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FocusVision Knowledge Base

Quota Manager

The Quota Manager feature is used to view quota progress and force quota updates. To access this tool, select Quota Manager from the "Survey functions" menu. The Quota Manager displays any quota gauges, total survey quotas, logical quota filters, reamining limit, and standard quotas.

Quotas are used to control the number of respondents, or the number of a certain type or respondent.

1:  Guidelines

There is no inherent limit to the number of quotas that can be programmed for any given survey using Kinesis. Quotas are displayed in real time in the Quota Monitor and may be adjusted while live. Some general guidelines regarding quotas are:

  • If the size of a quota (e.g., 500 completes instead of 700) is adjusted, the monitor will automatically adjust accordingly.
  • If responses are deleted while a survey is live, a quota update must be forced. Quota updates should be used sparingly as they are server-CPU-intensive. They may be forced individually and that is the best approach. Forcing an update of hundreds of quotas in a complex survey is not advised.
  • Quotas programmed after a survey is live must be forced as well.
  • Quotas are counted when a respondent has completed the survey, and not until. The reason for this approach is that it is impossible to know who might drop off at any given time during a survey. To avoid the situation in which a respondent might be terminated near the end of a survey by hitting a quota, quota overages are allowed. Therefore, it is recommended that invitations be send slowly as a project nears completion.
  • Note that there is a setting in Survey Properties for managing how quotas are handled if a respondent is resuming a survey (the respondent may either be allowed into a survey upon resuming, even though their quota bucket is full, and allowed to finish, or not depending upon preference). A resuming respondent has dropped out for some period of time and is now responding in a subsequent session.

2:  Adding Quotas within Questions

A standard quota is based upon a single condition (such as a requirement to survey 500 males). Standard quotas may be programmed directly in the question itself as shown below:


This example will terminate respondents who select ‘Prefer not to answer,’ and will automatically terminate males and females once 500 completes (each) have been gathered.

3:  Quota Manager Guided Menu

When you first access the Quota manager you are presented with our menu. From here you can get information on and create our various types of Quota controls.

4:  Total Survey Quota

Total quota simply counts all respondents who have COMPLETED the survey. This includes respondents who have answered all necessary questions, regardless of branching, conditions, etc.

Enter the maximum number of completes that the survey will accept into the Limit box. If you are adding the total quota for tracking purposes only you may select "Yes" from the "Soft" pulldown. This will turn the total quota "soft" which means respondents will not get terminated even if the quota limit has been reached.

When quota limit is reached

Optionally you may elect to receive an email alert when the total quota has been reached. Check "send email to" box and type in your email address. You can also include multiple email addresses if you desire by separating them with semicolons. Check "Automatically Close Survey" if you want to automatically close the survey -- Please note that this setting only applies when quota soft option is set to "No".

5:  Standard Quota

Select questions from the available question and move them to the included questions to create a standard quota for those questions.

5.1:  Modify Standard Quota

This page allows you to add or modify a standard quota, which is a simple quota count you can place on any number of choices for a question. This has the same functionality as the Quota column in a radio or checkbox question.

Choice ID The unique id.
Name The name of the quota.
Count The number of respondents who have completed the survey and qualify for this quota.
Limit The number of respondents desired to complete that qualify for this quota.
Soft Whether to allow quota overages. Allowing respondents to continue if a quota is qualified for and would terminate them.
Watch Whether or not to display the quota in the quota watch list table.
Auto close Whether or not to automatically close the survey when the quota is full.
Progress What percentage of the quota is full

6:  Nested Quota

Select questions from "Available questions" and move them to "Included questions" to create a nested quota for those questions.

Note: The more questions and the more choices each question contains, the longer it will take generate the nested quota. These large nested quotas can also contain many fields that will require data to be entered. In these cases, the quota could become too large and cumbersome to maintain. It is recommended to keep the number of questions to a max of 3 or 4 questions when creating a nested quota.

6.1:  Modify Nested Quota

This page allows you to add or modify a nested quota, which simplifies quota programming when you have two or more interdependent quota variables such as Age and Gender.

Name The name of the quota.
Limit The number of respondents desired to complete that qualify for this quota.
Auto-calculate the sum of quota's children. Click the button to re-calculate the sum.
Soft Whether to allow quota overages. Allowing respondents to continue if a quota is qualified for and would terminate them.
Watch Whether or not to display the quota in the quota watch list table.
Auto close Whether or not to automatically close the survey when the quota is full

7:  Logical Quota

These quotas offer solution for the most demanding quota application. Since logical quotas are created using Kinesis Survey conditional statements, almost any quota calculation imaginable is possible. Anything that matches the quota criteria's condition will increment the quota upon completion of a survey. You can either use the Kinesis Survey Condition Editor or type in the quota condition manually.

