Release notes of October 26th 2022

Management module in Focus Feedback

Have you ever worked in Focus Feedback Admin? Then you are probably familiar with the ‘management’ part from the left menu. A number of things have now been transferred and we discuss that in these release notes. All modules discussed here must be activated for users via user authorizations before they are visible in the application. So many of you will not see any changes yet.

Answer tables
This module has been explained in the previous release notes, check those notes over here. 

Survey categories
Survey categories are used to cluster surveys within a group. Users can create, delete, and update survey categories. 

Mapping tables
Within the Mapping Tables, data is mapped from code to associated descriptions. For example, when importing data, a region code is added, and that region code is assigned to its description (N = North). All possible Mapping Tables are enabled: Regions, Tech Group, Product Area, Product Division, and Payment Method. Here you can create, delete, update, import or export and manage the codes and descriptions.

Employee & Partner tables
Within the employee and partner tables, data is mapped from code to associated information. For example, when importing data, an employee code is added to customer data, and that data is linked and shown in the feedback details. You can find all the settings for this here. All possible mapping tables are enabled: Technician, Dispatcher, Pre-prepper, Counselor, Service Partner, Dealer and Front Line Agent. Employee & partner codes can be assigned to the corresponding persons: unique number, name, surname, email, region, and department. Here you as a Focus Feedback user can create, delete, update, import, or export tables, and a workspace is created to manage the tables.

Salutation
This module offers the possibility to easily change the header of automatically imported data. This is about data imported through an SFTP server or API, not through manual import processes. Some CRM systems do not have the ability to deliver the required salutation correctly. With this module you can, for example, convert gender (male/female) into the correct salutation (Mr. Mrs.) for sending e-mail invitations. You can decide for yourself which salutation you want to use by creating, deleting, or updating it yourself. The management of the salutation settings is also done via this module.

Tags
You can add tags to dashboards or comments in various places in Focus Feedback. However, tags that have been created multiple times or that are spelled incorrectly cannot be changed in the other Focus Feedback modules. Within this module, you can manage, create, delete or update the tags. 

Wordlist
If you are using the export module of Focus Feedback, you can use the ‘wordlist’ function to export data that contains certain words in the answers to the open questions. Here in the Wordlist management function you can create, delete, update and manage different clusters of topics in the Wordlist.

GDPR report
The GDPR legislation states that end consumers may request an organization to view all personal data stored by the company at any time. With the GDPR report, you can generate a PDF file that shows all stored data for a specific customer. Here you can search for a specific email address or phone number to link all data together and export it to a PDF file. Permanently deleting the personal contact information of customers is only possible for employees of Focus Feedback, so please contact us when that’s needed. 

Blacklist
Recipients of the email invitation can opt out of further receiving messages via Focus Feedback. Here you can see in the blacklist which customers have unsubscribed from the service. This data will remain visible in the Blacklist for three months until the data is encrypted and can no longer be viewed. Of course, the software does remember which people are no longer allowed to receive invitations.

Mailing list
In the Mailing list you can see all recently sent data to customers. The new mailing list has been expanded to allow you to analyze the last message sent and examine which have ever been sent or blocked by the system.

Import module expanded

The new modules: Mapping tables and Employee & Partners tables in Focus Feedback have been expanded with an import module. As you have read before, these are tables where you can create, delete and update data. The import module allows users to import data from .csv, .xls, or .xlsx files into the Focus Feedback tables. The import module guides the user through three steps to ensure that the format of the file is saved correctly in the system.

Step 1: Upload a file

1. When opening the import module, click on the file icon to upload a file in .csv, .xls, or .xlsx format from the computer to Focus Feedback
2. When you are uploading a file, you can choose an existing import template or leave this field blank for a one-time import. Choosing an existing import template is useful when doing a repetitive upload, the application will remember the old settings in the following steps.
3. The field separator is automatically detected in your file. If the application detects the field separator incorrectly, the user can manually set the correct field separator in this field.
4. The application previews the file at the bottom so that the user can verify that the columns are properly separated and the correct file is selected.

Step 2: Match Columns

1. On the left, the application creates a row-by-column in the uploaded file
2. The drop-down menu “Lookup matching fields” allows the user to match a column with one of the possible database fields of Focus Feedback.
3. On the right side, the application gives the user some information about the column.
4. If the user does not want to import a column, the ignore mapping button must be pressed. This column is then not imported into the system.
5. When a database field is selected (see number 2), the user can click on the confirm assignment to complete the selection for that row. Repeat this process until each imported column is confirmed or ignored.
6. Some imports have the key icon set automatically and others require the key fields to be selected by the user. The key field determines which column is used to match the data with pre-existing data within Focus Feedback. For example, in the figure, the Code column is selected as the key field. When this file is imported and the code N already exists in the database, the description is updated if a code is not found in the database, a new record is created.

Step 3: Check the Import

1. If no template is selected, at the end the application gives the user the option to create a new import template after all or leave the field blank to create a one-time import.
2. The application gives the user some extra information. When data is displayed incorrectly in the example below, these are the most common causes and the user may need to modify the original file to ensure that the data is imported correctly.
3. The application gives the user an example, but now the data is connected to the fields of the Focus Feedback database instead of the file columns as shown in step 1. When the user is satisfied with how the application will import the data, he can /they click the import button. The application will now upload the file data to the Focus Feedback database.

Remember filters when navigating Focus Feedback

If you work with Focus Feedback, the filter screen is probably well known. The filter screen is included in the following modules: Responses, Classification, CLF Bucket, Export. It can be seen immediately as a pop-up after opening or you can open it via the funnel button on the right side in the bar. Here you can set the desired filters. From now on, Focus Feedback will remember all filters that the user has set for all these different modules. Do you return to a page where you previously set the filters? Then the module will load automatically with the desired information. This ensures even more ease of use!

Improvements

• The ‘survey response details’ in the screens: Responses, CLF details, NPS Verbatim analysis, Callback Selector and Response Information now contain two new fields. Namely a unique number and a description. This is part of the customer data in Focus Feedback after this data has been imported.
• Within the Export module, the table headers gave the user the impression that the columns could be sorted. However, this is not possible, so the icon has been removed.