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Alert Respondent Report

(Advocacy Reports)

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The Alert Respondent Report lists the individuals who responded to a particular alert or to alerts associated with a particular Issue.  For each respondent, the report provides the first and last name, the federal, state house, and state senate districts from which they responded, the number of responses received, and the response date(s) for each response.  The report also includes detailed information for call responses, such as the call contact name and call notes.

Using the Alert Respondent Report

Use the Alert Respondent Report to show:

  • Respondents to a specific alert, by first and last names
  • Respondents to alerts associated with a specific Issue, by first and last names
  • The Federal, State House, and State Senate districts from which they responded
  • The number of responses received from each respondent
  • The response date(s) for each response
  • Response Text that was provided by the respondent
  • Details of call responses such as contact type, contact name, call response, and call notes
  • Source Type, Source Code, and SubSource Codes for the responses, where available; for example, if the response resulted from a Forwarded Email, the Source Type would read Forwarded Email, the Source Code would indicate the name of the Email Message, and the SubSource Code would provide the actual link that was clicked.

To run the Alert Respondent Report

  1. Choose Data Management on the navigation bar and then select Reports from the drop-down list that displays to open the Report Selection screen.
  2. Click the plus sign (+) beside the Advocacy Reports folder to display the contents of the folder.
  3. Click the link for the Alert Respondent report.
  4. On the Configure Report Options screen that opens, use the Alert drop-down menu to select an alert on which to base the report,
    Or,
    Click the Issue button, and select a specific issue from the Issue drop-down menu on which to base the report.
  5. Leave the State/Province drop-down menu set to All States, or choose a specific State or Province.
  6. Select a Response Date for this report. Options include:
    • Predefined Date Range (such as All Dates, This Month, This Calendar Year, This Fiscal Year, etc.)
    • Custom Date Range (choose exact dates from the date menus provided)
  7. Provide a Label for this report to help you identify it at a later time. (If you do not provide a label, "Alert Respondent Report" and the date will identify the report.)
  8. Click Submit Report. The Report Results list displays with Queued as the Status of your report.
  9. Click Refresh this page to update the Status of the report.
  10. When the Status indicates that the report has been Completed, click one of the following links in the Actions column for the report:
    • View - Display the report on your computer. You can then print Print Icon or download download_icon the report from the displayed view.  You can also click on Add to My Reports, provide a brief Description, and click Save to add this report -- with this configuration -- to the My Reports folder.
    • Download - Download the file to your local computer or shared network resource.
    • Print - Print the report via your standard Print application.
    • Delete - Delete the report if you no longer need it.

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Viewing the Results of the Alert Respondent Report

The Alert Respondent Report provides information about all individuals who have responded to (taken action on) a specific alert or to alerts associated with a specific Issue. The report contains the name and address of each respondent, source information for each response where available (for example, if the response came from a forwarded email), federal and state district information, the number of emails, faxes, printouts, calls and Tell-a-Friend messages each respondent sent, and the response date, mechanism, and altered text supplied. It also provides details of call alerts, including call notes and contact name.

FIELD

DESCRIPTION/CONTENTS

Action Alert Name

Name of the alert associated with each response

Action Alert Internal Name

Internal Name of the alert associated with each response (for an Action Alert only)

Last Name

Last Name of each respondent for this alert or this Issue

First Name

First Name of each respondent for this alert or Issue

Street

Street Address of each respondent

City

City of residence of each respondent

State

State of residence of each respondent

ZIP

Zip Code of each respondent

Email

Email address of each respondent

Alert Type

The type of the alert listed in the corresponding Action Alert Name field: Action Alert, Call Alert, or Vote Alert

Source Type

Source of the response, where available; for example, Email (original), Forwarded Email, Tell-a-Friend, eCard, Web Link

Source Code

Value related to the Source Type; for example, the forwarding user’s name, the name of the email message, or the name of the eCard campaign

SubSource Code

Value related to the Source Type and the Source Code; for example, the URL of the link that was clicked

Federal District

Federal District for the respondent, if the alert is configured to direct to Federal representatives

State House District

State House District for the respondent, if the alert is configured to direct to State representatives

State Senate District

State Senate District for the respondent, if the alert is configured to direct to State senators

Number of Emails

Number of emails sent by each respondent on a particular date

Number of Faxes

Number of faxes sent by each respondent on a particular date

Number of Printouts

Number of letters printed out by each respondent for mailing to the target audience

Number of Calls

Number of calls logged by this respondent

Number of TAF Forwarded

Number of Tell-a-Friend messages forwarded by each respondent

Response Date

Date and time of each response (if constituents responded on two different dates or times, they will be listed twice)

Response Mechanism

Typically Web

Response Text

Any text that was added to your message by the constituent

Recipient Name

Name of the recipient of the alert response

Call Contact Type

The type of contact with whom the constituent actually spoke, if this was a Call Alert; for example, Office Assistant or Legislator (this value is entered by the respondent when logging a call)

Call Contact Name

The name of the contact with whom the constituent actually spoke, if entered by the constituent when logging the call

Call Response

The call response button selected by the respondent when logging their call; for example, 'Not familiar with the issue' or 'No answer'

Call Notes

Any notes added by the respondent when logging their call

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