This article provides comprehensive information about managing groups in a panel administration system. It covers creating, editing, and organizing groups, as well as using various filters and update rules to maintain and modify group structures.
Groups Overview
Groups, also known as subpanels, are collections of panelists selected based on specific criteria. In panel administration, you typically manage groups of panelists selected by specific criteria. Use People to create static groups (subpanels) by selecting panelists from survey results and importing their “u_other_id” or “pseudonym” into a list.
Groups are static but can be updated manually or automatically based on self-defined rules. You can collectively edit group members, send emails, change statuses, or assign bonus points. Groups are essential for drawing project-specific samples.
To maintain clarity, merge groups into panel group categories, which are organizational aids only.
Performance Tips:
- Limit to 1,000 active groups.
- Archive excess groups regularly, keeping archived groups below 1,500.
- Ensure total panelist group memberships stay under 20,000,000.
Accessing Groups
Navigating Groups:
- Go to People → Groups to view existing groups with details such as title, description, category, status, size, creation date, and creator.
- Use simple or extended search to find groups based on terms or categories.
- Sort groups by title or creation date.
Actions:
- Create Group: Opens a dialog to create a new group.
- Import Group: Allows creating groups via import.
- Manage Categories: Sort groups by topic for better organization.
- Edit Group: Change category, title, and description.
- History: View actions performed during group creation.
- Copy Group: Duplicate a group.
- Archive/Delete Group: Archive or delete groups as needed.
- Batch Actions: Perform actions on multiple groups at once (e.g., delete, empty, archive/reactivate).
Default Panel Group:
- Contains all panelists and is continuously updated; it cannot be deleted.
Organizing Groups into Categories
Managing Categories:
- Open the manage categories dialog from the group overview.
- Create, edit, or delete categories, and view existing categories with labels, descriptions, and number of assigned groups.
Assigning Groups to Categories:
- When creating a group, select the appropriate category from the drop-down list.
- Change the category of an existing group by editing its properties.
Marking Groups for Better Monitoring
Monitored Groups:
- Specially marked in the list of groups.
- Use the “Monitored groups” filter in extended search to include/exclude them from the display.
- Track group size over time via People → Statistics → Panel overview → Group history.
- Mark a group as monitored by editing the group and checking the “Mark group as ‘monitored group’” option.
Creating and Importing Groups
Creating Groups:
- Click Create group in the Groups menu.
- Select a category, enter a title and description.
- Optionally, mark as a monitored group.
- Confirm by clicking Create group.
Importing Groups:
- Choose a linking variable (e.g., pseudonym).
- Extract and list the linking variable values in a CSV file.
- Click Import group in the Groups menu.
- Set the category, title, and description.
- Optionally, mark as a monitored group.
- Select the linking variable and locate the file on your hard disk.
- Confirm by clicking Next.
Note: Empty rows or the value “0” will be ignored during import.
Linking variables
| Linking variable | Description | Export data record |
|---|---|---|
| u_other_id | During participant import, you can use this field to save any identification number that serves to identify the respective participant. | Address record |
| u_account | Account name | Address record |
| pseudonym | Internal identification number within the panel which allows you to uniquely identify each panelist. | Address record, master data record |
| panelist_code | Panelist code | Master data record |
| u_email | E-mail address | Address record |
Editing Groups
To edit a group, click on its title in the group overview. The edit dialog contains several tabs:
Manage Members
The Manage Members tab includes basic information about the group, a list of members, and various actions for editing the group structure and individual members.
Editing Group Structure
- Import Members: Import additional members using a linking variable, similar to importing entire groups.
- Add Groups: Add existing groups to the current group by selecting from a list of existing groups.
- Subtract Groups: Remove members of selected existing groups from the current group.
- Generate Intersection: Reduce the group to only those members who are also part of other specified groups.
- Draw Random Sample: Randomly select a subset of the group.
- Empty Group: Delete all members of the group after confirmation.
Editing Members
In the members list, you can see panelists’ names, statuses, e-mail addresses, and bonus points. Click on a name or edit icon to view a panelist’s details. Actions available for selected members include:
- Assign Bonus Points: Add or subtract bonus points (requires “panelbonus” write rights).
- Write E-mail: Use the standard mail template to contact selected members. In community panels, post messages in the members’ inboxes without sending e-mails.
- Remove Panelists from Group: Remove selected members from the group.
- Delete Panelists: Permanently delete selected members and their data (this action is irreversible).
- Change Status To: Change the panel status of selected members. Note: To assign the status “deleted,” use the “Delete panelists” action.
