ONA Surveys Help Manual
ONA Surveys Help

1. Creating an Account

2. Setting up the Survey

3. Managing the Survey

3.1. Survey Manager

3.2. Publish Survey / Take Offline

3.3. Edit Survey

3.4. Download Survey Data

3.5. Manage Durvey

3.5.1. Survey Status

3.5.2. Email All

3.5.3. Email Some

3.5.4. Monitor/Enter data

3.5.5. Update Lists

3.6. Delete Survey

3.7. Clone Survey

4. Import data into visualization software

5. Managing your ONA Surveys Account Details

6. Privacy Statement


3. Managing the Survey

3. 1. Survey Manager

The Survey Manager screen is the central area where you manage all your surveys. Here you can keep track of each survey, and you can also edit the survey again if need be.

A number of actions are available:

  • Publish/Take Offline: Publishing means opening up the survey so responses are accepted. When a survey is 'Offline' it is no longer available to respondents.

  • Edit: Modify the survey.

  • Download: Downloads collected data in a variety of formats.

  • Manage: Contains a series of actions, e.g. sending out survey links and a response summary. Is only visible when a survey has been published.

  • Delete: Delete the entire survey and all responses.

  • Clone: - Copy the survey, but not the responses.

In the section below we will explore these actions in more detail.

3.2. Publish Survey / Take Offline

To make a survey available click 'Publish'. 3 things will now happen:

  • The 'Edit' link will disappear. You are not allowed to modify an open survey.

  • The 'Manage' link will appear. When a survey is open you have a range of new actions available. See below under 'Manage'.
  • The option under the 'Action' heading will change from 'Open' to 'Close'.

You close a survey by clicking 'Take Offline'. Three things will happen:

  • The 'Edit' link will appear. You can now modify the survey.

  • The 'Manage' link will disappear. The 'Manage' actions are not allowed when a survey is closed.

  • The option under the 'Action' heading will change from 'Close' to 'Open'.

3.3. Edit Survey

This action is only available when a survey is off-line. Click on this link to modify all aspects of the survey If you discover that you have made a spelling mistake you can quickly take the survey offline, fix the error and then publish the survey again. Any survey invitations sent out to respondents are still valid and any responses you have received are preserved.


3.4. Download/Export Survey Data

On the Survey Manager screen click on the 'Download Data' action to get to the download screen. Here you can export data by clicking on one of the download buttons.


ONA Surveys data can be exported in a range of different formats used by the most popular visualisation tools such as:

  • Inflow (note: 2 files required)

Netdraw use the *.vna fileformat which can also be imported into Pajek, Gephi and UCINET. In addition to these formats ONA Surveys also exports data into a standard Microsoft Excel format.

You can download the entire data-set or just the data for the people who have either responded and/or been nominated. If you choose the latter it basically means that when you import the data into your visualization software you will only see people who have connections to other people.

Each of these tools have a set user guides which will assist in visualising the data you have collected. In section 5 below we provide a very brief introduction on how to visualise data in Netdraw.


Exported fields

ONA Surveys will export all the data which has been collected. Using the standard Microsoft Excel export format as an example here is a brief description of what is included:

The 'Nodes' worksheet contains all the information about the people/entities from your lists and any information you have captured from the 'About You' questions in the survey. It includes the following column headings:

  • ID: This is a unique ID that is used to identify the respondent and/or the people/entities from your list(s).

  • Name: Contains the associated name of the ID field.
  • Email: Contains the associated email address of the person/entity (may be blank if no email was assigned).

  • Completed: Indicates the completion status for each of the IDs (will only be relevant for those of on your mailing list).

  • SurveyURL: This field is included if you have purchased the 'Consultant' subscription. If a person for some reason can't receive the survey link (e.g. email could be classified as spam), you can send the person this unique URL (see also the SMTP Gateway section above).

  • Other Fieldnames: Any other question you asked in the 'About You' section. The column heading will be the shortname of the question you used when you created the question.

The 'Relationships' worksheet contains all the information about nature/strenght about the relationships between the respondent and the people/entities the person chose. It includes the following column headings:

  • From: This is the ID of the respondent. On the 'Nodes' worksheet you look up the associated name.

  • To: This is the ID of the person/entity the respondent chose.
  • Ownernode: Unless you have asked a 'peer to peer' question this will always be the same as the 'From' field and can be ignored. If you have asked a 'peer to peer question' then the 'ownernode' will give you the ID of the person who nominated the relationshp between the From/To. For instance if Paul is the respondent and is being asked "'In your opinion how well does Fred know Mary?" then Paul is the 'ownernode'.

  • Other Fieldnames: Any other question you asked in the 'Relationships' section. ONA Surveys will export both the list of people/entities the respondent chose during the name generator question as well as the results from any questions that was asked in a relationship set.

    If the column-heading starts with 'relationship_set', then this column contains the list of people the respondent chose during the name generator question for that relationship set.

3.5. Manage Survey

A number of actions are available from the 'Manage' area:

  • Status: Shows a summary of the survey status, e.g. the number of respondents, number of responses etc.

  • Email All: Send the link to the survey to all respondents. If you do this again at a later stage the email will only be sent to respondents who have not completed the survey.

  • Email Some: Send the link to selected individuals.

  • Monitor / Enter: Monitor or enter responses. You can see who has responsed.You can also enter a survey response on the respondent's behalf.

