRESENTED: The questions presented is a count of the total number of questions shown to the participant/user at any point during the Activity.
  • DATSTAT.NUMANSWERED: The number answered is a count of the number of eligible questions that have values.
  • DATSTAT.NUMUNANSWERED: The number unanswered is a count of the number of eligible questions that do not have values.
  • DATSTAT.NUMNOTPRESENTED: The number not presented is a count of the number of questions the participant did not see due to show-if logic (not including, for partial sessions, the questions on pages the participant has not yet reached).
  • DATSTAT.AVERAGETIMEPERPAGE: The average time per page is the average time in minutes the participant/user spent on each page visited in the Activity, populated by JavaScript.
  • DATSTAT.LASTQUESTIONSEEN: The last question seen is the variable name of the last question on the last page with which the participant/user interacted.
  • DATSTAT.WORKFLOWID:  The workflow ID in the unique ID of the workflow with which the Activity is associated.
  • DATSTAT.STEPID: The step ID is the unique ID of the step associated to the Activity.
  • DATSTAT.TASKID: The task ID is the unique ID of the task with which the Activity is associated.
  • DATSTAT.INSTANCE: The instance number of the Activity.
  • DATSTAT.LASTMODIFIEDBYTYPE: The last modified by type indicates whether the type of the last participant/user to modify the session.
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7.Create a New Query

Submission Data can be queried in order to return a specific set of submissions or a specific set of data to then export from the system for data analysis or reporting purposes. Queries provide users with the ability to ask questions of their data. To use this feature navigate to the Manage area and select the Data item from the primary navigation and follow the steps below.

  1. Select an Activity by clicking on a row in the Activities table.
  1. On the Submissions page click the + New Query button.

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  1. Clicking this button opens the New Query page where a set of options are presented to define from which tasks submission data should be included, under what conditions submission data should be included, and what data should be included in the query results.

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7.1.Select Associated Tasks

The first step in building the query is to select the associated workflow tasks from which to include submission data. Users select the tasks that should be included in the query by checking the checkbox next to one or multiple tasks.

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The Associated Tasks table has the following columns in order to help users identify the appropriate tasks to include in their queries:

  • Task: The name of the Activity task in which the selected Activity is configured.
  • Step: The name of the step in which the Activity resides.
  • Workflow: The name of the workflow in which the Activity resides.
  • Campaign: The name of the campaign in which the Activity resides.
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7.2.Conditions

The second step in building the query is to define the query conditions.  Defining conditions give users the ability to filter the data based on a criterion or set of criteria based on data stored in the submissions or on data stored in participant records.  The submissions must meet the conditions in order to be included in the results. Conditions are defined in the Conditions section of the New Query page.

  1. Click the + Conditions list button to add the first condition.

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  1. Select a condition type from the Type drop down.

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  • Variable:  An activity variable.
  • Field:  A participant field.
  1. Select from the Variable drop down. The options in this drop down will either be variables contained in the activity or participant fields configured for the population, depending on the selection in the first column.

When the Variable type is selected

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When the Field type is selected

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  1. Select an operator from the Is drop down. The list of available operators will change depending on the data type of the chosen variable or field from the previous drop down.

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  • Equals
  • Not Equals
  • Greater Than
  • Less Than
  • Greater than or equal to
  • Less than or equal to
  • Is Set (meaning that the variable has a value)
  • Not Set (meaning that the variable does not have a value)
  • Is Any Of (applicable to check all that apply items)
  • Is None Of (applicable to check all that apply items)
  • Is All Of (applicable to check all that apply items)
  1. Specify a value in the Value field.

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  1. Click the + Another Condition list button to a second row to the Conditions table and repeat the steps above to configure the new condition. A letter will appear next to each condition added to the conditions table. These letters are short hand representations of the individual conditions.

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  1. If multiple conditions have been configured, an expression to compare the conditions must also be configured using the letters that represent each condition.
  • And:  All conditions must be met in order for the submission to be included in the results.
  • Or: Any of the conditions must be met.
  • Custom:  Utilized when there is a combination of And and Or.  Use Boolean operators to indicate the appropriate grouping, such as (A and B) or (C and D).
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7.3.Variables & Participant Fields

The third step in building a query is to select which Variables and/or Participant Fields are to be included in the results. These data points are selected in the Variables & Participant Fields sections of the New Query page.

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The Variables tab displays the variables within the Activity Variables are organized by Collection.  Each collection can be collapsed or expanded using the icon appearing next to the collection name.

The Participant Fields tab displays the participant fields configured for the population. The ability to include Participant Fields in a query is controlled by user permissions.  A user must have “participant view” permissions to include this type of data.  Participant fields are displayed by group. Each field group can be collapsed or expanded using the icon appearing next to the group name.

  1. Click on the Variables tab.

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  1. Check the checkboxes next to the individual variables that are to be included in the query results. If an entire collection of variables is required, check the checkbox next to the collection name to select all of the variables within that collection.