Filters
Filters are used to define group structure and select members. They can filter existing group members or apply to the entire panel to add all members meeting the criteria.
- Create Intersection with Current Panel Group: Restrict group membership to those meeting the filter criteria.
- Apply to All Panelists in Panel: Add all panelists meeting the criteria to the group.
1. Performance Data Filter
The performance data filter selects members based on their participation behavior. This filter uses performance data from the default group, which includes all panel participants.
| Filter criterion | Explanation |
|---|---|
| Number of invitations | Evaluates the tracking variable “track_num_starte”. |
| Number of survey starts | Evaluates the tracking variable “track_num_completed”. |
| Number of completed surveys (based on variable track_num_complete) | Evaluates the tracking variable “track_num_completed”. |
| Number of bonus points | Evaluates the current sum of the bonus points in the panelist’s account. |
| deprecated: Number of completed surveys (based on variable n_poll) | Evaluates the “n_poll” system data item which is increased by 1 when the final page of a panel survey is reached, i.e. only completed surveys are taken into account.Please mind: If tracking is activated, evaluation of “track_num_completed” (see above) provides you with more precise information. |
| Ignored invitations since <date> | If a panelist ignores a survey, he will have disposition code 11 or 12 in a sampling, i.e. he has not seen the first page of the survey. |
| Last completed interview at least / not longer than x months ago | Evaluates the system data item “last_poll_date”, which is filled with the current system date when the final page of a panel survey is reached. |
| Date of entry should be between (including) <date> and (including) <date> | Evaluates the system data item “penter_date”, which is set while filling in the registration or during manual import. |
| Panel member since x months | Calculates the time for which the panelist has been a panel member based on the system data item “penter_date”. |
| Date of last panel status change not longer than x months ago | Interprets the system data item “pstatus_date”, i.e. the last change of panel status. This value is currently set only during manual import. |
| Way of entry | Selects the panelists according to the way of entry that has been chosen. |
| Panel status | Current role and activity of the panelist. |
| E-mail verification status | Status of the double opt-in e-mail verification. |
| PCI value | Describes the reliability of panelists. |
| Mark | Evaluates whether the panelist was marked via the search or not (system data item “marked”). |
Master Data Filter
The master data filter uses characteristics collected during initial master data surveys to check your group. To use this filter:
- Access Master Data Filter:
- Click on the Master data filter button to display all master data defined in the system, including u_gender, pstatus, and site_id.
- Optionally, restrict the selection to a specific master data category.
- Select Variables:
- Choose one or more variables from the master data list (e.g., year of birth).
- Use the “Tick all checkboxes” to select all master data and then manually de-select individual fields as needed.
- Define Characteristics:
- For variables with answer categories (e.g., age groups), select the desired characteristics (e.g., age < 30).
- For text and decimal variables, enter the desired characteristic using operators like “equal”, “not equal”, “greater than”, “less than”, etc.
- Confirm Selection:
- Click on Continue to apply the filter.
Sample Data Filter
The sample data filter restricts the group to members of a specific project with a given disposition code. If the disposition code is irrelevant, select all available codes instead.
Project Filter
The project filter narrows the group to members of a chosen project based on specific answer values:
- Select Project:
- Open the filter menu and choose a project from the list, which includes project type and status.
- Click on the project title.
- Select Answer Values:
- Choose answer values for filtering.
- Participants who gave the selected answers in the project are assigned to the new group.
Quick Poll Filter
The quick poll filter uses results from panelist polls to create groups:
- Select Quick Polls:
- Open the filter dialog and choose one or more quick polls.
- Select answer options from these polls.
- Filter Results:
- Depending on the filtering mode, the filter selects panelists from the current group or entire panel who answered at least one of the listed options.
Grouping Filter
The grouping filter combines various criteria to create complex filter conditions:
- Access and Define Filters:
- Use all address and master data, along with system data like pstatus, last_poll_date, pcredit_points, date_last_login, etc.
- Include tracking variables and perform date calculations.
- Combine AND and OR conjunctions for complex conditions.
- Administer Filters:
- Access defined filters from the Filters tab in a group’s edit dialog via the Grouping filter button or through the People → Groups → Grouping filters menu.
- Create and Test Filters:
- Click on the Create filter condition button.
- Define the condition by selecting variable, condition, code, and conjunction.
- Save the filter for future use.
- View, edit, apply, and delete filters from the list.
- Test filters to see how many panelists they apply to.
