Providing limited access to results data ADVANCED

If you are a member of an Organisation account, online surveys allows you to provide limited access to results data to other users.  This may be necessary or desirable where you want to:

• protect the anonymity of your respondents;
• restrict access to sensitive or personal data; and/or
• provide a user with only the information that is relevant to them.

Providing limited access to results data is a three-step process:

1. Ensure that the relevant user has Analyse (limited) permissions on your survey.
2. Create a limited view of your results.
3. Apply the limited view to the user.

Note:  You can apply one view to multiple users, but you can only apply one view per user per survey.  You cannot apply multiple views of one survey’s results data to a single user.  The purpose of creating and applying a limited view is to allow you to remove information from your survey results that the other user should not see.

If there is no need to restrict the information that another user can see, and you just wish to share your own customised reports with another user, simply grant that user full permissions on the survey.  They will then be able to access any saved views created by any user.

Setting Analyse (limited) permissions on your survey

1. Access the ‘Survey permissions’ table.  Either:
   • On your Dashboard , find the survey and click on the View/Edit survey permissions icon; or
   • From the Design tab of your survey, click on Survey permissions in the left-hand menu.
2. Check whether the user that you want to apply the limited results view to holds any permissions on your survey.  If the user hold permissions on your survey their username (email address) will be listed in the Survey permissions table.
   • If the user does not already hold any permissions on your survey:
     • Enter the user’s email address in the search box at the top of the Survey permissions table, and click Add user. (Note that the user has to be registered with this email address in online surveys). The user will be added to the table.
     • Tick the Analyse (limited) box and click Save.
   • If the user does already hold permissions on your survey:
     • Ensure that the Analyse (limited) box is ticked and the Analyse (full) box is not ticked.
     • If the Analyse (full) box is ticked, untick it and click Save.

Creating and applying the limited view

To create the limited view:

1. Go to the Analyse tab of your survey and create the limited report for your user (e.g. by filtering out the data the user should not see).
2. Click the Save these settings button at the bottom of the left-hand menu.
3. Enter a name for your view in the the pop-up box.
4. Click Save.

To apply the limited view:

1. Go to the Views section of the Analyse page.
2. Click on the  Apply view to another user button next to the relevant limited view.
3. Choose the relevant user from the drop-down list.
4. Click Apply view.  You will see a notification message confirming that your view has been applied to the chosen user.

A copy of the view will appear in the All other saved views section of the Views tab.  Every time you apply a view to a different user, a new copy is created, which is ‘owned’ by the relevant user.