April 18, 2013|Checkbox Blog, Checkbox Tips & How-To's, News|

Every year around this time, hundreds of spring cleaning tips and tricks start popping up across the Blogosphere. This year in particular I’m noticing a lot of helpful “how-to’s” about decluttering not only your physical world, but your digital one, as well.

I did a quick search for “spring cleaning” in my own cluttered inbox and I’m embarrassed to admit that I had search results showing up from 2008. I am officially an email hoarder. The clean-up doesn’t stop with email, either. We each have our own personal online empires to keep track of. In addition to email we have to organize our web-based photos, calendars, documents, contact lists, and yes, even our online surveys.

This spring, why not take a few minutes each day to tidy up your Checkbox account? Below are a few tips for keeping your Checkbox surveys and users safe and clutter-free:

1. Organize surveys into folders. Whether it’s by region, date, or some other category, establish a folder system that works for your organization. If you have multiple users accessing surveys and reports, be sure everyone is in the loop as to what belongs where.

2. Organize users into groups. Implementing user groups makes tasks like sending targeted survey invitations and setting access permissions for a group of users quick and hastle-free.

3. Make sure your user data is up-to-date. When uploading a list of users that already existing within the User Manager, Checkbox gives you the option to update existing user data, such as user roles, group memberships, and profile properties. This feature makes is easy to keep your user data current. Another way to update user data is to send a survey to existing users that includes a Profile Property Updater item. This item allows registered Checkbox users to update their own user information.

4. Export all surveys and responses and create backups. This should really be done on a regular basis to avoid having to do it all at once (most likely during spring cleaning time!). Backing up survey and response data is especially important if you have multiple users accessing surveys. If someone accidentally deletes a survey, you want to make sure you have a copy somewhere safe.

5. Filter surveys by keywords like “test”, “sample”, “example”, “copy” or other words that may indicate inactivity. These might be good candidates for removal. Remember to always export and backup copies of surveys before deleting.

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