DATA

During the creation of the questionnaire, in the 'EDIT' – 'Questionnaire' tab, you can use a calculation to define automatically calculated values based on the respondents' answers.

This feature is especially useful with quizzes and tests, where you are interested in the score (number of points) based on the values of individual answers. An example of use in a survey would be the calculation of a respondent’s age based on their year of birth.

You can add a calculation in the 'EDIT' – 'Questionnaire' tab by clicking on the blue plus icon in the left-hand menu, which will open All question types. Select 'Calculation' from the 'Advanced features' category. This will open a pop-up window for editing the calculation:

• First, choose a variable from the dropdown menu (e.g. Q1);
• Then specify the desired operation, where you can choose between addition, subtraction, division and multiplication;
• Select another variable from the next dropdown menu. For example, you can set the calculation of Q1 + Q2;
• If you wish to include several operations and variables, repeat these steps.

The following advanced settings can also be used when editing calculations:

• If you select the option 'Number' instead of the variable, this allows you to perform calculations with constants (e.g. multiply the variable Q1 by 10);
• You can change the order of the variables by clicking on the vertical double-headed arrow icon on the left and dragging the variables to the desired position. You can also remove a variable from the calculation by clicking on the trashcan icon to the right of the variable;
• To the left and the right of each variable, you will find plus and minus-shaped icons (Brackets), which allow you to edit brackets and ensure the correct order of arithmetic operations with complex calculations;
• In the bottom left corner ('Variable name'), you can rename the calculation. In the question text, you can also insert the value of the calculation by entering #computation_name#;
• In the bottom left corner (under the 'Variable name' field), you can determine the number of decimals for the calculation (from 0 to 10).

With quizzes and tests, you might want to set the value of individual answers (e.g. 1 for correct answers and 0 for incorrect answers) before you set up calculations. To change the answer values, click on the advanced editing icon, select the option 'Edit values' and enter the appropriate value to the left of the individual answer (e.g. 1 for correct answer and 0 for incorrect answer).

A calculation is the same as a computed value, which is available in the 'DATA' – 'Computations' – 'Computed values' tab.

The functionality is available for users of the 3KA package for individuals, and for users of the business packages for groups.

You can export data to Excel in the 'DATA' - 'Export' - 'CSV' tab or the 'DATA' - 'Export' - 'EXCEL (XLS)' tab.

You can download the Excel file to your computer by clicking on the 'CSV file export' or 'Export to Excel' options.

When exporting to Excel XLS, two tabs will open in Excel. The first tab displays the data as response values, while the second tab displays the response labels.

As with other exports, you can filter the data in the top right corner according to variables, statuses, conditions or time period. You can also enable the export of paradata, identifiers, and system variables. 

In the top right corner, you can also find the settings, where you can further specify whether you want to export only system data, only data or data and paradata. When you select "Export only system data", only the system data (identifiers) of the respondents will be exported, without any other data. However, if you choose not to export the system data, you can then export the individual paradata of the respondent.

The functionality is available for users of the 2KA and 3KA packages for individuals, and for users of the business packages for groups.

1KA allows you to create a public URL to view data and analysis. Functionality is used in application forms, voting or other short surveys.

In the 'DATA' and 'ANALYSE' tabs, there is an export icon on the top right. Select 'Public link' and 'Add new link'. 1KA generates a URL to access the database, which you can share with anyone. This way, you can keep up with the responses from respondents or new applications. To generate a public link to the analysis, the process is the same as for data.

More options for setting up a public URL:

• Access password: You can specify a password that the recipients must enter to see the data or analysis. If you leave the password field blank, then everyone who receives a link will be able to access it without a password.
• Refresh every 15 seconds: You can set the public URL to be automatically refreshed every 15 seconds. This means that the page is reloaded every 15 seconds, thus always displaying up-to-date data. This is especially suitable for various presentations, monitoring of live voting, etc. If you do not choose this option, you need to manually reload the page to refresh the data.

Public links can be deleted by clicking on the icon on the far left - 'Delete link' in the 'Public links to data' window.

Examples:

• Public URL to database
• Public URL to analysis

The functionality is available for users of the 2KA and 3KA packages for individuals, and for users of the business packages for groups.

You can export data to a text file in the 'DATA' - 'Export' - 'Text file' tab, where data can be exported in a text ASCII file with a single click.

As with other exports, you can filter the data in the top right corner according to variables, statuses, conditions or time period. You can also enable the export of paradata, identifiers, and system variables. 

In the top right corner, you can also find the settings, where you can further specify whether you want to export only system data, only data or data and paradata. When you select "Export only system data", only the system data (identifiers) of the respondents will be exported, without any other data. However, if you choose not to export the system data, you can then export the individual paradata of the respondent.

The functionality is available for users of the 2KA and 3KA packages for individuals, and for users of the business packages for groups.

The 'DATA' - 'Export' tab also allows for export to SPSS. There are two export options available: SPSS SYNTAX and SPSS SAV.

SPSS SYNTAX Export

Available under 'DATA' - 'Export' - 'SPSS SYNTAX'. In this case, you need to follow the five (5) steps described in the export procedure.

As 1KA does not use the SPSS API, minor adjustments need to be made to the syntax. For some older versions of SPSS, issues may arise, so we recommend checking the FAQ 'I have problems exporting to SPSS SYNTAX' for solutions.