Additional Notes
- The accuracy and up-to-dateness of grouping filters depend on the underlying data’s accuracy and update frequency.
- Changes in tracking data or other variables updated periodically can affect filter results.
Date Calculations in Grouping Filters
In grouping filters, date calculations can be performed using wildcards. Click on the Question mark icon in the condition editor for a list of available wildcards.
Examples of Wildcards:
#NOW#: Current date and time.#LOCAL_NOW#: Current date and time in local panel time.#CURRENT_QUARTER_START#: Beginning of the current quarter.#CURRENT_HOUR_START#: Beginning of the current hour.
Complex Date Calculations:
- Add or subtract days, weeks, months, or years directly inside the wildcard.
- Default unit is days if no unit is specified.
Examples:
#WILDCARD-3#: Date minus 3 days.#WILDCARD-3d#: Date minus 3 days.#WILDCARD-3w#: Date minus 3 weeks.#WILDCARD-3m#: Date minus 3 months.#WILDCARD-3y#: Date minus 3 years.#WILDCARD-3h#: Date minus 3 hours.
Import Filter
The import filter allows importing characteristics of a numeric master data or address variable as criteria for group membership. This filter is useful for grouping panelists with specific characteristics, like zip codes.
Formatting the Import File:
- Use a simple CSV list with the characteristics of the linking variable.
- Empty rows or the value “0” will be ignored.
Applying the Import Filter:
- Open the Filters tab in the group’s edit dialog.
- Click on the Import filter button.
- Select the appropriate linking variable (numeric master data variables and u_zip are available).
- Choose the character set and import file.
- Optionally, restrict the group size using the “Maximum size of random selection from file” field.
- Select the filter mode: “Apply to all panelists in panel” or “Create intersection with current panel group”.
- Click on Continue.
History
The History tab logs all actions performed in a group. You can repeat the work process in whole or in part by selecting an action and clicking on Repeat grouping.
Tracking
The Tracking tab displays tracking data for the group.
Statistics
On the Statistics tab, create statistics for the current group by selecting the desired evaluation variable and two split variables.
Usage
The Usage tab shows where the group is used in EFS, ensuring that groups used elsewhere cannot be deleted.
Grouping Filters
Grouping filters allow for complex selection criteria when creating or modifying groups. They can be accessed from the Filters tab in a group’s edit dialog or via the People → Groups → Grouping filters menu.
Administrating Grouping Filters
Access previously defined grouping filters and create new ones:
- From the Filters tab in a group’s edit dialog via the Grouping filter button.
- Via the People → Groups → Grouping filters menu.
Defining Grouping Filters
The filter editor’s structure is similar to the condition editor in the EFS Survey project area. To define a condition:
- Click on the Create filter condition button.
- Select the desired variable, condition, code, and conjunction.
- Save the filter to use it again in future grouping and sampling processes.
You can view, edit, apply, and delete filters from the list of created filters.
Testing Filters: Click on the Test filter condition icon to check the number of panelists the filter would apply to.
Update Rules
Static panel groups can be updated automatically or manually using self-defined rules. To manage these rules, navigate to People → Groups → Update rules.
Overview of Update Rules
If update rules are already created, they will be listed in an overview table showing:
- Name of Rule: The identifier for each rule.
- Number of Actions: List of actions executed during updates.
- Group: The name of the group the rule applies to.
- Group Size: The number of panelists in the group.
- Automated: Indicates if the update is automated and the interval set.
- Last Executed Automatically: Date and time of the last automatic update.
Editing Options
In the “Actions” column, you have the following options:
- Edit: Opens the menu for editing the update rule.
- Copy: Duplicates the rule.
- Apply Rule Now: Executes the update immediately.
- Delete: Removes the rule after confirmation.
Performance Recommendations
- Limit to 100 update rules per installation. Regularly check and remove unnecessary rules.
- Automate no more than 20 update rules per installation to maintain performance
Creating New Update Rules
Defining Basic Parameters
- Click on the Create update rule button.
- Provide the following details:
- Name of rule
- Comment
- Group category: Name of the category where the group to be updated is located.
- Panel group to be updated: Name of the group to which the update applies.
- Execute rule automatically: Check this option if the update should run automatically at set intervals.
- Start time: Set the date and time for the rule to start.
- Interval type: Choose from hours, days, weeks, months, or years.
- Interval value: Specify the interval size (e.g., every 3 days).
