Creating Auto Survey Campaigns



Creating an Automated Poll / Survey Campaign:


Instead of having volunteers make calls, you can choose to record polling questions and send them automatically.  Voters will respond to the automated questions with the keys on their phones.

NOTE: For the purpose of this tutorial, AutoPoll, AutoSurvey, AutoVoter ID, AutoVID will be used interchangeably.

Click the “Add New Campaign” button. This will yield:


On this page, input the following:

1. Calling Campaign Name. This should be something with a name and date that is easy to understand. For example: Joe Schmo’s Voter ID Likely Voter List 8/1. (partially entered above)

2. Caller ID Number. NOTE: A number should already appear here.  It is the system-wide default Caller ID, input by your team. You can change it. If you do change it, remember, people may try to call this number back - plan accordingly. The number you input can be represented in any normal phone format.   Typically it is: 2165551234, or 216 555 1234 or (216) 555-1234.

3. If you need a new Caller ID, you can reserve. Let us know.  Allow 1 week for delivery.

4. BE SURE TO CLICK “Save Calling Campaign”, to lock in any additions or changes you’ve made to this page.

After clicking the “Save Calling Campaign” button, you will be automatically taken back to the Campaigns List Page, where your new Campaign will appear:



The above screen-shot shows the new campaign:
Joe Schmo’s Voter ID- Likely Voter List 8/1.

You now must complete three major steps to finish creating your AutoPoll.
1. Enter the Script. (we’ll cover this in detail next)

2. Create, edit and upload the audio files.

3. Load the data (a.k.a. phone list, call list)

Let’s start building the script for the AutoSurvey, by clicking on Script Required.

Enter a Script Name. Keep it simple and direct. “AUTO VID” works well in this case. Alternatively, if you are doing a Survey/ Poll, you may want to use a name like: “AUTO POLL”.


Click “Continue” and you will find yourself at the Add Question Page:

Note that “Q1- Voting in November?” was already entered as an example. This is where you will enter the text for the questions.

The wording does not have to be exact, but should be enough to assure you know what question is being asked, when you look at this later. Also, it is xtremely useful to prefix each question with Q1-, Q2-, Q3- etc. to keep track.

Also entered on the above page is: “3” in the How many choices does the voter have for this question? box. This indicates there will be three options to this question

Once you’re done with this page, click “Save Question”, and you’ll be presented a page where you indicate what the three responses are.

Here, the three responses have been entered: Yes, No, Not Sure.


ALSO NOTICE that after each choice, the Jump to option is Next Question by default. You can change this to jump over questions that don’t apply. In this example, if the question: “Do you plan on Voting in November” is answered “No”, you may choose to skip to the end thereby cutting the call short and saving time.

It is best to alter the “Jump To” options after entering all fo the questions.


Again, this question box already contains an example question, but this time has 4 response possibilities. Clicking “Save Question” will yield:
 

Click “Save Choices” to repeat this process for the third question. See below:

Since this is only a 2 question survey, click “Discard and Continue”, to finish entering questions and you’ll be taken to the Script Summary Page:

 


Here you can review/edit your work. You may also enter additional questions or delete unwanted ones.

Once done, hit “Convert to Autocall”* and be taken to the Audio Upload Page.

*The “Convert to Autocall” button is only available to users who have hands-on experience with Victory VoIP survey management.

From here, “Choose File” to specify which audio will appear where. Notice that for this two question survey, four recordings are used: Intro, Q1, Q2, and Outro. When done, click “Upload” to upload the selected audio.

Once done uploading all of your recordings, this page will look like the following image.

Note: If the text under Autocall Status, in the upper third of the page is red, click the “Save Autocall Configuration” button.


Note: At any time, you can go back to “Choose” and Upload new audio files. By uploading a new file, the old audio is completely removed.

ONE LIMITATION: This can only be done if this survey is not currently running.

AUDIO SPECIFICATIONS: Details about how to record, edit and format audio appears at the end of this section.

At this point, click on “Back to Campaigns” at the bottom of the page or “Campaigns” at the top of the page and return to:


Notice that Script Required has been replaced by your script name in blue: Auto VID

Audio

As previously mentioned, the Convert to Autocall feature is only available to users who have had hands-on experience with Victory VoIP survey management. Regardless of this, to produce the necessary audio for your survey, the following steps are required: Making Your Audio Recordings

1. To create the audio, you must first record it. There are two common ways of doing this:

(A) Call your Victory VoIP Recording Line and follow the instructions there. The .wav file will be automatically emailed to us. If you do not have a Victory VoIP
Recording Line, contact us for one.

(B) Alternatively, you can make your own recording using
whatever means you have at hand.

2. Once the recording is done, it must be formatted as a .wav with the following characteristics: PCM Uncompressed, 8000Hz, 16bit, Mono. We find that WavePad or Audacity audio editing software work very well for this.