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  1. Search for a particular variable by typing into the Search Box and pressing Enter. The list will update so that only variables whose names contain the text typed into the search box will be shown.

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  1. Filter the list of variables by using the quick filter button group options. By default, All is selected and all variables are shown

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  • Structured Data:  Quantitative, non-verbatim data.
  • Unstructured Data: Qualitative verbatim data.
  1. Click on the Participant Fields tab.

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  1. Check the checkboxes next to the individual participant fields that are to be included in the query results. If an entire group of fields is required, check the checkbox next to the group name to select all of the participant fields within that group.

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  1. Search for a particular participant field by typing into the Search Box and pressing Enter. The list will update so that only fields whose names contain the text typed into the search box will be shown.

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  1. Filter the list of participant fields by using the quick filter button group options. By default, All is selected and all fields are shown

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  • PHI: Participant fields designated as PHI (Protected Health Information).
  • PII:  Participant fields designated as PII (Personally Identifiable Information).
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8.Run Query

Once all the sections of the query builder have been configured the query can be run and return a list of all submissions that meet the configured query criteria.

  1. Determine whether Labels should be shown in the results.  Labels are the text labels that are associated to scale values.  If Labels are desired, check the Show Labels checkbox next to the Run Query button.
  • When Show Labels is not checked, only the raw data will be shown. For example, a question with scale values 0 = male, 1 = female will show in the results with only 0’s and 1’s
  • When Show Labels is checked, the raw data will be paired with the value labels. For example, a question with scale values 0 = male, 1 = female will show in the form of 0:male, 1:female.

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  1. Click Run Query.

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  1. The submissions page for the Activity will appear with the query applied to it and the Query section will show an Unsaved Query in the Queries drop down. The columns of the submissions table will be determined by the variables and participant fields selected in the query builder and the summary statistics bar for the Activity will display its counts based on the results of the query . If there are more variables than can fit in the display, a horizontal scroll bar will be present at the bottom of the table.

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9.Download Results of a Query

The results of a query can be downloaded into a single tab delimited file from one of two locations. In either location the download will include a single tab delimited file containing the results defined by the query.

  1. From the query builder screen prior to running a query by clicking the Download Query Results button.

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  1. From the Submissions page after running a query, by clicking the Download Query Results button.

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  1. Individual query results can also be downloaded by checking the desired results from the table and clicking the Download Selected Query Results button.

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10.Save a Query

Saving a query gives user the ability to return to the query at a later date, and rerun that query without needing to rebuild it.  Users may save a query before it is run, or after it is run.

To save a query before it is run:

  1. Define the query in the New Query editor.
  1. Click the Create button.

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  1. A Save Query modal will appear.  Enter the desired Name (required) and Description (optional) for the query.

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  1. Click Save.

To save a query after it is run:

  1. Once a query is run it is temporarily labeled as an “Unsaved Query” in the Queries dropdown.
  1. Click the edit icon next to the Queries drop down.

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  1. The Edit Query page will open, displaying the settings for the selected query.
  1. Click the Save As button.

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  1. A Save Query modal will appear.  Enter the desired Name (required) and Description (optional) for the query.

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  1. Click Save.
  1. Saved queries will appear on the Submissions page for the Activity to which they are associated in the Queries drop down.

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11.Running a Saved Query

Saved queries can be found in the Queries drop-down on the Submission page of a selected activity.  To run a saved query, select the desired query from the queries drop down, the Submissions table will automatically update to reflect the query results.

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12.Edit a Saved Query

  1. Select the saved query from the queries drop down.

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  1. Click the Edit button next to the query.

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  1. The Query Builder page will open, displaying the configured settings for the selected query.

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  1. Make query configuration changes by selecting additional or un-selecting associated tasks, conditions, variables, and/or participant fields. Once changes are made the following options are available:
  • Save: This overrides the current query configuration with the new configuration. The Save Query modal will open with the current name and description already populated.
  • Save As: This will open an empty Save Query modal and save the configuration as a new saved query.

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13.Delete a Query

A saved query can be deleted so that it is no longer visible in the queries drop down.  To delete a query:

  1. Select the query from the queries drop down.

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  1. Click the Edit button next to the query.

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  1. The Edit Query page will open, displaying the settings for the selected query.
  1. Click the Delete button in the upper right hand corner of the screen.

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  1. A Delete Query modal will appear to confirm the delete action.

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  1. Select Delete to delete the query, or Cancel to cancel the action.

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14.Clear Query

To clear a query that has been applied to the Submissions page, simply click the Clear Query button in the query section. The submissions table will immediately return to its default state with its default columns. Clearing an applied query that has been saved will not remove the query from the Queries drop down, however, clearing an applied query that is an Unsaved Query will remove the unsaved query from the Queries drop down.

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