ENGAGE HELP CENTER
Participant list
Learn how to track the participation rates and review the response submissions to your project.
Administrators can keep track of the participation rates and response submissions both at the project and activity level.
Project participant list

The total number of the unique project participants, who haven't revoked their consent to participate in the project, can be viewed in the Developed projects page. It is displayed at the bottom of each project card.
If the activity settings for participation without registration have been selected, the participant number displayed on the project card will always show "1".

The total number of the participant response submissions in such projects will have to be checked on the activity level.
Review the project participants list
After selecting the number of the project participants, the detailed list of project participant submissions across all the activities of the project will be displayed in the Project participants section. It will be possible to see the title, status, date and type of the participant's submission, as well as their email address or ID number depending on the combination of project and activity settings selected. It will also be possible to review the Response alerts set up for the project activities.
Activity participant list

The administrator can access the list of activity participants in the Activities view of the project. The number of submitted responses will be displayed at the bottom of each activity card.
The number of submissions will exclude the ones of the participant having revoked their consent to participate.
Review the list of activity submissions
After selecting the button Total submissions on the desired activity, the detailed list of activity submissions will be displayed in the Participants section. It will be possible to see the status and time of the submission, as well as the participants' email address or ID number depending on the combination of project and activity settings selected. It will also be possible to review the Response alerts set up for the activity.
It is important to note the difference between the number of project participants and the number of activity participants.

The former shows the number of the unique participants of the project. The latter shows the number of all participant submissions. It could mean several completed activities by the same participant if the activity settings allow multiple submissions.
The activity submissions registered by the administrator will also be included in the activity Participant list.
The Participant filter will compile all of the participants - participant profiles created by the participants registering on Engage with their email addresses, as well as administrators registering participant activity submissions on Engage on their behalf and assigning ID numbers to them or allowing Engage auto-generate and assign participant ID numbers.
Find out how to Register participant activity submissions.
Filter project participant and activity response submissions

It is possible to apply various filters in the sections Project participants and activity Participants, thus narrowing down the specific information of interest.
Filter by activity
In the Project participants view, it is possible to filter out and review the submissions to specific project activities.
Utilize the options "Apply" and "Apply filters", "Clear all" and "Clear filters" to enable and clear the filter selection.

The options Apply and Apply filters will enable the filters selected in the regular and advanced filter sections accordingly. The options Clear all and Clear filters will swipe the specific filter section or the entire filter selection across regular and advanced filter sections accordingly.
Filter by participant
In the Project participants and activity Participants sections, it is possible to filter out the responses of specific participants on project and activity level respectively and review the response submissions individually.
Filter by Response alerts
In the Project participants and activity Participants views, it is possible to filter out the participant responses in which specific Response alerts have been triggered - the participants have selected specific pre-defined answers to the activity questions.

Read more about Response alerts.
Filter by date
In the Project participants and activity Participants views, it is possible to filter out the responses submitted on a specific date or period of time.
Filter by activity type
In the Project participants view, it is possible to filter out the responses submitted by the activity type.
Advanced filtering functionality
The advanced filtering functionality available after selecting the button Filter can be applied in both the Project participants and activity Participants sections. This functionality covers filtering out only Each participant's recent answers and responses with specific URL variables if any have been set in the public sharing link of the activity previously.
Each participant's recent answers
This filtering option, that can be applied to both the Project participants and activity Participants sections, provides a selection of the most recent responses of all participants which. This functionality can be crucial if the activities are set up so that the participants are required to resubmit their responses with a certain time interval, e.g., once every two weeks.
Filter by URL variables
Read more about setting up URL variables in the public sharing links of Engage activities that can later be used to filter out specific response submissions in the Project participants and activity Participants sections.
Detailed submission review

Individual participant submissions can be selected for a detailed review when clicking anywhere on the submission of interest.

Review the individual participant's answers
In the section Answers of the pop-up window displaying the selected submission, the responses given by the specific participant will be seen. The specific submission will also be possible to be downloaded in PDF format.
Depending on the Activity settings, in the detailed submission view either the participant's e-mail addresses (Access setting Only authorised participants) or the Participant ID numbers (Access setting Without authorisation) will be visible.
Review individual Consent submissions
Detailed view
Each Consent activity submission can also be reviewed individually in detail to see the consent document that the specific participant has signed. Additionally, the signed consent document can be downloaded in PDF format.
The downloaded consent document will include details regarding the time and method of consent confirmation.

Documents signed with the eParaksts identity will feature an electronic signature timestamp embedded within the PDF file, thus serving as a legally binding document equivalent to a paper document signed by hand. However, documents confirmed with an email account will display an additional information block at the bottom of the document.
Consent activity versions
Whenever a participant changes their choice in the consent questions, the date and time of the last consent update will be visible in the detailed submission view along with the date and time when the consent activity was originally submitted.
Review the Report displayed to the participant
Similarly, in the section Report of the pop-up window, it will be possible to review the report that has been tailored for the specific participant.
Review the detailed profile information of the participant
The detailed profile information of each participant can be accessed in the expandable participant ID section.
If the project settings state that anonymized data about the participants will be used, only the ordinal participant ID number will be displayed.
If the project settings state that full data of the participants' profiles will be used, the participants' email or the ID number assigned by the administrator or auto-generated by Engage will be displayed.
Detailed information on the individual participants can be found in the participant ID section of the individual response window
Activity answers in a table view

It is possible to view the participant answers not only as a list of separate submissions, but also review them in a table view in the section Answers.
Table view enables the administrators to better navigate the participants' submissions and filter the necessary set of elements to review them in-platform.
Additional functions
Some of the functions that the table view offers include:
- filtering answers among all of the submissions with the help of Search function enabled for each question of the activity;
The specific answer filter operates only in-platform.
After applying the Excel or CSV file export function of the Answers table, all of the submissions will be downloaded.
- hiding questions from the filtered view by selecting the icon of striked-out eye;
The hidden questions can be re-added to the filtered view by selecting them from the dropdown menu Show column.
- exporting the information of table view to Excel or CSV format.
The export file will not contain the questions hidden when adjusting the table view, as well as the participant ID numbers or email addresses. However, the answer filter will not be applied and all of the submitted answers will be downloaded.
Archive activity submissions

It is possible to archive activity submissions made by participants, which, in turn, triggers their permanent deletion in time. Activity submissions can be deleted in the Participants view of an activity or Project participants view of a project. To start the activity submission deletion process:
- Open an individual activity submission,
- Select the bin icon,
- Select the reason for archiving the submission,
- Select Archive.

The activity submission will be archived immediately and will be permanently deleted after 90 days.
When all of a participant's answer submissions are archived, their profile will remain accessible among the project participants for an additional 90 days.

After the 90-day period, both the entire set of archived activities (assuming all activity submissions have been archived) and the participant's profile will be permanently deleted
To retrieve the archived activity submission, reach out to the Longenesis Support team within 90 days.

Contact support@longenesis.com within 90 days after archiving the activity submission to restore it. Note that the process becomes irreversible after 90 days.
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