How to use the Studies Organizer to effectively organize your studies

Overview

In this article we discuss the Studies Organizer and will cover:

  • Creating studies and organizing them into folders
  • Managing folders
  • Filtering and searching for studies

Studies and folders

The Optimal Workshop Suite allows researchers to conduct user research through the creation of multiple user studies. Studies can be placed into folders giving you the flexibility to organize them as you wish.

The needs of every organization differs, but some common organizational schemes might be:

  • Grouped by project
  • Organized by customer or client
  • Organized by individual teams or staff members  

 

The main interface for creating and managing studies and folders can be accessed via the ‘Studies’ tab. It’s divided into four key sections:

  1. Sorting and searching for studies
  2. Study and folder creation controls
  3. Filtering by tool and status
  4. Getting started guide
  5. Study and folder overview list

Getting started guide

The guide provides an overview of the studies offered by the Optimal Workshop Suite along with links to additional information that will help get you up and running as quickly as possible.

Prior to the creation of your first study this section will be expanded by default. Once you have studies or folders in place it folds away to free up space. You can always expand it again by clicking on the 'Getting started' link any time you want a refresher. 

Study and folder overview list

This overview list provides a view of all your studies and folders, summary information about your studies and controls to perform study and folder editing and management functions.

By default, you’re shown a top level view of all your folders. You will also see any studies that have not yet been sorted into folders. You can control this view using the sort, search and filtering capabilities.

Summary information

The overview list displays information about your folders, your studies, and provides edit and management functionality. The information displayed and the controls provided will differ based on:

  • Whether the item is a folder or a study, 
  • The study type e.g. Treejack, Optimalsort etc
  • The status of the study e.g. Draft, Active or Complete

 

Folder details

 Folder name

  Name of the Folder

 Study count

  The number of studies within the folder that match your current filter     selection

 Edit

  Rename or delete the folder

 

Study details

The information provided about studies depends on the status of the study:

Draft status

 Active status

 Complete status

 Reframer

 Shown for all states

 Study name

 Name of the study

 Type of study

 OptimalSort (open, closed or hybrid sort type), Treejack,  Chalkmark, Questions, Reframer

 Edited

 The date it was last edited and the name of the team member that  made the edit

 Please note that for studies edited prior to the addition of the Study Organizer (Dec  2016) only the  date will be displayed

 Edit

 Enter the study editing screen

 For details of this option, see the section on “Moving and managing  studies” below

 Draft state

 Preview

 Take the study in preview mode so you can see what your  participants will see.  

 Great for checking  everything is working before you launch!

 Active state

 Order  participants

 Buy participants using Optimal Workshop’s targeted participant  recruitment service

 Active and Complete states

 Launched

 Date study was launched

 Participant  Counts

 Number of participants that completed or abandoned the study

 Results

 View current study results

 Reframer study type

 Project  summary  information

 Number of sessions, observation and themes created

 Live view

 View notes currently being taken on active sessions

 

Folders

Folder are used to house one or more related studies. A folder may contain as many studies as you wish.   

Currently, folders may only house studies — storing folders within folders is not supported.

Creating folders

You can create a new folder by clicking the “Create new folder” button.  

 You will be prompted to give the Folder a name  

Once you’ve given it a name, the new folder will appear in the overview list ready for you to add studies to it.

Navigating folders

You can open a folder either by clicking on its name or on the blue folder icon. When you do so the overview list changes to show the contents of that folder. Clicking the folder again takes you back.

Studies

Create studies to conduct research into user behavior and to analyze and report upon the results of that research. The content of any given study varies based upon the tool you are using, however they’re all created and managed in the same way.

Creating a new study

You can create a study by clicking on the “Create new study” button and choosing the type of study you wish:

  • Treejack: Tree testing identifies where people are getting lost in the content of your site
  • OptimalSort: Card sorting helps you understand how people would organize your content
  • Chalkmark: First click testing captures your users’ initial impressions of yours websites designs
  • Questions: ask questions of users and collect their responses
  • Reframer: Make notes and observations during user research sessions, identify themes and trends faster

Once a selection is made, you’ll be taken to the study creation page of your chosen tool.

For more information about setting up studies, check out the Knowledge Base articles for each tool:

By default, if you are creating a new study in a folder, that study will be added to the folder automatically. If this is not the desired location, you can either select an alternative during the study setup process or move the study after you’ve created it.

Moving and Arranging studies

Studies may be moved in and out of folders, edited or deleted. There are three possible interfaces that may be used to perform one or more of these actions.

Drag and drop

The drag and drop option allows you to quickly move one or more studies into the folder you wish.

Select the study or studies that you wish to move. Click on the ‘cross’ icon and drag the selection into the appropriate folder. You can move a study out of the folder by dragging it to a ‘Home’ folder icon at the top of the screen.

Contextual menu

When you select a study or folder, a contextual menu appears allowing you to move and delete one or more studies:

  • Move: Move the selected studies to a location chosen from a drop down list
  • Delete: Permanently delete the selected studies
  • Clear selection:  deselect any selected studies

 

Edit menu

The edit menu allows you to perform a number of actions to individual studies.

Select the “Edit” menu to the right of the study and choose:

  • Edit: Enter the study editing screen
  • Move:  Move the study into a different folder
  • Duplicate: Create a new study that clones the settings of the current one
  • Delete: Permanently delete the study

Filtering

This section allows you to reduce the information displayed in the overview list to match your applied filter. You may choose to filter by a combination of study type “Filter by tool” and study configuration status “Filter by status”.

Applying a filter

Clicking a filter option will immediately apply it and the overview list will update to match your selection. Multiple filter choices can be applied simultaneously if you wish.

In the example below, filters have been used to find all folders that contain draft card sorts or survey forms.

Clearing Filters

Filters can be removed either by clicking on the label again to deselect, or by clicking “Clear filters” at the top of the filter section. The overview list will update immediately to reflect your changes.

Sort and search

Sort by

The order in which your studies are displayed can be controlled using the ‘Sort by’ dropdown list with options to sort by - Alphabetical order, Last edited date and Launched date.

Search

The search functionality works in conjunction with any filters you’ve applied, making it easy to restrict your search to the type of study you’re looking for. That said, if you wish to search across all of your studies, be sure to remove any filters you have applied.