SMDS Help Desk

SMDS offers you the flexibility to edit existing Distributions easily. You can change Survey Link Settings, Email Settings and add Respondents to existing Distribution Lists. It is also easy to review Respondent and Location data to see how the Distribution is performing overall.

Accessing an Existing Distribution

1. Click on the drop-down menu icon located in the upper right corner of the page. Hover over the word DISTRIBUTION and click on MANAGE DISTRIBUTIONS.
   
2. You can filter which Distributions are displayed by Name, Evaluation, Tool, Date Created or Status. The default selection is Name. For this example, we will filter the list by Status. Click on the drop-down menu icon and click on Status.
   
3. For the Select options field, click on the drop-down menu icon and select the Status by which you want to filter the list. For this example, we will filter by those Distributions which have not yet been scheduled.
   
4. Click on the button labeled Filter.
   
5. The filtered list is displayed. Click on the name of the Distribution you want to access.
   
6. The Distribution Information page is displayed.
   

Editing the Survey Link Settings

1. With the Distribution Information page displayed, click on the button labeled Edit Settings, which is located to the far right on the page.
   
2. The Survey Link page is displayed. You have the option to change any of the settings on this page. After you have completed the edits, click on the button labeled Save and Exit, which is located at the bottom of the page.
   
3. The Distribution Information page is once again displayed.
   

Editing the Email Settings

1. With the Distribution Information page displayed, click on the button labeled Edit Email Settings, which is located within the page section labeled Email Distribution Settings.
   
2. The Email Setup page is displayed. You have the option to edit anything on this page. After you have completed the edits, click on the button labeled Continue to Next Step, which is located at the bottom of the page.
   
3. The Scheduling page is displayed. You can change when email messages are to be sent and change the configuration of the email reminder messages. When you have completed the changes, click on the button labeled Save and Exit.
   
4. Expiration Date:

   Please Note: It is strongly recommended you do not include an Expiration Date for your Distribution as it will disable the Link and Distribution on the date entered, and cannot be changed once it has been set.

   
   
5. The Distribution Information page is once again displayed.
   

Reviewing Respondent Data

1. Access the Distribution Information page for the Distribution. Scroll down to the bottom of the page and click on the tab labeled Respondents. You may not need to click on the tab to display the Respondents as it is the default view for the page.
   
2. For each Respondent record there is a series of icons you can click on to access various actions.
   
   1. The Envelop Icon – gives you the option to send the Welcome message to the Respondent. If the Welcome message has already been sent, you can send a reminder message.
      When you click on the icon, a pop-up message is displayed showing the message that will be sent. Click on the button labeled Send Email.
      
   2. The Printer Icon – gives you the option to download a copy of the Data Collection Tool used for the Distribution and save a PDF file to your computer.
      When you click on the icon, a pop-up message may be displayed if the tool has multiple language options. Click on the button labeled Select to choose the language version.
      A Save As dialog box is displayed. Navigate to the location on your computer where you want to save the file. Click on the button labeled Save.
      
   3. The Eye Icon – when clicked, it displays the Email Distribution Process History for that Respondent.
      
   4. The Trash Can Icon - gives you the option to remove the Respondent from the Distribution.
      When you click on the icon a pop-up Warning message is displayed. This will remove the person from the Distribution but not from the database. The Respondent record will remain.
      

Reviewing Distribution Summary Information

1. Access the Distribution Information page for the Distribution. Scroll down to the bottom of the page and click on the tab labeled Distribution Summary.
   
2. A list of previously scheduled Distribution deliveries is displayed, showing the Number of Successful email(s) and the Number of Failed email(s) for each delivery.
    

Reviewing Location Data

When a Distribution uses a link to capture location information, a new Location record is created each time a surveyor uses the link and enters new data.

1. Access the Distribution Information page for the Distribution. Scroll down to the bottom of the page to view the information displayed within the tab labeled Locations.