Middlebury

KeySurvey Administration

Qualtrics Replacing Key Survey, July 2015

Middlebury College adopted Qualtrics as its on-line survey platform, replacing Key Survey, as of July 2015. Refer to go/qualtrics for information about Qualtrics account creation and how to transition existing Key Survey surveys and data.

LEGACY Key Survey Administrative Details

KeySurvey - Host Info

WorldApp became our KeySurvey host in June 2010. Users from the previous Middlebury-hosted version were not moved to the new system.

http://middlebury.keysurvey2.com or http://go.middlebury.edu/keysurvey

Our previous, local instance of KeySurvey hosted surveys created between July 2007 and June 2010. The local server was shut down in December 2012.

Issues

  • Need a hole in the firewall to enable off-campus access.

Administrator Accounts

  • Use the Administrator account to add/remove users and edit user properties. Contact Cindy Slater or Lisa Terrier for credentials on file.
  • Template - Design custom survey templates and add to the Question Library
  • safon@keysurvey.com - Change the text labels for the application

User Management

Creating Accounts

  1. New accounts MUST be created by a Key Survey administrator. Attempts by end users to create accounts will result in partial accounts that have to be fixed by WorldApp.
    • Students must have a faculty or staff sponsor.
  2. Create at:   http://middlebury.keysurvey2.com/Registration/FreeTrial.do?logon=false&sfRegistration=false
    • Match Active Directory information for:
      First Name
      Last Name
      Phone
      Email Address - must use middlebury.edu or miis.edu addresses only
    • For Company name:
      use Middlebury-faculty, Middlebury-staff, Middlebury-student
      (or MIIS-faculty, MIIS-staff, MIIS-student)
    • For Password/Confirm Password:
      make up an 8 character alphanumeric string; special characters are allowed, but not required
    • Click the "I have read…" box
    • Click on Sign Up to create the trial account.
  3. A screen displaying Thank you for registering should appear. Simply exit Key Survey by clicking the Home link (top right), then Log out.
    • Important: This immediately generates an email to the user from WorldApp welcoming them to their "trial" account. You should update the user's record as quickly as possible with appropriate terms of service and to send them a separate email that includes the actual URL.
  4.  Update the user profile by logging on at go/keysurvey (http://middlebury.keysurvey2.com) with the administrator account.
  5. Provide search criteria, e.g., Last Name, then click Search button to search for the new account.
    • If a unique user is found, the account information appears in a new window.
    • If more than one user matches your search, a list of matching users will appear at the bottom of the page. Click the desired UserID (these are automatically generated by the system) to view and modify additional information.
  6. Jot down the User ID.
  7. Modify the value for Add/Remove Credits by typing 10000 and also check the box to Require password change at first login. Click Save.
  8. Click the Show Rights button to set other properties. For easy set up and maximum user flexibility:
    • Check all entries in the first four columns (Survey Design, Survey Launch, Survey Report, Import/Export Data).
    • Uncheck "Salesforce APX" in the right-hand column (Other).
  9. Click Save button. You can now close that window then click Logout.
  10. Notify WorldApp of new accounts !!! They need to update them behind-the-scenes from 30-day "trial" to "professional" status; there is not yet a means for us to do this ourselves.
    • E-mail alexandra.botikova@worldapp.com user ID#s and e-mail addresses of users we add.
  11. Send Key Survey account info to user.
    • For students, send account info to both the student & faculty member.

FYI: this is the message text I e-mail to the user and sponsor:

Hello XXXXXXXX,

Your KeySurvey account, username: USERNAME@middlebury.edu password XXXXXX has been created. You will be required to change your password after logging in the first time.

You can ignore any messages referring to trial or 30 day accounts.

Please read our survey policy document at http://mediawiki.middlebury.edu/wiki/LIS/KeySurvey-policy

Go to go/keysurvey (http://middlebury.keysurvey2.com/) to log in.

The Show me how drop-down menu found at top right provides easy access to video tutorials to help you get started. The on-line contextual help, accessed from the Help button at the top right of each screen, is a very good resource as well.

