Comment Management, Reporting and Analysis

Reporting

Comment reporting and auto-tagging analysis are applicable and specific to each document. Once the review or feedback period has ended, follow the steps below to analyze the results.

• On the Edit tab of your document or discussion, set commenting to closed with Archived: Comments Closed, Comments Visible.  Both Managers and Administrators will be able to comment on documents after commenting has been archived, allowing those roles permission to answer or reply to comments after commenting is closed to the public. This will leave comments visible for transparency purposes but your site will no longer accept any new comments or changes to existing comments.  
• A reply to a comment by another participant or admin/manager will receive a unique comment ID and display on a separate line in the system and within reports. Reply comments will be indented to reflect a reply to a parent comment. 
• If you have comments Completed and Hidden, this will hide comments on the document and on the reporting.

If you have not already done so, you can review comments at a glance from the Comments tab of your document.  Using the manual or auto Tag feature on the Comment tab, you can categorize comments along themes that you and your team find useful.  

Enabling Comment Auto-Tagging 

This can be enabled by document>edit>scroll down to AI Services>enable comment auto-tagging>add your categories to the tags>Save

• Tips: 
  • Adding specific categories for tags will improve the quality of the assignment by the system.  Keep in mind that very general categories or broad terms will result in a broad application across comments. 
  • Create a list of tags with definitions for your own record.
  • Will assign up to 3 categories with the highest relevance to the comment. 
  • There may still be tags that need to be manually added, adjusted or deleted. 

Those tags can later be used to filter comments and run reports. 

Comment Summarizer - If enabled, Konveio's generative AI will now summarize long comments dow to their main points automatically, so you can familiarize yourself with the data at a high level or remember what comments er about with a quick scan.

Report Tab of your document, you can now see how many visits your document has received, see how participants categorized their comments by type, comments by your tags, and a high-level overview of the sentiment in the comments received. Under Report Type you can choose to download a report of the comments either in PDF of CSV format. 

*Please note: Your document view count will not include any views that took place before your site received the March 2022 update.  This feature will include duplicate visits to a document. In Beta.

• All reports include “bubble” location reflected in a numerical count.  Comments are counted and giving a location by "parent" comment.  Any reply to a parent comment will included in the "parent" count.  When examining the count on the PDF file and CSV file, the CSV may reflect more line of data vs the comment count in the bubble location on your PDF reporting.   
• Downloads can be filtered by Type, Tag or Sentiment, and either include or exclude unpublished comments.  Hover over the circle chart to see the comments by count.  
• Settings allow you to include/exclude: 
  • unpublished comments, footer on PDF exports, links on reports, agreement (thumbs up/down from report.

 **Please note, reporting pulled using the Comment Type and Comment Tags filtering will pull comments and all replies associated with that filter.  This can potentially show additional rows of data.  In the example below, we filtered for comments coded with "Answer" as the type.  Comment ID 4 is the parent comment and Comment ID 10 is the second reply to the parent comment.  As the Comment ID is unique, if a registered user or administrator deletes a comment you will notice the number sequence will skip any deleted Comment IDs.  The Comment ID will be generated in numerical order across all documents on your site.  If multiple documents are actively receiving comments you may also notice the ID number skipping. 

 

• Select Documents - If your document contains multiple PDFs you’ll be able to generate a report containing individual or multiple.
• Report Type
  • Document with Comments by Page (PDF) - Everything at a glance, including comment icons with a numerical id for each comment.  At the end of each page a new page will be inserted with a consolidated list of all the comment id and comments. This provides an at-a-glance version ready to share with clients, constituents or decision makers.
  • Comments Only (PDF)
  • Comments Only (CSV) - Exporting to excel will include eight data points - who left the comment, comment, reply, location, file and page.  It is helpful to download the document with the comment ids only, so this will as in the first option has all the ids.
  • Comment Locations Only (PDF) -  Useful in combination with the CSV export, if you want to look up comment references from the spreadsheet.
• Download - option to hide footer on PDF, unpublished comments, , links on reports, agreement (thumbs up/down) from report.

Example exports:

• Download PDF export
• Download CSV export

Comments

By default, each site maintains a spam filter that will attempt to block improper use of commenting.  However, it is important to understand how to monitor and manage comments.  From the site Comments dashboard the administrator or manager is able to monitor comments from ALL documents within the site.  To download all comments, use the Export all Comments button. 

