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Portals
Name changes
Two of the page modules in Portals have been renamed. The page module called Circles is now called Groups and the Improvements module is now called Action-Board.
Guides: the new page module of Portals
With our new page module Guides you are able to allow portals users to initiate a templated survey to send to specified group of people, all from the Portals interface. Much like our existing Feedback Assistant module, Guides empower your portals users; bringing feedback to their fingertips via a simple and intuitive user interface. This new module can be added to your portals through the CMS area by placing the new Guides page module on the desired page of your portal. Once you have added this new module, you can open the module configuration by clicking on the dropdown arrow. Under the configuration area you can select the panel group to which those individuals invited to participate in a Guide will be added. The additional profile settings allow you to specify two additional pieces of profile information that will be shown to the portals users when they are searching for those individuals they would like to send a Guide to. These additional pieces of information simply enhance the panelist search, making it easier to find individuals. Once you have completed the basic page module configurations, all additional configuration options can bee accessed from the new menu sub-navigation option Guides. Once you access the new Guides sub-navigation, you will be presented with the following six tabs:
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To find out more information about the status of your guide, click on the View status button. In the overview page you can see which group was invited to take the survey, along with the current status of the survey (completed/running), and how many people have answered the survey. You also have the option to remind the group to participate, i.e. to send a reminder email, and to end the survey manually. Once the survey is complete, click the Results button to switch to the results dashboard. When a survey is complete, you can invite the group to conduct the survey again if desired.
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Modifications for the Action Board
A number of enhancements have been made to our recently launched Action Board page module.
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The activities in the Action Board are now displayed in the page module Activity stream, so that you always have a good overview of what is happening on the Action Board. The stream will show changes to the tickets that are visible to you.
Further module modifications
Portal invitation
In the Portal Invitation page module configuration, it is now possible to assign invited participants to any or all of the following roles: moderator, survey manager or translation manager. If no role is selected the user is assigned the role Participant. You also have the option of selecting additional master data variables. By default, the variables e-mail, first name and last name are offered, however six more are additionally configurable. For each variable you can decide whether the field is required and whether it should be validated.
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The module is still accessible from our People module, under the Contracts sub-menu. These groups have been updated so that they no longer need to be owned by the person who created the group. It is now possible to change ownership by selecting one of the other group participants as future owner by accessing the group list view and then changing the group owner. The owner can edit or delete the group.
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Multi language portals and a new role: Translation Manager
A new development that will delight many of our global customers is the additional of multi-language support for our portals. In the past if you wished to have a portal available in multiple languages, you would need to create a new portal for each of the languages you wished to make available to your users. This created a significant administration overhead and did not offer the best experience to your portal users. It is now possible to have one single portal and make it available in multiple languages.
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This feature can be activated by the slide switch, and once activated the user will be able to see the phrase ID alongside the translated text. This feature makes it easier for the translation owner to identify specific phrases that require translation and then they can access these and update them in the portals CMS.
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Template configuration
As it is now possible to make projects available through portals as either Feedback Assistant templates, or Guides, we have updated the Template Configuration area available under Project Properties. There is now a “Usage” property where you can identify which of the two modules Guides or Feedback Assistant, you want to make the template configuration for. It is possible to configure a project so that it is available both through our new Guides module and our Feedback Assistant module.
Miscellaneous: Sidebar, Feedback-Bubble, Profile
We have made it much easier for your portals users to provide quick feedback regarding their experience. Rather than relying on them to email you their feedback, you can now add a simple feedback bubble to the exterior view of the portal. This icon will appear on the bottom-left of each page of your portal, and upon clicking the icon the user will be taken to a new browser window and will be asked to complete a feedback survey that you have configured. You activate this feature in the sub-navigation Settings under the General settings tab, where you tick the option "Show feedback bubble". An available survey link will appear that can be replaced.
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Under the new Settings tab, which you will find in your Profile area of the portal, you can now change your password, select your preferred language and activate the translation mode.
Survey
Global categories
We have a new Categories area available within our Libraries. Libraries are accessible from the main top-right System menu. Categories allow you to create themes within your surveys/projects and can also be assigned to tickets within our Action Board portals module.
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Once in the Categories area you can add a category using + Category. The configuration area opens, where you assign an individual meta name, select a color and deliver a translation that is optional. The meta name is mandatory and limited to 3 to 30 characters. Umlauts cannot be used. If you want to delete a category, you must make sure that all connections have been disconnected. By clicking on the edit icon, you can find out which connections are available for a category. Questions can be assigned to a category in the questionnaire editor and action tickets in the detail view. Before you can delete a category, however, you must undo each individual connection for which the trashcan icon is available in the library area.
