The Quota Manager applet not only allows users to set and review quota information, but also allows them to export and upload quota targets. Users can also schedule an email report of the quotas to themselves or external users via the Actions menu.
Exporting quotas
To download the current quota information for a given survey, select the Export option from the Quota Manager's Actions menu.
The system creates an Excel file that is automatically downloaded. The spreadsheet's file name is based on the ID of the survey, plus the date and time of export in the following format:
[SurveyID]_[YY][MM][DD]_[HR][MIN][SEC]_[TZ]
The spreadsheet contains three introductory lines which include the Survey ID, survey Description, and the Date/Time the export was created. Beneath the introductory text is a table for each quota.
The heading for each table contains the field name and description of the quota variable, and each quota bucket is labeled with an ID code and description. The two columns to the right of the quota name are Total Count, which is the number of respondents classified in each bucket, and Quota, which is the maximum allowed.
Any quota maximums that were entered in the Quota Manager will be shown in the Quota column with the exception of quota targets set by percentage. When quotas are set by percentage, the export will be blank.
The downloaded spreadsheet is the starting template when using the quota upload feature. Aside from any quota target adjustments to the Quota column, the format of the spreadsheet must remain intact when uploading.
Uploading quotas
The Upload Quota feature is very useful for quickly updating targets for quotas set by counts. Please enter quota targets by percentage directly within their respective Quota Tiles.
To upload quota maximums, first download the quotas spreadsheet using the Export feature explained above. After entering maximums in the Quota column of the file and saving it, the file is ready to be uploaded. Note, the sheet is intentionally protected to prevent any accidental edits outside of the Quota column. Do not edit text in any other cells, or the upload will fail.
To upload the quota spreadsheet, select Upload from the Actions menu.
A modal/pop-up will appear, prompting the user to select the file to upload. Click Browse to find the file, then click Upload.
In order for the upload to be successful, the field names and the Survey ID field within the quotas spreadsheet must match the survey you are uploading the spreadsheet into. If this key information does not match, the upload will fail.
When uploading quotas, any existing saved quota targets will be overwritten with the quota values in the uploaded spreadsheet.
Changes should be verified by reviewing quotas in the applet to ensure they match the maximums entered on the spreadsheet. It may be necessary to click the Refresh button in the menu bar to see the updated targets.
Scheduling emails
To schedule emailing of updated quota exports, select the Schedule Email option under the Actions menu.
Users will be brought to the Quotas Schedule screen within the Deliverables applet. An export file will be created, and the user will be prompted to enter a description for the file. Click Save & Schedule Export to continue. A modal will appear, confirming the creation of the export under the new file name.
The Schedule Email Report modal will then appear. For instructions on how to schedule an email, see the Schedule Email section in the Deliverables article.
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