Adding or editing a sample list

You can manage your sample lists in the sample lists window. To open this window, click contact lists in the ribbon. For further information about the sample lists window, see sample lists.

In this topic:

• Adding a new sample list
• Adding a new do-not-contact list
• Editing an existing list
• Deleting an existing list
• Sample list properties

See also:

• About sample lists
• About do-not-contact lists

Adding a new sample list

There are two ways to add a new sample list.

To add a new sample list using the context menu:

1. Right-click in the sample lists window.
2. In the context menu, select new sample list.
3. Set the properties for the list.

To add a new sample list using drag and drop:

1. Open the sample lists window.
2. Simply drag and drop a LST file from your computer into the sample lists window.
3. Set the properties for the list.

Adding a new do-not-contact list

To add a new do-not-contact list:

1. Right-click in the sample lists window.
2. In the context menu, select new do-not-contact list.
3. Set the properties for the list.

Deleting an existing list

To delete a list from askia supervisor:

1. In the sample lists window, right-click the list you want to delete.
2. In the context menu, click delete.

Editing an existing list

To edit the properties of an existing list:

1. In the sample lists window, right-click the list you want to edit.
2. In the context menu, select properties.
3. Set the properties for the list.

Sample list properties

When you add or edit a sample list, the sample list properties window appears. The properties for the sample list are split over several tabs. For information on a particular tab, use the links below.

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In this section:

• The general tab
• The numbers tab
• The scheduling tab
• The callback tab
• The appointments tab
• The mailing tab
• The events tab

The general tab contains the following options:

• ID: Displays the ID number, used internally by the CCA for this sample list. This field is read-only.

• Name: Specifies the sample list's name.

• Data: This frame displays the name and path of the sample file.

  • LST file: specifies an Askia LST file as the source of the list data. Click ... to select the file. This file will also be used during fieldwork (sample quota availability, sample data transfers, etc.).

  • External data: specifies a database as the source of the list data. Click ... to define the external data source, in the external data details dialog.

• Fields: Displays the fields in use in the sample file or database.

• Target: This frame allows you to assign the list file to a specific survey. The survey has to be configured within the CCA for it to appear here.

  • Task: associates the list file with the specified task. Click ... to select a task; the task selection dialog appears. Note that you can right-click the list and delete a task, view/edit its properties. In addition, you can select new survey or new script to add a new survey task or new script task respectively.

  • Project: associates the list file with the specified project. Click ... to select a list file.

The numbers tab contains the following options:

• Authorize derivation: If you select this option, askiafield will try multiple telephone numbers for each contact. This is most commonly used to assign a household land-line telephone number and a backup mobile or cell-phone number. If this option is selected, when askiafield dials a number, and reaches the maximum defined number of attempts for a specific result code (as defined in the callback tab in the task properties), the next telephone number field will be used; if that number also reaches a defined limit, the next one will be used, and so on. You need to ensure that all of the telephone number fields in your sample list are declared, by adding them to the telephone numbers list (see below for details). Note that this feature works only in an integrated telephony environment. For more information on derivation, including an example, see the glossary entry derivation.

• Derive after: This option sets the time interval between askiafield's attempts to dial derived numbers (in days, hours and minutes). See authorize derivation above for details on derived numbers.

• Telephone numbers: Allows you to specify one or more fields in the sample list from which derived numbers will be taken (see authorize derivation above for details on derived numbers). Manage the list as follows:

  • Click add to add a field to the list, and then choose the field you want to add:
    
  • To remove a field, select it and click remove:
    
  • Number fields are used in the order in which they appear in the list. To move a number field upwards or downwards in the list, select it and click move up or move down respectively:
    

• Stop deriving if call: In this list, select the call result codes corresponding to the circumstances in which you want askiafield to stop dialling derived numbers. For example, if you want askiafield to stop dialling derived numbers when the number dialled is answered, you would select the code success. See authorize derivation above.

• Number prefix: If a prefix is specified here, it is added to the start of the telephone phone number before the number is dialed from  CTArchitect.

• CLI Field: Specifies a field in the sample list from which Caller Line Identification details will be drawn.