In case of any complications (e.g., with complex surveys with loops, older versions of SPSS), we recommend first exporting to Excel and then importing into SPSS. However, you will need to define the variables yourself in this case.

As with other exports, you can filter the data in the top right corner according to variables, statuses, conditions or time period. You can also enable the export of paradata, identifiers, and system variables. 

In the top right corner, you can also find the settings, where you can further specify whether you want to export only system data, only data or data and paradata. When you select "Export only system data", only the system data (identifiers) of the respondents will be exported, without any other data. However, if you choose not to export the system data, you can then export the individual paradata of the respondent.

SPSS SAV

In addition to syntax export, direct export to the SPSS SAV file format is also available under 'DATA' - 'Export' - 'SPSS SAV'. This option allows easier and faster data transfer to SPSS without the need for additional syntax adjustments.  An SPSS database will be generated automatically.

The functionality is available for users of the 2KA and 3KA packages for individuals, and for users of the business packages for groups.

In the 'DATA' - 'Browse' tab, the following data for valid units is displayed by default: status, status details and respondents' answers.

Status

• Status: the final status of the units.

Status details

• Empty: shows if the questionnaire is empty (the respondent merely clicked through the survey without answering);
• Recnum: consecutive record (entry) number;
• Date: date on which the survey was filled out.

Respondents' answers

• Respondents' answers (survey data) for valid units.

If you want to see the actual responses in addition to the numerical values of the responses, click on 'Show columns' and tick the 'Response labels' option.

Additional data

If the option 'All units' is selected when browsing the data, or if some units have an email invitation, the following field will automatically appear:

• Relevance: shows whether an individual unit is valid, where units with statuses 5 and 6 (i.e. fully or partially completed questionnaires) are considered as valid.

In special cases, you can also enable the display of the following information by selecting the relevant check boxes in 'Show columns':

• Record number, which is generated automatically;
• Quick view survey: shortcut for viewing an individual respondent's survey answers on one page.

If you have used automatic test entries, the 'Test' column will also automatically appear when viewing the data, indicating whether the unit is a test entry.

Paradata

Paradata is only available for users of the 2KA and 3KA packages for individuals, and for users of the business packages for groups. By selecting 'Respondent paradata' under 'Show columns', the following information is displayed:

• Date begin: exact date and time (hours, minutes and seconds) when the respondent arrived at the survey homepage (click on the URL of the link to complete the survey);
• Date end: last time the respondent was active on the survey, excluding the final page;
• Page 1: exact time when the respondent clicked on "Next page" on page 1;
• Page 2: exact time when the respondent clicked on "Next page" on page 2;
• Page n: exact time when the respondent clicked on "Last page" on the n-th page of the survey, where n = the total number of pages in the survey, excluding the outro page;
• Browser used by the respondent;
• Browser version used by the respondent;
• Operating system used by the respondent;
• Device used by the respondent (PC, phone, tablet);
• Referrer: the website from which the respondent accessed the survey (redirect);
• Language: the language in which the respondent answered the survey (in the case of multilingual surveys).

The paradata is shown in the data table on the right (the last columns of the table). If some of the data isn't visible, select the 'All' option from the 'Questions per page' dropdown above the data table on the right hand side.

You can turn off the recording and display of paradata in the 'EDIT' - 'Settings' - 'Paradata' tab, and then no paradata will be recorded in 1KA - not even the timing (response dates) for individual pages. You can turn off the recording of the respondent's browser, the respondent's referrer (redirects) and the dates of answering the questions. More >>

Identifiers

Identifiers are data imported and edited in the 'PUBLISH' - 'Invitations' tab, which is only available to users of the 3KA package for individuals, and for users of the business packages for groups.

Identifiers usually include the name, last name, email, address, etc. For privacy reasons, this information cannot be displayed at the same time as the survey data in surveys, but is displayed separately. With the prior consent of the participants, a common overview, analysis and export is only possible in the Form survey type (one-page survey), where we usually collect registration data, but not survey opinions.

Identifiers are among the system variables that can be used (called) in email communication, i.e. in notifications and sending email invitations. At the same time identifiers allow the identification of each unit. Of course, when editing the questionnaire, in addition to the identifiers, any variable can be marked as a system variable (when editing a question, select the 'Advanced' tab and choose the 'System Variable' option), which allows its use in email communication.

It is not possible to display respondents' IP numbers in the data, as we do not track them and record them separately from the survey data, as defined in our Privacy Policy.

Some of the functionalities described are only available for users of the 2KA and 3KA packages for individuals, and for users of the business packages for groups.

Protecting user data is one of 1KA's top priorities. Access to data is limited to the author (editor) of the survey and additional co-editors, which are added by the author of the survey.

1KA's helpdesk and the website administrator of www.1KA.si do not have access to surveys and data without the explicit consent of the user.

In case the user requires assistance from 1KA’s administrators, the user must grant temporary access to 1KA's helpdesk (until the issue is resolved). Despite granted access, administrators are still committed to the highest standards of privacy protection, as defined in the Terms of Use.

Each survey has an icon in the top left corner which enables you to grant access to 1KA's helpdesk and administrators. You have to click 'Grant access to help centre'.

The author can add co-editors in the tab 'EDIT' – 'Settings' – 'Editor access'.