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Response publishing for offline responses and supporting documents

Alexis Mackie -

This article explains how to upload offline responses and files for response publishing. If you would like to hear more about how to enable response publishing on your Citizen Space please contact your account manager.

Overview

When you run an online consultation through Citizen Space, you may receive responses that have been completed offline. You are able to upload offline responses and files to Citizen Space so that they can be included with the other responses which were submitted online.

Each of the below options links you to the section in this article which explains how to upload these responses for publishing:

 

Manually enter an offline response

You can manually add an offline response to a consultation by going to the consultation dashboard and selecting Add a response manually.

To find out more about how to manually add a response, please read this article.

After you have added the response it will enter the moderation queue and can be moderated and published in the the same way as an online submission.

 

Upload a full offline response (as a single file)

This is a two step process:

1. Adding a publishable file-upload answer component to a question so that you can upload the file

2. Actually uploading the file to the response.

Note: Any moderation to the file will need to be done before you upload the document.

1. Set up the answer component to allow you to upload the file

Because files that you receive from respondents could infringe copyright, contain a virus or other unfavourable things, Citizen Space does not allow these files to go straight out to the published view. They first need to be moderated and then uploaded for publishing by you as an administrator.

In order to add a file that will be included in the published responses, you will need to add a Publishable File Upload answer component to either:

(a) a stand-alone analyst-only question (for full responses you are uploading)

(b) as an answer component to a relevant question

The Publishable File Upload answer component is only visible to those with response publishing activated. It can be found beneath File upload (see below image). This answer component will not be visible to the public. 

2. How to upload the file when manually adding a response

Please note your organisation is responsible for any file that you upload.

1. From the Consultation Dashboard, select Add a response manually (found in Responses to this Consultation)
2. Add the file to your Publishable File Upload answer component. For easier searching of the published results, it is recommended that you fill at least one of 'Name' and 'Organisation' into the survey.
3. Make sure you select 'Yes' (or similar) to your 'Consent Question' so that this answer will be put in the queue for publishing.
4. This response will then appear within the Moderation queue, or (if no other response fields completed, other than the Publishable File Upload) will automatically progress to the Approved Responses.
5. Review and Publish as with other responses.

Files uploaded in this way will appear at the bottom of the individual response, under 'Offline answers':

"Offline answers section at end of the response says that the following answers have been submitted offline (for example by post, then scanned, review and uploaded. There is a link to an example png file for a diagram of a respondents ideas for a new school"

 

Publish a file uploaded by a respondent as part of their response

If you are offering respondents the opportunity to attach a file/files to their online response then you need to provide them with a public-facing file upload answer component AND also add in a publishable file-upload answer component to the same question. This is so that you can moderate and then re-upload their file to be published.

1. Set up the answer component to allow you to upload the file

Because files that you receive from respondents could infringe copyright, contain a virus or other unfavourable things, Citizen Space does not allow these files to go straight out to the published view. They first need to be moderated and then uploaded for publishing by you as an administrator.

In order to add a file that will be included in the published responses, you will need to add a Publishable File Upload answer component as an answer component to any questions where you have allowed respondents to upload their own files.

The Publishable File Upload answer component is only visible to those with response publishing activated. It can be found beneath File upload (see below image). This answer component will not be visible to the public. 

 

2. How to upload the file for publishing

Please note your organisation is responsible for any file that you upload.

1. From the Consultation Dashboard, select Analyse Responses (found in the Analyse and Tag Responses section)
2. Where a respondent has uploaded a file to their response, download this to your computer using the ' Download your existing response' link (circled in the screenshot)
3. Do any moderation and redaction to this file offline and re-save the attachment. If no moderation is needed you can re-upload the same file with no changes made
4. To re-upload, select the second 'Choose File' option (circled in screenshot) This is your Publishable File Upload answer component. Choose your moderated version of the file or re-upload the same one if no changes were needed, and save.


5. This file will now be approved for publishing so when you publish the rest of the response it will be published with it.

Files uploaded in this way will appear at the bottom of the individual response, under 'Attachments':

Please note that if you need to add a 'publishable file upload' question into your consultation once a response has already been published; remember to ensure that this answer component type is set to 'allow publishing'. You will also need to choose 'publish approved responses' again to ensure these responses are also made public.

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