  • Update Lists: Add, remove or update information about respondents (e.g. name, email addresses).

Below each of these actions are described in more detail.


3.5.1 Survey Status

The status area provides a brief summary of how many responses there has been to the survey to date. It contains status information such as:

  • Date published.

  • Date modified.

  • Survey status.

If you need a more detailed report on survey progress you can produce your own statistics by downloading the collected data in Excel format (see the 'Download data' section below).

This file will include each respondent's status (e.g. Complete, Bounced, Disabled etc).


3.5.2 Email All

You send the survey link to respondents by clicking on the 'Send email to respondents' button. Before you do that you may wish to tailor the email message.

Note: Be careful not to remove the {URL} field code. This is essential to keep otherwise your respondents will not receive a hyperlink to the survey.

Also, we strongly advice you to keep the following text:

"If you have problem with the link above please do the following:

1. Go to: {Host}

2. Enter your email address ({Email}) and copy/paste the following validation token: {Token}"

If you remove or change it by mistake you need to add it again. The field names are case-sensitive.


As the email is personal (i.e. it is linked to the recipient's name) it should never be forwarded to someone else.


Note: If you have added additional columns in your mailing list, you can use the column heading as a field name in the email template and customise it even more. For instance, you may have a column on the mailing list with data about each respondent's role. You could then tailor the email to reflect this ("Dear John Brown, we invite you to respond to this survey in your capacity as a {role}.". In this case {role} is a field name and the field would automatically be replaced with the corresponding field in your mailing list for each person.

With the Consultant subscription the unique survey link is included in the download file. You can then send out the survey link using your own email service provider.


Sending reminders
You can send reminders to:

  • Everyone by choosing 'Email All'. Emails will only be sent to respondents who have not completed the survey.

    Tip: Add a few extra lines at the top of the email message, but do not delete the original message. This will allow recipients to quickly scroll down and click on the survey link included in the email reminder.

  • One or more individuals by choosing 'Email Individuals' from the Survey Manager action items.

3.5.3 Email Some

This feature works in a similar way to the 'Email All' feature. The only difference is that you can choose individual respondents to send the survey email to. This is particularly relevant where some people have inadvertently deleted the original email.

3.5.4 Monitor/Enter data

On the Survey Manager screen you can click on the 'Monitor/Enter' button to check how many people have responded to the survey.

  • Red: Not started.

  • Amber: Started, but not completed.

  • Green: Completed (i.e. respondent has clicked on 'Finished')

  • Circle with 'X': Email has bounced.

  • Circle with 'O': Respondent has been disabled.

You can check respondents' input by clicking on 'View/Enter' next to each respondent. You can also complete the survey for them if need be. This might be required if you are populating the survey based on a telephone interview or similar.

Bounced Emails
If you have been provided with an incorrect email address the status icon will change to 'bounced'. As the survey manager you will also receive an email alerting you to this. You can update an email address by clicking 'Update Lists'' (see below), and then resend the link by clicking 'Email Some' (see above).


Data Entry Links

Most Survey Managers will use the 'Email All', or 'Email Some' features outlined above. However, for these to work the Survey Manager needs to know the email address of the people who need to respond to the survey.

In some situations, the Survey Manager may not know the email address of a respondent. To cater for these situations each survey you create in ONA Surveys will be assigned 2 unique URLs (web addresses):

  • Super user's URL

    This special URL should only be shared with someone nominated by the Survey Manager. The purpose of the link is to provide a method for quicker data entry. For example, you may have collected your survey responses manually using a hard copy format. You can then provide a data entry person with the completed responses and the special URL. The data entry person clicks on the URL, types in the name of the respondent (email not required) and then completes the survey.

    Note: ONA Surveys does not currently provide the abilty to convert a survey into hardcopy format.


  • User (respondent) URL

    You can ask people to forward this link to someone else, or publish it where others can find it. When a person clicks on the link they will be asked for their name and email address. Once this information has been submitted their name is added to the survey as if you had been using ONA Surveys' mailing list feature described above.



3.5.5 Update Lists

You can update information about respondents even after you have published a survey. You can:

  • Add more respondents.

  • Update information for existing respondents.

  • Delete respondents.

Depending on the format of your list (Excel 2007/2010, Google Docs or other format), the options you will see are slightly different:


Excel 2007/2010

  1. Click on 'edit sheet'. That will open up the list in Excel.

  2. Make the changes to the list.

  3. Click 'Save' in Excel (do not click 'Save as...'). This will save the changes back into ONA Surveys.

  4. In ONA Surveys, click 'Apply Changes'.


Google Docs

  1. Click on 'edit sheet'. That will open up your list in Google Docs

  2. Modify the list as required in Google Docs. After you have made your changes, make sure that your changes are saved in Google Docs.
  3. Close Google Docs.

  4. In ONA Surveys, click on 'Apply Changes'.


Other formats (e.g. csv, xml or previous versions of Excel)

  1. Click on the 'download' button to download the file to your PC. Do not change the file name.

  2. Make the changes in your chosen application.

  3. Save the file with filename provided.

  4. In ONA Surveys click 'Browse' and select the downloaded file.

  5. Click 'Upload'.

  6. Click 'Apply Changes'.

3.6. Delete Survey

If you click on this link the entire survey with all captured responses will be deleted.

3.7. Clone Survey

If you click on 'Clone', a copy of the survey (but not the responses captured) will be created.