Name: can be any descriptive name for your filter.
Description: Sometimes filters can be very complicated and in those cases it is good practice to write a detailed description of filter's function into the description field. This field is optional and can be left empty.
Limit: Quota limit. Set 0 to screener (profile) terminate respondents. Quota limit can also be left blank and updated at the later time by using importer.
Condition:

Quota condition is created using the same conditional statements used else where in the Kinesis Survey. Each logical quota will have its own variable name, which is $F+ID. For example, if logical quota's number is 15 then the variable name is $F15. If the quota is full, this $F variable is true; otherwise it is false. This enables researchers to build more intelligent surveys that adapt to the quota demands. See the computational field context help for more information on how to build a complete solution. If you need to check the actual value where the quota counter sits, that can be accomplished with variable $FVxx (quota filter value count). If you need to modify your logical quota after a survey has been launched the system will automatically recalculate the quota.

Soft: This turn quota soft. You would want to use this feature strickly for tracking quotas only. When running the soft mode respondents will not be terminated to this quota and "Automatically close survey" option will not work. Email alerts however will.
Watch: This option simply adds the quota into the "Watch list" in the quota manager. Keep your most important quotas on the watch list for each access.

NOTES: Logical quotas, as any quotas, will only increment if the respondent completes the survey. Since quota calculations are performed at the end of the survey, it is possible to have slight quota overage in the event that multiple respondents are taking the survey at the same time.

If your survey has screener questions and you intend to terminate users, please set the quota to 0. If the quota is set to 0, respondents are immediately terminated and marked as profile terminates. You can view real-time frequency reports under Reports when you have published your survey.

8:  Termination Point

The profile termination point is used to set a point in the survey where respondents will be profiled or quota terminated. Once the termination point question has been stored in the survey, if any termination have been met prior, then the respondent will be terminated. This approach is usually preferred over immediate termination. Use this feature to capture screener data for all respondents, to assist in fine tuning quota criteria, and to prevent respondents from seeing the exact termination points in the survey. If the profile termination point is not set, respondents will profile / quota terminate immediately (default). 

TIP: Use labels prefixed with the letters QS and the system will automatically discover the last possible screener quota termination point. The system will suggest this point as the profile termination point.

9:  Upload & Download Quotas

You can import the quotas using CSV (comma separated values) file to update the Standard or Nested or Logical or Total quotas.

You can also download the quota in CSV format which contains Standard, Nested, Logical, or Total quotas.

Quota fields

ID The unique id
Name The given name. The name can be changed by clicking on the name and then changing the value. Once you leave the field the new value will be saved.
Type There are four types of quotas: Total, Standard, Nested, and Logical.
Count The number of respondents who have completed the survey and qualify for this quota.
Limit The number of respondents desired to complete that qualify for this quota.
Soft Whether to allow quota overages. Allowing espondents to continue if a quota is qualified for and would terminate them.
Remaining Whether to allow quota overages. Allowing espondents to continue if a quota is qualified for and would terminate them.
Auto close Whether or not to automatically close the survey when the quota is full.
Email Alert Whether or not to send an email when the quota is full.
Progress What percentage of the quota is full

Select CSV

Select the CSV(Comma separated values) file to import which contains the quotas.

Headers in first line

Whether the CSV(Comma separated values) file contains quota field names as the headers in first line. If headers are present then select "Yes" otherwise "No".

Include headers

Whether the CSV (Comma separated values) file should contain quota field names as the headers in first line. If headers needs to be included then select "Yes", otherwise, "No".

Logical quotas can also be directly referenced within computational logic within the survey using the following template syntax (where "id" is the quota id):

  • $F[id] - returns TRUE if quota is full or FALSE if quota is not full.
Example - check if second quota is not full:
$F2==false
  • $FV[id] - returns the current quota count.
Example: $FV2<100 would be used to check whether the second quota count is currently less than 100.
$FV2 < 100

10:  Granting Access to Quota Manager

To grant a coworker or third party access to your Quota Manager, create a user account for them in Users and Privileges.

Note, users with access to Quota Manager can edit quota counts and change quota filters. To give users or clients strictly viewing access to your quotas, please use Quota Monitor in the Results and Data menu.

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