Defining Actions
Once the basic parameters are set, define the actions for the update rule. Each action may require advanced configuration, including execution conditions. The following actions can be selected:
| Action | Description | Parameter to be defined |
|---|---|---|
| Empty group | This action empties the panel group. | |
| Apply group filter | This action applies a grouping filter to the current group. | The grouping filter should be created. In addition the “filter operation” field is used to set what should happen to the panelists that fulfill the filter condition: You can add to and remove from the group, an intersection between the group members to date and the panelists determined by the filter can be formed. |
| Add group | This action adds panelists from another panel group to the group. | The source group must be chosen. |
| Subtract group | This action removes panelists that are present in another group from the current group. | The source group must be chosen. |
| Create intersection | This action forms the intersection of the current group and another panel group. | The second group must be chosen. |
| Draw random sample | This action draws a random sample with a definable size from the current group. All panelists that are not part of the random sample will be removed from the group. | The size of the random sample must be chosen. |
| Give bonus points | This action gives all panelists in the current group bonus points. | The number of bonus points must be chosen. A reason can be entered. |
| Deduct bonus points | Use this action to deduct bonus points from all panelists in the group. If the deduction results in a negative value, the deduction will be reduced for that panelist, so that the resulting count of bonus points will be 0. | The number of bonus points must be chosen. A reason can be entered. |
| Send mail | This action sends an e-mail to all members of the group. | A suitable mail template should be created. |
| Execute automatic recoding | This action executes the automatic recoding of master data for all panelists in the group. | Further detailed information can be found in Chapter “Recoding Master Data“. |
| Execute recodings from recoding group | This action executes all recodings from the recoding group selected. | More detailed information on recoding groups can be found in Chapter “Recoding Master Data“. |
| Change panel status | This action changes the panel status of the panelists in the current group. | You can choose from the panel statuses “Admitted temporarily”, “active” and “inactive”. |
| Modify master data item | This action changes the value of a master data item. | Master data item and characteristic must be chosen. |
| Increase / decrease value of master data variable | This action increases or reduces the value of the selected master data variable. | The master data item and the size of the change interval must be chosen. |
| Add to sample | This action adds the users chosen during the previous steps to the selected sample. | The sample must be chosen. You must also specify whether panelists are to be added only if the survey is in the field and active. This option is activated by default.The following parameters should be defined:SampleAdd panelists to sample only if the survey is in the field and activeoptionally: Mail template for invitation mailoptionally: Master data variable with expiry date for participation.If you set an expiry date, it will be used to check whether or not the panelists are still alllowed to participate in the survey. |
| Send survey invitation mail | This action will send a survey invitation mail or a reminder mail to panelists from a specific sample in a panel survey or master data survey. Mails will be sent only to panelists who are already in the sample and who have a certain disposition code in it. | The following parameters should be defined:SampleAdd panelists to sample only if the survey is in the field and activeMail template for the invitationSend mail to panelists with the following disposition codesSend mail only to panelists who have so far received at most x mails in the sample |
| Copy from survey to group | This action adds panelists from a selected survey with a given disposition code to a panel group. | The following parameters should be defined:ProjectDisposition codes |
| Invalidate e-mail addresses | This action allows you to invalidate e-mail addresses of panelists by attaching the content of an arbitrary master data item to the e-mail address. This is advisable, for example, in the following cases:If you want to deactivate the panelist but allow them to register again in future. This gives you two separate data records for a single panelist, which may, however, be intended.If you want to prevent a deactivated panelist from being invited to a survey, for example, because they were already assigned to a sample. | The master data item to be attached to the e-mail addresses must be chosen. |
| Execute quota | Updates the actual values of a panel quota. | Quota, see Chapter “Statistics“. |
| Set PCI value | This action assigns the selected PCI value to all panelists in the group. | PCI value, see Chapter “Contacts“. |
Running an Update
Triggering the update manually
You can trigger the execution of an individual rule manually by clicking on the Apply rule now icon.
Triggering the update automatically
If you tick the “Execute rule automatically” checkbox in the menu of a rule and select a start time, the respective rule will be processed at the set time.
FAQ
What is the maximum recommended number of active groups per installation?
It is recommended to use not more than 1,000 active groups per installation. Superfluous panel groups should be archived regularly.
How often should update rules be executed automatically?
It is recommended to use the automated execution of update rules not more than 20 times per installation to maintain optimal performance.
Can I delete a group that is used elsewhere in the system?
No, it is no longer possible to delete a People group that is used elsewhere in EFS. You can check the dependencies of a group in the “Usage” tab of the group’s edit dialog.
Tags: panel management, groups, filters, update rules, panelists