Planning Your Distribution 2 : SMDS Help Desk

Planning your Distribution in advance will help you navigate the process more efficiently so your Distribution can be implemented quickly and easily. Within this section you will gain a better understanding of what a Distribution is and the many options you have for capturing Respondent data.

Within the Collecting All the Pieces section, we have included tables outlining information you should collect prior to creating a new Distribution.

Understanding the Distribution Options

Evaluations can be distributed using three different formats:

Creating a manual Survey Link that can be used in digital content like social media posts or creating QR codes for printed media.
Creating a manual Observation Link that can be used by individuals to capture information while observing a physical location.
Sending a Survey Link directly to Respondents via email.

All three methods allow the Respondent to access SMDS directly and complete the Evaluation. When using Survey Links for individual Respondents, organizations can decide whether to collect demographic information.

The system also allows Respondents to save information without initially completing the survey. This allows the Respondent to return to the survey and continue where they left off.

Survey Link Manual Method

There are two different methods for using a manual link generated by SMDS:

A Survey Link that is used by individual Respondents.
A Link used by someone when observing a location and they need to collect data.

Survey - Individual Respondents

SMDS creates a Survey Link which can be used via digital media (social media posts, links posted on a website page, etc.). It can also be used when creating a QR code, which can then be printed on a postcard or poster. You also have the ability to copy the link to your computer clipboard and then use a URL Shortener to create a short hyperlink that can be embedded in digital content.

Observation – Location

SMDS gives you the option to create a link that a staff member or volunteer can use to access an Evaluation you have created for capturing data about a Location. As an example, you can copy and paste the Link into a URL Shortener to create a hyperlink which can then be texted to a person’s smartphone so they can access your Data Collection Tool.

Direct Email to Respondents

SMDS has the ability for you to email Respondents directly from the system, collecting responses using a link that connects the Respondent directly to an interface within SMDS. The email feature requires email addresses for all respondents.

You have options to email Respondents in various languages and formats as well as schedule when the email(s) will be sent. You can send them a message inviting or reminding them to start the survey or a different message prompting them to access a survey they have not yet completed.

Collecting All the Pieces

Prior to creating a new Distribution, it is best to collect all the pieces of information you will need to complete the process. Below is a list of items you should have available for each method.

Survey Link Manual Method

Element	Description	Helpful Hint
Name of the Evaluation You Are Using	A list of previously created Evaluations will be displayed from which you can choose.	You will have the ability to search for the name of the Evaluation using parts of a word.
Name of the Data Collection Tool	A list of Tools included in the Evaluation will be displayed. You must select one Tool.	It is important to note the Information Source when selecting the Tool. You want to select one for an Individual Respondent.
Fields the Respondent is Required to Complete: Email Address, Address and Demographic Information, GPS Coordinates	You have the option of requiring the Respondent to submit specific information about themselves.	To identify a respondent, either first and last name, or alternate ID is required. Both name and alternate Id can be used if desired. If no identification is needed, “None” should be selected.
Welcome Message Verbiage	This is the message Respondents first see when they access the survey interface.	This message should be concise and clear, instructing the Respondent to complete any required information.
Save and Continue Subject Line Verbiage	If the Respondent decides to save and finish the survey later, they can provide their email address and an email will be sent to them with a link for them to use. If they don’t want to provide their email address, a link is displayed for them to copy and save. This verbiage will be displayed in the subject line of the Save and Continue Later email.	If left blank, the name of the tool will be displayed. Instead, consider a more action-driven Subject Line.
Save and Continue Message Verbiage	If the Respondent decides to save and finish the survey later, an email will be sent to them with a link for them to do so. This verbiage will be displayed in the body of the reminder email.	Create a short, friendly message encouraging the Respondent to tap on the link and finish the survey.

Observation Manual Link Method

Element	Description	Helpful Hint
Name of the Evaluation You Are Using	A list of previously created Evaluations will be displayed from which you can choose.	You will have the ability to search for the name of the Evaluation using parts of a word.
Name of the Data Collection Tool	A list of Tools included in the Evaluation will be displayed. You must select one Tool.	It is important to note the Information Source when selecting the Tool. You want to select one for a Location.
Expiration Date	This is the date you would like the survey to close and for emails to stop being delivered.	It is strongly suggested you do not enter an Expiration Date as that will disable your survey on the given date. Please note that if you enter an Expiration Date, that date cannot be changed or deleted.
Location Type	You must select one of the options: Place, Block, Commercial corridor or Property.	“Property” should be used if you want to collect an address including city, state and zipcode. To collect a single field describing the location, such as “123 Main Street” or “200 block of Market Street”, “Place” or “Block” should be selected.
Welcome Message Verbiage	This is the message surveyors first see when they access the survey interface.	This message should identify your organization and be concise and clear, instructing the surveyor to complete any required information.

Direct Email Method

Element	Description	Helpful Hint
Name of the Evaluation You Are Using	A list of previously created Evaluations will be displayed from which you can choose.	You will have the ability to search for the name of the Evaluation using parts of a word.
Name of the Data Collection Tool	A list of Tools included in the Evaluation will be displayed. You must select one Tool.	It is important to note the Information Source when selecting the Tool. You want to select one for an Individual Respondent.
Email Subject Line Verbiage	This verbiage will be displayed in the subject line of the email messages sent to the Respondent.	If this field is left blank, the name of the tool is used for the subject of the email.
‘Reply To’ Email Address	Should the Respondent decide to reply to an email, this is the email address where the message will be sent. This is also the email address that will be displayed in the From field of the sent email.	You can either have the email sent to a staff member or a generic company-wide inbox that is monitored closely.
Survey Invitation Verbiage	This verbiage will be displayed in the body of the invitation email sent to the Respondent.	Use upbeat, friendly language encouraging them to participate. Include an estimated amount of time it will take to complete the survey.
Reminder Message Verbiage	This verbiage will be displayed in the body of the email, reminding them that they have not accessed the Survey Link yet.	Sample reminder: Your response is important to us. Please complete the survey as soon as possible so we can include your input.
Response Incomplete Message Verbiage	If the Respondent exits the survey before submitting, the response is saved as Incomplete.	This is the text of the email sent to the respondent reminding them to complete their survey.
Date and Time for the Email to be Sent	Select a Date and Time for the system to send out the initial emails.	Consider the day of the week and time of day the email will be sent to ensure you receive the highest response rate possible.
Expiration Date	This is the date you would like the survey to close and for emails to stop being delivered.	It is strongly suggested you do not enter an Expiration Date as that will disable your survey on the given date. Please note that if you enter an Expiration Date, that date cannot be changed or deleted.
Reminder Message Criteria	You can either choose to have emails sent at specific intervals or to not have reminder emails sent at all. You can also enter the total number of reminders to be sent.	Consider sending reminder emails only once every few days or once a week.

SMDS Help Desk