• Do-not-contact lists: Allows you to specify one or more sample lists as "do-not-contact" lists. These are cross-checked against the sample list, and any records found there will not be contacted. This can be on the basis of telephone numbers (ensure do not call is selected), email addresses (ensure do not mail is selected), or both (select both options).To add a list, click , and select the relevant list. It can be a standard sample list, or a "sample" list that was created and added specifically as a do-not-contact list. To remove a do-not-contact list, select it and click .

• Number selection: Allows you to specify the order in which askiafield CCA will select addresses from the list. The following options are available:

  • Use the list order: specifies that askiafield CCA will dispatch sample list addresses in the order in which they are listed in the *.lst file, i.e. from first the last.

  • Use the list reverse order: Specifies that askiafield CCA will dispatch sample list addresses in the reverse order from which they are listed in the *.lst file, i.e. from last to first.

  • Sort randomly: specifies that askiafield CCA dispatch sample list addresses randomly.

• Time zone field: Allows you to nominate a field that will be used to specify the contact's time zone.

• Matching sets: This feature allows askiafield to determine contact time zones from their telephone number, where the time zone information is not supplied for the contact, or where you are not using a time zone field. For example, 0033 prefixed numbers refer to France, which is on UTC+2. 0044 (UK) numbers are in UTC+1. By clicking , you can add a set (timezone sets are defined in the timezone matching dialog). You can associate as many sets with this sample list as you like. To remove a set, select it and click . You can use the arrow buttons to change the order of the sets; sets higher in the list will be given priority over sets lower in the list.

• Default time zone: Allows you to specify a time zone that will be used as the default when the time zone information is not found in the field specified in time zone field.

The scheduling tab contains the following options:

• Add: Creates a new scheduled item. This can be to enable askiafield to dial numbers (by starting and stopping the list), to update the list with external data, to send invitation e-mails or to send reminder e-mails. The schedule properties window appears, where you can define the scheduled item. Each scheduled item is of one type, but you can create multiple scheduled items, which can each be any type.

• Duplicate: Creates a new scheduled item based on the selected item. The new item initially has identical properties to the selected item. The schedule properties window appears, allowing you to change the properties of the new item. This command therefore allows you to quickly create a new scheduled item, based on an existing one; rather than define all the options from scratch, you only need change the options that will differ between the existing item and the new one.

• Edit: Allows you to change the details of the selected scheduled item. The schedule properties window appears, where you can define the selected item.

• Delete: Removes the selected scheduled item.

• Enable: Make the selected schedule item active.

• Disable: Make the selected schedule item inactive.

The callback tab allows you to over-ride the callback settings for a survey. To over-ride the defaults, select over-ride defaults (defined in survey/project properties, callback options tab). See callback for details on setting callback options.

The appointments tab allows you to over-ride the appointment settings for a survey. To over-ride the defaults, select over-ride defaults (defined in survey/project properties, appointments options tab). See appointments for details on setting appointment options.

The mailing tab allows you to over-ride the global default settings for the e-mail server that is used to send e-mail messages. This tab is available only when the sample list is associated with a web survey. Note that the global default mailing settings can be configured in the mailing options dialog, which is reached from the extra tab of the ribbon. Any options you make to an individual sample list's mailing options over-ride the global defaults, for that sample list only. For further details, see mailing options.

This tab has two sub-tabs. The general settings sub-tab contains the following options:

• SMTP Server: Override defaults: This option allows you to enter custom settings for the mail server. You can enter details for the hostname/IP address, port, and SMTP username and password.

• Mail grouping: Override defaults: This option allows you to over-ride the global default mail grouping settings for this sample list. These settings control the batches in which emails are sent; you can set the number of mails sent in a batch, and the amount of time that askiafield will wait before sending the next batch of mails.

• Email: Override defaults: This option allows you to over-ride the global default details for email messages sent for the current sample list. You can customize the from address that will be used, the reply-to address, or choose to include a plain text as well as HTML format message, or to add the message text as an attachment to the email.

This tab has two sub-tabs. The bounce settings sub-tab contains the following options:

• Bounced Emails: Override defaults: This option allows you to enter custom settings for bounced emails. You can have askiafield check for bounced emails, set the return address for bounced emails, and how long unrecognized emails are kept before being deleted.

• POP3 Server: Override defaults: This option allows you to enter custom POP3 settings for bounced emails. You can specify the POP3 server address, the port and the login credentials.

• Retry soft bounced mails: Override defaults: This option allows you to define one or more retries for any soft-bounced emails.

