Settings for Respondent Access: Cookies and Passwords

You can set cookies, limit access and set a password for the survey questionnaire by clicking on the 'EDIT' - 'Settings' - 'Respondents access' tab.

1) 'Cookie' is a code that is stored on the respondent’s computer by server-side (e.g. 1KA) so that the 1KA tool can authenticate a possible re-attempt of the respondent to fill out the survey. You can choose how long the cookie will be stored. The following cookie options are available:

• 'Until the end of questionnaire', which means that the cookie is deleted as soon as the respondent finishes answering the survey. This is the default option and is highly recommended. There must be very good reasons to decide otherwise. On the one hand, cookies do not really prevent re-answering of the same person – which is usually the main reason for their use – because users can delete them, access the survey from other devices like another browser. On the other hand, the power of cookies pulls all the problems that are linked to European legislation (the user must agree, etc.). The greatest danger of cookies, however, is that a researcher accidentally makes it difficult to access the survey for users for whom this is not intended (eg. another user on the same computer, interfering with identification based on passwords);
• 'Until the end of the browser session', the cookie is deleted when the respondent closes the current browser (e.g. Internet Explorer, Mozilla Firefox, Opera, Chrome…). If, therefore, within the same session respondent returns he can correct his answers. Warning: If in the same session after the first respondent another one enters a survey, the cookie from the first respondent is still saved and there will be trouble!;
• 'For 1 hour', the cookie is deleted one hour after the respondent first clicked on the survey URL. Same warning as above (browser session);
• 'For 1 month', the cookie is deleted one month after the respondent first clicked on the survey. Same warning as above (browser session).

Choosing to have cookies stored for a longer period than just to until the end of the survey allows you to select what happens when the respondent returns to the survey:

• Start the survey from the beginning, in this case, you would get double answers since the previous entries of the respondent have already been stored in the database;
• Continue on the page where the respondent has left the survey, at the last submitted page, in which case the previous answers have already been stored in the database and the respondent only proceeds with the remaining questions;

With the cookie turned on, you can determine how the system behaves to the respondent who does not accept cookies:

• Can still answer survey questions, however, cookies are not saved and will have a new option to enter answers when he re-accesses the survey;
• Cannot respond to survey, a hard alert is set that does not let the respondent to the next page without accepting cookies.

For respondents that already completed the survey, you can provide them with an option to re-edit their answers afterwards, thus changing the data and the analysis. Therefore, it is generally (but not always) better to mark the option that those respondents cannot re-edit their responses.

Regardless of cookies (whether the option "until the end of the survey", "until the end of the browser session", "for 1 hour" or "for 1 month" is checked), you can also specify what the user's options are. respondent during compliance. While completing the survey, the user can:

• Edit answers later: when he moves to the previous page, he can change his answers. These are then overwritten by the previously entered values in the database when clicking on 'Next Page'.
• Cannot edit answers afterwards: even by clicking on the 'Previous Page' or clicking on the 'Back' button in the browser, he can only see his answers, but he can no longer change them. The functionality does not apply to users with the status of administrator or manager - you can still change the respondent's answers in the data (e.g. by clicking Edit the entire respondent survey).

2) The 1KA tool also enables the recognition of respondents; however, only for registered users of 1KA. There are two options available:

• 1KA recognizes the person as a respondent, i.e. the person (registered in the system), that answers your survey. The setting is suitable for internal administrative processes when for example members of the collective fulfil certain information (e.g. address, contact) and can always correct them;
• 1KA recognize the person as an enterer or interviewer who enters the answers, i.e. enters the answers of other people and in this context, 1KA provides appropriate adjustments to the interface (see the Option Settings-Advanced modules-Administrative data input and Telephone survey). This option is especially useful in the event of mass entries or when you perform a field survey and then enter the answers, so you can see who entered which answers. The same is true for the telephone survey.

The above examples are rare; the default option, of course, is that 1KA does not recognize the registered user of 1KA. Activation of this option could have serious consequences. If any of the 'Yes as input' options is enabled, the user can use the Questionnaire entry.

3) Limitation of IP number.

To ensure that the same person does not fill out a questionnaire more than once, you have the option to block IP addresses. You can block the IP for 10, 20 or 60 minutes or for 12 or 24 hours. However, this means that if multiple users use one computer, you can prevent another user from accessing the survey. This option makes sense only in rare cases, for example for voting, where there is a risk that someone fulfilled the survey using a script. Of course, IP restrictions can be outsmarted and shown that the respondents come from some fake addresses. In general, this is a risky option that does not solve the problem, it generates a risk of preventing a large number of valid users of completing the survey. Namely, it is often the case that a whole organization or unit with a lot of computers and potential respondents have the same IP number. More >>

4) Access to survey with an individual password.

Access to survey and identification of respondents can best be edited through passwords. To this end, each potential respondent is assigned with a password or code. You can generate multiple passwords and therefore create answer groups that can be separated in analysis or set conditions on questions. It is important to remind the respondent that the cookie is stored until the end of the browser session. In this case, the password serves as a safeguard to ensure that only those for whom we want it are eligible for the survey. A single password for all respondents or a password for each respondent can be generated. If you want to enter multiple passwords at a time, select the "Mass password entry" option. Enter your passwords by typing (or copying and pasting) each into their own line. Passwords are only available to 2KA and 3KA private package users.

You can create any number of passwords through which respondents will be able to access your survey. Password can be unified for all respondents, however you can send different passwords to respondents and thus separate them (e.g. by groups or organizations). A similar effect can be achieved by creating groups of respondents, where respondents are not asked for a password because it is already implemented in the URL. In both cases, the base is, of course, uniform, but in both cases, we cannot distinguish between respondents within a certain group, as we cannot connect identification data with the password. Creating groups is only available to 2KA and 3KA private package users.

You can also set individual passwords to access the survey in the "PUBLISH" - "Invitations" tab. Invitation settings are only available to 3KA private package users.

1KA provides another way to assign passwords through the email invitation interface. Typically, this code is then used in an email invitation, either automatically (in the survey URL) and does not need to be entered by the respondent. However, the respondent can be asked to enter the code manually. Similarly, we can send the code differently, e.g. in the letter so that respondent can re-type it. Generating and using individual passwords is described here. The use of passwords is generally more powerful and outweighs other settings for respondent identification (cookie, IP number, 1KA identification), but interference may occur, so we strongly recommend that only one of the following methods are used to identify respondents: cookie, IP number, 1KA identification or individual password.