Wavepad via http://www.nch.com.au/wavepad/index.html,
Or
Audacity via http://audacity.sourceforge.net/

3. When making recordings, the following is of great importance:

(A) If calling the Victory VoIP Recording Line, use a high quality phone. Your response rate will suffer if a poor recording is used.

(B) Let us review your script for your first couple of campaigns. Not all automated polling system work alike, and you’ll want to take advantage of our system’s
characteristics.

4. Edit and Naming your recordings. (more on this below)

5. Email your final work to us for upload to your campaign, or if you have Convert to Autocall status, follow the upload instructions presented earlier in this section.

Editing and Naming Recordings

There are 3 sections to any set of recordings used in Victory VoIP surveys:
- The INTRO- Typically something like: “The following is a brief political survey”
- The QUESTIONS- ie. Q1, Q2...
- The OUTRO- The closing statement after the last question.  Often something like: “Thank you for your time. Good bye. This call paid for by...”

After making your raw recording, it is time to edit. Since there is a bit of technique to this, feel free to ask us for assistance, until you get a knack for it. In a nutshell, when you are done editing you will have created and saved four audio files (in the case of the two question VID we are doing here).

When Naming your audio files, we ask that you use the Q000, Q001, Q002...Q999 nomenclature shown here, as it GREATLY reduces the possibility of error.
 
 
See the following screen-shot:
 
 

The above screen-shot shows the JOE SCHMO VID file for this project. You will see there is one .CSV file (that’s the Call List), followed by the four .WAV files that were created from the original raw audio.

Once you have completed the above, email the audio files to us for upload to the appropriate campaign. If you have Convert to Autocall status, you can load the audio files yourself.


What the actual Script for this Campaign could be

Q000-INTRO-JoeSchmo-VID.wav
“The following is a brief 2-question political poll.”

Q001-JoeSchmo-VID.wav
“In the upcoming election this November, do you plan on voting?  Please press 1 for Yes, 2 for No, or press 3 if you are unsure.”

Q002-JoeSchmo-VID.wav
“Do you consider yourself a Republican, Democrat, Independent or Other? Press 1 for Republican, 2 for Democrat, 3 for Independent, or press 4 for other.”

Q999-JoeSchmo-VID.wav
“Thank you very much for your time. Good bye. This call was paid for by Joe Schmo for Congress.”

Uploading a Call List:

(a.k.a. Data list, Phone list)
The next step is going to be uploading your Call List.  To add the Call List, you will first need to decide on a format. There are three choices:

1. Victory VoIP (see below screen-shot)
2. Wildfire
3. Voter Vault Survey Format (what the RNC uses)
All of these can be loaded as .XLS, or .CSV files (.CSV is a faster upload).


 
NOTE: Not all of the columns need to be populated, except for the Phone column. Here, you must use a 10 digit phone number.  Any standard phone format will work: (216) 555-1234, 2165551234, 216-555-1234, etc.

Regardless of the three data formats you choose, the method of upload is the same. In this example, we will continue to use the Victory VoIP format.  Starting from the Campaigns List Page.

 
Click on “Browse” and locate your properly formatted .CSV or .XLS phone data, then “Upload”. You can also click on “Add more files” if you have additional files to upload. All of the phone numbers will be uploaded and duplicates eliminated. (See below)


Once your file is selected click the upload and then it will show you how many numbers have been added.


The above shows actual results: 22919 records were attempted and after automatically removing duplicates, and improperly formatted numbers, 22033 were successfully uploaded.

Testing Before Launch
Now you’re ready to test what you have done. To begin, click on the campaign name. In this case:

(#3) Schmo’s Voter IDLikely
Voter List 8/1


And you’ll be taken to the Campaign Page:


Start by confirming all of the inputs have taken place correctly:
• No red should appear in the top row (Campaign, Scrip, Phone List). If there is, you have to go back and add that data.
• Caller ID.
• Timezone

If you change the Caller ID or Timezone, MAKE SURE TO click on Save/Update Campaign to lock in your changes.

Test the Campaign
(This is your opportunity to listen to what your audience will hear and enter responses)

• Enter your phone number with area code in the Test Numbers box then click on Update Test Numbers.

• Next click on Send Test Call. After a moment, your phone will ring.

• Answer it as you would normally, and the INTRO recording should start.

• Listen to the entire survey, responding to the questions as they are presented. NOTE: If possible, respond to the last answer in each question. This assures all the response options are represented. That is, if there are 4 answers to a question, press 4 as your response.

• When complete, hang up.

When finished, return to the Campaign Page to see your responses:
(See bottom right. The responses were 3 & 4)


Once you are certain everything is as you expect, click Start Robocall to start the campaign’s first pass.