  • You can define what constitutes a soft-bounced email in the lists group of the CCA settings, by listing the DSN results you want to count as hard-bounced (which will not be retried) or soft-bounced (which will be retried).

  • To add a new attempt, click <click to add an attempt...> and then enter the desired delay (in hours) that should have elapsed since the original email was sent before the retry is sent out. For example, the following settings stipulate that there will be up to three retries, happening 1, 3 and 8 hours respectively after the original email was sent out:
    

The events tab allows you to specify an action, which should be carried out when specific events occur. An action consists of executing a SQL query. This tab is available only when the sample list is associated with a web or CATI survey. It contains the following options:

• Event: Up to one action can be associated with each type of event.

  • To view or edit the action associated with a particular event type, select that event type from the event list. If an action is already associated with the event type, associate an action with this event will be selected.

  • To define an action for an event type, ensure that associate an action with this event is selected.

  • For example, if you want to define an action that is triggered whenever an interview is completed, select interview finished, then select associate an action with this event.

  • Note: For CATI surveys, only the interview started and interview finished events are available.

• Action Description: Type a description of the action and click save.

• Database: Select the database on which you want to execute the SQL code. Either enter the data source details in external data source for list, or select the appropriate DSN in other database. You can also set up a new data source by clicking new. The Microsoft create new data source wizard appears.

• SQL Code: Click edit... to define your SQL code. The event code editor dialog appears, which allows you to build your SQL expression.

The mail templates tab allows you to specify the settings that will be used for the content and appearance of email messages that are generated for this sample list. This tab is available only when the sample list is associated with a web survey. It contains the following options:

• Invitation Email/Reminder Email: Select the type of email whose settings you want to define (invitation or reminder email). Note that for reminder emails, it is possible to define more than one type (click the arrow, then select to a second or subsequent reminder email). If more than one reminder email type exists (reminder 1, reminder 2 etc.), click the arrow to select the specific reminder email you want to define.

• Template File: To use an existing template, click ... and select the template file you wish to use for this type of email message. If, instead of selecting an existing template, you would like to create a new one, click create... at the bottom of the dialog (see below for details).

• Subject: Enter the subject line that will be used in this type of email message.

• Attachments: To send an attachment with this type of message, click ... then add, and specify the attachment you want to be sent. You can add more than one attachment if you wish. Once you have added one or more attachments, you can edit them by selecting them and clicking .... Select a command as follows:

  • Edit to enter a new path and filename for the attachment.

  • Delete to remove the attachment.

  • Dynamic to toggle the dynamic status of this attachment. A dynamic attachment is an attached file to which you grant the ability to display dynamic (merge) fields such as Dear [Title] [FirstName] [LastName].

• Preview: The preview box indicates the appearance of emails using the the current settings. Use the preview and preview plain text buttons to change the preview to HTML or plain text email formats.

• Create...:  Allows you to create a new template. Askiafield prompts you for a path and file name for the new template, then opens your default HTML editor (e.g. Microsoft FrontPage), allowing you to define the template's contents and appearance. Once you have edited and saved the template, you can close your HTML editor, and the mail templates tab displays a preview of the email template.
  
  The following keywords are available for use in the mailing template. By adding these keywords inside square brackets, e.g. [ccaStartSurveyLink], the appropriate information will be placed into the mail message, for example the name of the survey, or the start link that mailing recipients can click to take part.

  • ccaSurveyId: the survey's unique ID number.

  • ccaKey16SurveyId: an encrypted ID number for the survey.

  • ccaListId: unique ID number of the sample list involved.

  • ccaPanelId: unique contact's ID number, taken from a sample list attached to survey (ExternalUniqueID).

  • ccaKey16PanelId: encrypted contact's ID, taken from a sample list attached to the survey (ExternalUniqueID).

  • ccaDoPanelLink: returns a DoPanel start link for the survey.

  • ccaStartSurveyLink: returns a standard start link for the survey.

  • ccaSurveyExternalName: returns the name of the survey.

• Edit...: Opens the current template in your default HTML editor, allowing you to edit its contents and appearance.

• Preview: Switches the contents of the preview box to HTML format.

• Preview Plain Text: Switches the contents of the preview box to plain text format.

• Send Test Mail: Sends a test email with the current settings, to an email address of your choice.