Reviewing and setting quotas

The IntelliSurvey platform allows you to review and set caps for quotas in multiple ways. The following article covers how to review quotas from the HOME page (System Dashboard), the Survey Dashboard, and the Quota Manager applet, and also how to set quotas in the source code or the Quota Manager applet.

Reviewing quotas from a survey tile

Survey tiles (also known as Summary tiles) are located on the HOME page using the Dashboard Summary Tiles view. The QUOTAS button, located at the top of the tile, allows users to monitor quotas for a given survey. Click on the QUOTAS button to change views. Then, a dropdown menu will appear with a list of all quotas in the survey. Select any of the quotas from the menu to view the quota details on the tile. The prioritization definition in use for the selected quota is displayed above the chart (e.g., Prioritization applied: condition).

Dragging your cursor over a bar for a given bucket will show a tooltip with the overall Quota and the number and percent capacity for Complete and Unfilled respondents in that bucket.

 

Note that it is possible to have multiple tiles from the same survey appear on the Dashboard. To add another copy of a survey's Summary tile, re-select the same survey from the Tile menu. You can also hold down the Ctrl key (Cmd for Macs) when selecting the survey, and click the survey as many times as needed. Each click will result in a new tile being added to the Dashboard.

For more information about adding a survey tile to your dashboard, see Adding tiles to your dashboards.

Reviewing quotas from the Survey Dashboard

The Survey Dashboard contains one Quotas tile by default. Like their HOME Dashboard counterparts, a dropdown menu will appear with a list of all quotas in the survey. Select any of the quotas from the menu to view the quota details on the tile. The prioritization definition in use for the selected quota is displayed above the chart.

The color key at the bottom of the tile defines the various codes used. Any quota bucket (group) without a cap will be shown in blue. For any buckets that have been assigned a cap, the number of completes (green) and remaining respondents needed to reach a target (yellow) will be shown together; the sum of these portions of the bar will equal the bucket's cap. If a cap has been exceeded, the amount of respondents over the limit will be shown in red. Clicking on any of the colors in the key will allow you to hide or display that color within the graph.

 

Like Summary tiles that display quotas, dragging your cursor over a bar for a given bucket will show a tooltip with the overall quota and the number and percent capacity for Complete and Unfilled respondents in that bucket.

 

If need be, Quotas tiles may also be viewed in a grid (table) view by clicking on the Gear menu icon and selecting Grid (Edit). Note that the quota is editable when in grid view.

For information on setting quotas, see below.

 

Also, it's possible to add up to six Quotas tiles to the dashboard for extra customization. To add a new tile, select Quotas from the Add Tile menu. Note, tiles may be reorganized as desired by clicking and dragging a tile to a new location.

Reviewing survey quotas in the Quotas Manager applet

Quotas can be monitored from the Quotas Manager applet, where maximums are also set. Each quota is represented by a different tile, and each row within the tile represents a different quota bucket.

Individual quota buckets with assigned quota caps change colors depending on the progress being made against their caps. This helps call attention to rows with low counts, high counts, and overages in cases when quota variables have many buckets that need to be monitored.

Bucket colors

All buckets start off without coloring. When certain percentage milestones are reached, they change colors. The colors and their corresponding percentage ranges are:

Range	Color
50% and under	No color
50% to 79.99%	Green
80% to 89.99%	Yellow
90% to 99.99%	Orange
100% and above	Red

Quota filters 

The Quota Manager includes filters for viewing and searching. Users may keyword search for specific quotas via the Filter field, or use chapter filter buttons based on survey chapter names to search for quotas. If need be, users may select one or more chapter filters, and also combine these with the Filter field. Only chapters that contain quotas will be available for selection. If the survey's quotas are not assigned to a chapter, then only the Filter field will be shown.

Chapter filters have two colors to represent the status of the filter – blue means active, and white means inactive. By default, Show All will be active, displaying all quotas regardless of chapters. By clicking and activating any other chapter filter(s), it will trigger the Show All to be turned off (and turn white). The newly selected chapter filter button(s) will turn blue. 

 

The Quota Manager will display as many chapter filter buttons as it can fit on the screen based on the browser/screen width. If the survey contains more chapters with quotas than can fit on the screen at once, a menu will appear in the upper right corner. Tick any of the checkboxes next to the chapters you wish to display to activate those filters as well.

 

The Filter search field allows users to search for quotas based on their names or descriptions; quota bucket text is not searchable. To clear the search field, click the X to the right of the inputted text.

 

A tooltip will appear when hovering over the blue header of the tile. It will list the chapter in which it was coded along with any prioritizations applied. If the click balance quota tag or quota base tag was applied when defining the quota, a Quota Basis will also be shown.

Quota viewing options

The Actions menu provides three quota viewing options - Compact, Full, and Logs.