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New and amended question types
Slider
In the detail configuration of the Slider question type, check whether only the edge scale options should be displayed. When this setting is selected only the poles for the scale will be displayed. For example, a 5-scale question of 1,2,3,4 & 5 would only display 1 and 5. This hides the other scale options, even if they have been defined.
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This question type allows a more accessible display of matrix questions on mobile devices. In addition to making the question more accessible on mobile devices, the nature of the layout of this question types reduces the likelihood of people straight lining their answers. Along with the settings known for a matrix question type, you will find further settings in the detailed configuration that control the structure of the question in the questionnaire view. The information icon informs you in detail about the various options.
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New Trigger: Portal Action Trigger
It is now possible to add a new trigger to your questionnaire: the portal action trigger. This trigger is used to create an action ticket on the action board. Actions created using this trigger are generated initially in the column "Inbox". After you have selected this trigger, first go to the Settings tab, where you assign a title and enter a short description for the trigger. In the Detail configuration it is possible to set both the title of an action, as well as specifying the person responsible for the action and the action creator. For the action title you can either enter a hard-coded title, or more typically you can enter the variable from which you wish to pull the title of the action. For thecreator and assignee fields you can either enter the appropriate variable in the survey variable setting, enter a specific email-address in the fallback setting.
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Privacy Assistant (GDPR)
Activating the Privacy Assistant and its consequencesconsequences
The GDPR consent form has been separated into two sections; data retention period and consent form and only the data retention is absolutely required in order to activate a project. For existing projects, you activate the Privacy Assistant by checking it under Project properties and clicking Save. The survey status will then be automatically set to No further participations. This change in status remains in effect until you have configured the duration of the data retention for this survey. A convenient pop up message will confirm this and take you to simple screen where you are only required to set the data retention period. Where appropriate you can of course configure the full and complete consent form.
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For new or copied projects, the Privacy Assistant will automatically be activated, and the survey will (depending on how it was created) be created with a status of Survey compiled or No further participations. Again, the data retention must be set before the status can be updated to Active.
Flagging c_ and p_ variables as personal data
It is now possible to flag User-defined variables as personal data. These c_ and p_ variables are created under the the User-defined variables tab accessible from the Project properties under the main Survey menu. When deleting a participants data, the variables will be set to null.
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Multi-Lingual consent page
In addition to the new subdivision of the GDPR area into Data retention period and Consent form, the consent form can now be configured in the different languages the survey is available in. Each survey language is configured individually.
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The project can be activated even when the consent form is red.
Language switch
The new language switch is available on the GDPR consent form with Responsive Layout 2 and 3. As soon as the switch has been activated under the Internal organization tab in the survey settings, it will be displayed on the approval page and not only in the questionnaire of this control element. Participants can select the desired language on the approval page. If the page is not available in the selected language, it will be displayed in the default language that is used as a fallback.
Personal data flagging
In order to make it easier for you to see which participant variables and questions in your project are flagged as personal data we have added a new menu option when viewing the GDPR settings. By clicking on the menu item Data retention period or Consent form you will reach the GDPR settings, where you will find an overview area under the menu item “Personal data flagging“.
Write and read rights for the consent form
Your read/write access to the different language consent forms is determined by your language rights for the project the consent form is associated with. If you have only read access to a given survey languages (based on the team your user is assigned to) you will only be able to view the consent form, whereas if you have write access to the survey language you will be able to edit and update the consent form.
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Portal registration
It is now possible to obtain consent to process personal data from new users registering on your portals. When this setting is configured, the portal login dialog has a second checkbox under the Register tab.
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You activate this under General settings in the portal CMS by ticking the option “Activate Privacy consent form”. In the module People under Panel configuration you will find the menu item “Consent form”, where you can create the consent form for the purpose of registering a panelist. In order to be able to use this feature to capture the consent of future portal participants, you must configure the consent form in default language, otherwise the checkbox will not be displayed. One configuration applies to all portals. This feature is available both for the login dialog via the portal and for inviting other panelists via e-mail.
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New filter function
To make it easier for you to maintain your consent forms, we have added a simple filter function under the menu item Consent form templates in the main Libraries area. This language identifier allows you to filter the templates of the consent forms according to the language.
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New disposition code
Participants who have one of the disposition codes 20, 21, 22 and 23 will receive the disposition code 43 after deletion of their personal data. The purpose of this new disposition code is that participants who are in an 'intermediate state' such as 'participant is responding' (disposition code 21) can no longer participate in the survey after the deletion of their data.