Change the Cutoff Date for ALL Participants

How to Control the Cutoff Date for Events and Participants

Overview

At midnight, US Central Time, on the cutoff date you specify on the Add/Edit Event screen or Event Information screen, PDI will start to process the feedback reports of any Participant setup for that event. After the cutoff date, Participants and their Respondents will no longer be able to access the questionnaire.

You can make changes to the cutoff date, anytime before midnight on the cutoff day. You can:

1. Change the cutoff date for all Participants and associated Respondents, or

2.Change the cutoff date for some (one or more) Participants and associated Respondents.

Change the Cutoff Date for ALL Participants

Anytime prior to midnight, US Central Time, you can change the cutoff date for the event. This will automatically change the cutoff date for every Participant (and Respondent) in that event. You can move the date to an earlier date, so that Feedback Reports print sooner than originally planned, or you can extend the date to print the reports later and give people more time for data collection; the process of changing the date is the same.

1. Under the Event Management/Status function, click on Quick Search, then Event to locate the event for which you want to change the cutoff date. You can use any of the search criteria to find your event.

2. Click on the Event Information View link and the Event Information screen will appear.

3.Click on the Calendar icon ( ) and the calendar will appear. Select a new cutoff date, which can be earlier or later than the current cutoff date. This is the date that PDI will start processing the feedback reports. The new date will appear on the screen.

4.Click the Save button at the bottom of the screen. In this example, the cutoff date was changed from March 18 to March 25.

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Change the Cutoff Date for SOME Participants

Anytime prior to midnight, US Central Time, you can change the cutoff date for the event for one or more Participants in the event, by moving them to another event with a different cutoff date. This will automatically change the cutoff date for every Participant (and their Respondents) in that event. You can move the date to an earlier date, so that Feedback Reports print sooner than originally planned, or you can extend the date to print the reports later and give people more time for data collection; the process of changing the date is the same.

To change the cutoff date for some of the Participants in an event is a two-step process.

1.Create a new event with a different cutoff date (or you can move Participants into another event that has already been set up).

2.Select and move the Participants into the new event.

Create New Event

1.Under the Event Management/Status function, click Add Event.

2.Create a new event, with the new cutoff date. If you had made changes to the Participant’s billing information, they will carry over to this new event. Click the Save button. You now need to locate the event the Participants are currently in, so you that you can move them to this new event you just created.

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3. Under the Event Management/Status function, click on Quick Search, and then click on Event to locate the original event. You will move people out of this event. You can use any of the search criteria to find your event.

Move Participants

4. Click on the Status View link and the Event Status screen will appear.

5.Click the Participant Status Status link for the project that contains the Participants you want to move. (You’ll need to repeat this process, if you have Participants you want to move that are in another project within this event.)

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The Participant Status screen will appear: (If you need to make changes to the Participant’s information, do it before you complete the move to the new event. To do this, click on their name, make changes, and then click Save.

6.Click the checkbox(es) in the Select column, to indicate which Participants you want to move. Click the Move button and the Move Participants screen will appear. The Participants you selected will be displayed on the screen.

7. Now, using the new event for selected participant(s) drop-down list, choose the event you want to move them into – this is the event you created in Step 1.

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8.Click the Save button and the Participant Status screen will appear for the new event.

The Participants on the screen have now been moved into the new event, and the feedback reports will be processed using the cutoff date for this second event.

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