Compact view

This is the default view for the Quota Manager. It allocates the smallest possible amount of space to each tile while still maintaining legibility. This is the most preferable view if screen space is limited. For each quota, Compact view displays three fields. These are Quota Group, which is the individual groups/options for the quota; Total Counts, which is the total number of Completed (status C) plus In Progress (status P) respondents counted towards this quota group; and Quota, which is the actual target number set. The Quota column is editable: clicking the row for which you want to set a maximum will allow you to enter in a number. To sort quota groups, click the column header you want to sort by.

Full view

The Full view displays all survey quotas in a list format, where each quota takes up the entire width of the pane. Full view displays all of the same information as Compact View, but also shows three new columns for each Quota Group: In Progress, Completes, and % Completion. When calculating the Total Counts column for each Quota Group, the Quota Tile takes into account respondents in progress in addition to those that have completed the survey. Thus, the In Progress and Completes columns show the breakdown that yields the figure in the Total Counts column. The % Completion column displays the percentage that the Total Counts column represents of the Quota column. To sort quota groups, click on the header you want to sort by.

In the example below, QGENDER shows all columns described above because it is a regular quota using counts. However, the next Quota Tile QD2_CBQ is a click balance quota (CBQ). It is also using counts, but it will only show Total Counts, Quota, and % Completion.

Other quota tile presentations

Take into consideration the examples presented in Compact View and Full View previously. In both views, the examples shown are quotas using counts as their targets, but there is also the option of setting quotas with a target percentage and a variance (more on this topic below). Ultimately, which columns are shown in a tile for each Quota Group will depend on what type of quota it is (regular or CBQ) and how the quota target is set (counts or percentages). View all possible scenarios and columns below.

Log view

The Log view shows a list of all modifications that occurred to the quota groups. 

For each change, the following information is displayed:

Auto-arrange tiles

Similar to the Survey and HOME Dashboards, tiles can be dragged and dropped to other placements within the manager. Unlike the dashboards, these tiles vary in width and height, making it common to find white spaces within the page, or for a tile to move into another position nearby to make room for the newly moved tile. If the user wishes to return the tiles to their original placement, simply click Refresh in the menu bar or click on the Auto-arrange button above the chapter filters. The tiles will be arranged automatically for best fit.

Progress factor

At the top of the Quotas Manager applet, there is a slider labeled Progress Factor.

The Progress Factor feature allows a user with quota manager rights to adjust the calculated number of respondents in progress upwards or downwards. Should they count as a complete, potentially closing out a capped quota, or should every respondent be counted only after completing the survey? The slider affects how the system's Predictive Closure algorithm will consider each page's historical completion-rate.  

The Progress Factor can be adjusted from 0% to 100%; by default it is set to 50%. The slider determines the number to display in the In Progress column of a quota table in Full View. This number is added to the Completes column to calculate the Total column. When the Total column matches or exceeds the Quota column, respondents will no longer be accepted into that quota group. If a likely-to-complete respondent later becomes inactive and does not complete the survey, that quota group's In Progress number will decrease, and the quota may reopen to allow additional respondents into the group.

When the Progress Factor is set to 50%, the system uses its best guess based on past respondent behavior about how many respondents in progress will complete the survey. Most users leave the slider set to 50%.

Moving the slider to the left (closer to 0%) indicates a lower likelihood for respondents to complete the survey. This allows more respondents to enter the survey when a cap is nearly reached. If it is decreased all the way down to 0%, in progress respondents will not count at all. Setting the Progress Factor to 0% may cause respondents to go over quota (status Q).

Moving the slider right (closer to 100%) means that respondents in progress are essentially completes. This prevents more respondents from entering the survey when a cap is nearly reached. If it is increased all the way to 100%, then it assumes everyone who is in progress is going to complete the survey. Increasing the Progress Factor closer to 100% may be useful if you're worried about having too many completes.

Setting quota caps

Quota caps may be manipulated from the Survey Dashboard (Quotas tile > grid view) and the Quota Manager applet.

Edit values from the Survey Dashboard

To edit quota maximums via the Quotas tile on the Survey Dashboard, click Grid (Edit) from the Gear menu.

 

If needed, expand the Quotas tile to full view or use the scroll bar at the bottom of the tile. Enter the new maximums in the desired cells. Click outside the cell or hit Enter to save the new maximum. A green checkmark will appear next to the value, confirming the new target. The quota bucket's row may change color to reflect its percent completion toward the cap.

Edit values from the Quotas Manager

To set or alter a quota target in the Quota Manager, click into the cell corresponding to the quota group within the Quota column. Click outside the cell or hit Enter to save the new maximum. As with the Quotas tile, a green checkmark will appear next to the value, confirming the new max, and the quota bucket's row may change color to reflect its percent completion toward the cap.

 Quotas may be edited in either Compact or Full viewing modes. Any changes to a quota target will be reflected in the Log view.