Below is a screen-shot from a survey that has been running for a little over an hour.


 
 
There appears to be a lot here to monitor, but with a little experience, this will become simple to follow and extremely useful.

NOTE: At any time you can Export Data (found in the Respondents column). This information will be sent to you as a .csv file. 

On the bottom half of the page you’ll also find a pie chart that will also help you navigate your progress (see next screen-shot).


The following screen-shot was taken for a survey that has running for about 8 minutes.




Once the survey completes its first pass, it is likely you will want to run additional passes at different times of day.

The following is a successful generic calling format. Keep in mind that your call and calling Universe are unique and will likely require a modified version of this:

Successful Run Format for an AutoSurvey:
0) Test- The Audio must be Clear, Good Volume, and to the
point. Imagine a 70 year old grandmother getting this call.

1) Start Robocall: First Run (run to completion)
2) Run Failed/Busy Numbers (run to completion)
3) Remove “Failed” Numbers
4) Reset “Called” & “Busy” to “Re-Call” status
5) Run Re-Call Numbers (complete run)
6) Reset “Called” & “Busy” to “Re-Call” status
7) Run Re-Call Numbers (run to completion)
8) Run No Answer Numbers (run to completion)
9) Reset “Called” & “Busy”
10) Run Re-Call Numbers (run to completion)
11) Go to 3 and repeat

The runs in RED are major runs. The rest of the activity is mostly ‘housekeeping’. You will want to space out major runs and run them at different times of the day* (to capture different populations). It is common to Run Re-Call Numbers 2x per day.  Depending on your goals, budget or time available, you may end
up running Run Re-Call Numbers 6-10 times.

*Useful run times:
M-F - 9am-4pm, 5:30pm-9pm
Sat - 10am-9pm
Sun - Noon-9pm

- Special note about Friday, Saturday and Sunday- Know your population: Many go to church or temple during these days, ALSO, Football (college and pro) should be considered on Sat and Sun.

- Special note in general: Be aware of the weather. If it is the first sunny day in a while, expect fewer people to answer their phones. If it is a rainy, miserable day, you may have slightly better luck.

AutoSurvey Statistics - Overview:
When conducting your own survey, you will now also see the the AutoSurvey Statistics box:


This tool shows a running average of the campaign’s current run’s success, as measured in Responses / Call Attempt.

It will take a little to get a feel for what is being presented during a run. Keep in mind that if the project has only been running for a 2 minutes, at a lower speed- perhaps 3,000 calls/hour [3000cph @ 2min => 100 calls] the results will be statistically nonsensical.

How To Use:
Start a run then click on the blue “Update Now.” This will refresh the statistics. A time stamp will appear to show the last update. Resist the urge to keep refreshing every few seconds.

Once the run is done, and a new run initiated, the statistics will show results for the new run only.... EXCEPT “All Runs” at the bottom. This row maintains a running tally for the entire campaign.

How To Interpret:
When “Update Now” is clicked, the values are refreshed with current information. The time slots: 10Min., 30Min., 1Hr. 4Hrs.  describe running average periods. So, if the run has been operating for 5 hours, the 10Min. slot will only look back 10 minutes, and as a result will have the most volatile results. The 4Hrs. slot will look back 4 hours and tend to be a steady number.  As mentioned above, “All Runs” keeps track of results for the entire campaign.

What to Expect (Results)
Results between 15.7% and 0.3% have been seen. It all depends on who you are calling, what your message is, how it is presented, and when you call.

Typical Results
“First Run” 2% - 6%
“Run Re-Call Numbers” after 3 passes ~2%
“Run No Answer Numbers” ~1%

[Stop Now] (how to stop an active autocall) Below is what an active Robocall looks like.  Note the red *Robocall active* - This means calls are taking place. IF AT ANY TIME, YOU WANT TO STOP MAKING NEW CALLS, hit [Stop Now].

When you do this, no new calls will be placed, however calls in progress will not be interrupted. As a result, *Robocall active* may remain on for close to a minute in some cases.

Conclusion
If you do not have ‘Convert to Autocall’ permission, Please contact your Administrator or your VSP.  If you have special requirements, contact us or your VSP. We understand that politics are dynamic and we want you to succeed.


Running Reports and Exporting Data for Live Calling Campaigns

There are two ways to select a campaign for reporting:
• Click on the “Reports” option in the top navigation bar, then select the desired campaign.
• From the Campaigns List Page, click on the “Generate Report” link in the row containing the desired campaign.

After selecting the campaign, specify the date range, then click the “Run Report” button. You will then be presented with a summary page of that campaign’s
activity for the chosen dates.

Exporting Report Data
Under Results Data Export to CSV are several links to various report formats. Below are what each of the formats contain.







 

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