Data subsets

Certain fielding arrangements may require restricting some administrative survey users from seeing all of the survey results. Subsets allow Survey Managers to create partitions within the survey data. These partitions can then be assigned to specific users via the Users Administration applet.

Creating a subset 

Step 1: Open subsets application

To create a data subset, open the Subset application, which is in the Data button group in the Survey Navigation menu.

Step 2: Create subset

The default view for the Subset application is the Browse view, which displays a grid of all subsets. To create a new subset, select Create from the Actions menu.

Step 3: Specify subset parameters

There are two axes which may be used to create the subset boundaries: survey fields and survey records. Specify a name for the subset, then select which fields and/or records to include using the Field Selector and Record Selector, respectively.

Field Selection provides three selection options:

• All fields - All survey fields are included.
• Include selected fields - All fields selected in the search box are included. Clicking in the box displays the Reporting Field Tree, from which one or many fields may be selected.
• Include all except selected fields - All survey fields are included, with the exception of fields selected in the search box via the Reporting Field Tree.

Record Selection provides two choices:

• All records - All records are included.
• Restricted by Data Cut - Records meeting the criteria defined by a data cut are included. All previously created data cuts for the survey are available in the pulldown menu. Additionally, a data cut expression may be typed directly into the box for one time usage.

Data cuts can also be created via the Expression Builder modal by clicking the wrench icon to the right of the Data Cut field. Data cuts created in this manner can either be saved for additional usage by providing a description and clicking Save and Use Data Cut, or be applied in a single usage without saving them by clicking Done.

When ready, select Create subset. The system builds the subset, making it available to users. After creating a subset, it appears in the Browse view.

The following columns are displayed in the Browse Grid:

Step 4: Add users to the subset

For a user to be added to a subset, they must first have a survey role assigned via the Users applet. Any users that already have a survey role may be added to the subset by selecting Restrict from the Actions menu. A modal dialog pop-up permits the addition of users, one per line.

Click Restrict Users when finished.

If the users added do not already have a survey role, they may be assigned to the subset by accessing the Users applet, and clicking Add in the Actions menu. A role and the subset name must be supplied, along with the user's email address.

For more information about adding users to saved reports and exports, click on deliverables.

Deleting subsets

If a data subset is no longer needed, users may delete the subset via the Delete option in the Actions menu. Clicking on the subset that is to be deleted will activate the Delete button. Regardless of whether users have been assigned to the subset, a pop-up will appear, asking the user to confirm deletion of the subset. If the subset has been assigned users, the pop-up will inform the user that deleting the subset will cause users listed in the subset to lose access to the survey. Once the subset is deleted, all users listed within the subset will lose their access to that survey.