• Filter - by Keyword, Type, Tags or Author
• Published and Unpublished Comments - Comments are grouped by categories.  Within each category the Comment, Tags, Page, Author and Operation functions are present.
  • Tags - Manually add a tag to a comment by hovering over the pen & paper icon to bring up the box.  Auto-tagging can be enabled with the Advanced and Enterprise plan.  You will then be able to add or edit existing tags.  Click the checkmark to save the tag.  Predetermined tags added through the Settings tab will appear in the filter function at the top of the page.  
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  • Auto-tagging - Is enabled on the Adavanced and Enterprise plans allowing the system to run auto-tagging by document.  Commenting from the Settings tab will provide a view of comments across ALL documents and will therefore not display the auto tagging feature if enabled on specific documents. 
• Operations
  • Edit - manually edit or delete comments.  Deleting a comment will remove any record of the comment.  We recommend using the publish/unpublish as an alternative to deleting in order to maintain records of all comments associated with each participant.  
    • If deleting a comment, the administrator/manager will have the option to delete all comments or leave any replies to the comment being deleted.  If a registered participant is deleting their own comment any replies to that comment will remain. 
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    • Admins and managers can add comments or responses while commenting is closed to the public.  When commenting is disabled, no email notification will be sent out to give admins time to draft responses. 
  • Publish/Unpublish - is enabled at the point the comment is posted.  By clicking Unpublish a comment can be unpublished and removed the visibility of the comment from the document while maintaining the comment in reporting records.  If you find the need to unpublish a comment you can follow up with the individual who posted it (verified users only) under the Author section and privately email the participant.  Comments must be deleted if the admin/manager do not want them to show in the reporting. 

Comment Notification - the author for each document can elect to receive comments immediately or in a daily digest, depending on the account setting set up under My Account.  If elected replies will always be sent to the author regardless if the document is closed or password protected.                                                    

Adding Comments

Understanding how your participants will engage with information and leave comments.

Anonymous User

• If enabled, individuals will be able to add comments without registering on the site and verifying their email address.  By clicking anywhere in the document, the Comments box will open with a name and email field set by default.  If anonymous comments are not required to leave their contact information (see in Settings tab), the comment box will still populate the name and email field but users will be able to submit a comment without providing the information.  The comment will reflect Anonymous next to the date submitted.
• Once the user clicks on Add Comment, the Comment Summary box will populate with the comment.  
• Reply to Comments - Anonymous users can reply to comments within a document.
• Thumb Icon 
• View Comments 
• Edit/Delete - Anonymous users will not be able to edit or delete a comment once posted.

Participant - Registered User                         

Participant will become a registered user by providing a username and email address and agreeing to the Terms and Conditions of Use.

Once registered, a welcome message with additional instructions is sent to the email address used to register.  Use the one-time link to open the My Account tab in a new browser and create a password.

My Account - here a registered user will be able to manage their account settings. 

 

• Username
• Email
• Change Password - to change the email or password, the current password must be correctly entered on this page.
• Comment Notification Emails - Populated by default, indicates users will receive notification when someone replies to a comment. This can be turned off by using the dropdown to select “no notifications”

My Comments Tab - Summary of all comments made by an individual.  When commenting anonymously this functionality is not available. The user must register in order for comments to be tracked and summarized on one page. 

• Confirm - comments were posted  
• Edit - From the Edit operation the user is given the option to
• View Comment - the location where the document was posted within the document.
• Edit or Delete - Comments can only be edit or deleted when document is Open for Commenting.

Adding Comments - When the user is logged in, the comment box will open with Add Comment and Comment Type section.

 

• Comment Type - If enabled, a dropdown list will populate prompting the user to select a category for their comment.  The comment type will visible to other participants in the body of the comment.                                               
• Receive Notifications - this radio button allows registered participants a second opportunity to disable notification by comment.
• Reply to Comment
• Thumbs Icon

Comment Import

Use the import comments tool to analyze comments from other sources (emails, in-person events, surveys) with comments being collected on a pdf document.  With the comment import tool, you will be able to upload a list of comments from a CSV file to a desired document. 

• Administrator and managers have access to add a Featured Comment.  Add the featured comment, on the page and location where the imported comments will be located.  Select the radio button to feature the comment.  Once added, the featured comment will show up as a yellow bubble. 

• Click on the featured comment to access the import comment icon.
• The fields Date, Agreement, Status, and Tags are optional and will be automatically filled if left blank.  Date should be formatted as 9/09/2024 or 09/09/2024 and will be filled with the current date and time if left blank.  Status will be saved with the value 1(published) by default, use 0 if comments should be unpublished.  For Tags, provide a list of tags separated by comma and if the tags do not exist on the site, they will be automatically created.  If enabled, all AI analysis tools will automatically run for newly imported comment. 
• Download the template CSV file here.

• Choose file to select the saved CSV file from your device, click Upload and click Import.  The import function will run and once completed, view comments, theme or report tab to analyze all comments together. 

Once comments are uploaded to the document, users will be able to see comments from other sources and you will be able to manage all comments under one reporting tool.