Here are a few tips:

  • After making changes in any question, be sure to click the save button at the bottom of the page.
  • After you create a rating scale once, it appears in the list of available scales. You do not need to create it again.
  • The option for showing "back" buttons is on step #4, "Rules".
  • Be sure to choose "Secure URL" for any urls.

You can find additional help at the Middlebury Key Survey wiki: - go/keysurveyinfo (https://mediawiki.middlebury.edu/wiki/LIS/KeySurvey)

Edit User Accounts

Add credits

If a user reports the message "You have no more credits available. Please contact us to purchase more credits. You can reach by phone at 781-849-8118 or email: support@worldapp.com.", edit the account, as above to assign more credits. They are in unlimited supply! Assign 10000 at a pop. Viewing survey results uses up credits. Credits serve no useful purpose at Midd.

Access to user accounts

As of January 2013, the default is for the Admin account NOT to be able to log in to user accounts. In order to copy a survey from one account to another, or to assist the user by accessing their account, the user must grant permission as follows:

  1. My Account (top right)
  2. Security Settings
  3. Configure support access
  4. Check box to "Allow the Support Team to access data in this account" and change the "Revoke access" setting to Never.

Result: "The Support team has access to your account"

Copy surveys between accounts (Cloning)

When logged on as the administrator, you can only copy surveys from accounts to which you have login permission. You do not need access to the destination account. Regular users can only copy surveys to folders within their own account.


To Copy a Survey without Responses:

  1. Access the account by clicking on the userID link.
  2. You will see a "Show details" tab in accounts for which you have permission. Use "Show details" to access the "Cloning" section where you view the list of surveys in the user account and enter the userID of the destination account for the copy.

TIP: When cloning a survey, the survey link will change. This means that if it was distributed or published, the user will need to resend links.

Important Note: Our version of KeySurvey only allows the Administrator to copy/clone surveys WITHOUT responses. If responses are needed as well, the Administrator needs to submit a request to Alexandra, our rep. She can provide the survey clone with results. "Incompletes" will not be included in the copied responses -- those that were invited to the survey but didn’t start it.

Special Account Setup - Multi-Access Accounts

Some user accounts (e.g., for a faculty member with students all doing a class project) have been created as user type multi-access. The account holder then has permission to create sub-accounts. The account holder creates sub-folders in the main account and then grants read/write permissions for the sub-account holders to the surveys in those folders. E.g. each student has a sub-folder. Students can write surveys in their own folder and read surveys in other students' folders.

The International Programs department also has a multi-user account where they maintain sub-accounts for individual staff members to ease sharing survey results.

To set up a multi-access account, simply create a main account for the requester as usual, then notify KeySurvey that it should be converted to multi-access, along with the desired number sub-accounts. (The faculty member will then create the sub-accounts themselves; KeySurvey simply needs to know how many there will be in order to set things up behind the scenes.)

TIPS:

  • When logged on as KeySurvey administrator you can search by Type of account if you need to identify "Multi-access" accounts.
  • Do not confuse multi-access accounts with multi-user accounts -- they are not the same thing and our licensing does not include the latter type.
  • A user may have both a single-user AND sub-account setups. It is suggested to use a different login name to avoid confusion.
  • Concurrent logins of the same username are not allowed.

Offline Access, Trial (2/27/14 - 9/30/15)

Middlebury College renewed the right to use "WorldAPP Offline" on up to 10 offline devices through our new contract's expiration date on 9/30/2015. The offline access feature must be enabled on individual accounts; we cannot do this ourselves. Send specific login IDs to our rep and request that this be done.

There is a limit of 10 Offline Users. These can be up to 10 offline devices all distributed by one online user, or any combination of up to the 10 limit in any combination of online users. Because we administer our own accounts, the number of total Offline ID’s will actually be on the honor system.

As of 8/25/14, 7 offline devices are available for use.

How to Generate Usage Reports

  1. Log on as Administrator.
  2. Click My Account link, top right.
  3. Click Usage Report link, then supply desired date range.
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