Mobile project management

Role required: Customer Admin, or Channel Admin or Pro with a Mobile Add On role. See Video user roles.

Create and manage CaptureMe mobile projects from the Mobile screen in Video. This topic also provides guidance for generating the Project Codes needed for respondent project access, on using the app messenger, and assisting with respondent troubleshooting.

The following sections are included in this topic:

Creating a Mobile Project

Before you begin

It is best practice to create a new channel for a mobile project. Customer Admins can create a new channel via Channel management.

Channels are set to automatically process CaptureMe uploads for Machine Speech-to-Text (Machine Speech Recognition) and machine (Automatic) translation, for all supported languages. Customer Admins can review and edit a channel's transcription and translation settings, see Channel management Auto Requests tab.

If your account does not include a Customer Admin user role, contact Video Support via Medallia Knowledge Center to:

Create a mobile project

  1. Start from the desired Video channel and click Mobile.

  2. Click Create New Mobile Project.
    Tip: If the project is in more than one language, create a new mobile project for each language.
  3. In the Create Mobile Project modal window, complete all fields on the Project Details tab.Screenshot of the Create Mobile Project's Project Details tab

    1. Mobile Project Name (Respondent-Facing) — Required. This is the respondent-facing project name.

    2. Project Code Prefix — Required. Video recommends using at least 2-3 characters. The prefix is part of unique Project Code for participants (for example, DEM-01).

      The Project Code must be unique to the Medallia Video platform. If the platform displays the message This Code Has Been Used Before, select a different code.

    3. Project Expiry Date — Respondents will no longer be able to upload content after this date.
    4. Privacy Policy URL — Required. Insert a URL link to your privacy policy. If you do not have a privacy policy URL, input the Medallia Privacy Policy.

    5. Click Save draft.

    6. Click Next to move to the Tasks tab.

  4. Complete all fields on the Tasks tab. After you create your first task, you can edit tasks at any point.Screenshot of Edit Mobile Project's Tasks tab

    1. Task Title — Required. Add a title to the first task.

      Tip: Number tasks (for example, Task 1 Introduction) so they are easy to use in Video. Task Titles are filters for media uploaded to the task.
    2. Description — Provide information and guidance for respondents. Best practice is to include any information that will help the respondent complete the task, such as what to include in their response, and if there are a minimum number of uploads or recording length.

      Drag the extender in the bottom corner of the Description text box to enlarge the field of view.

    3. Click + Add another to create additional tasks as needed.

      Tasks appear in the order they are listed from the top to the bottom of the screen. Users cannot re-order tasks.
      Tip: To insert a task between existing tasks, click + Add another to create a blank task. Copy/paste existing task text below the new blank task.
    4. Click Save draft.

    5. Click Next to move to the User codes tab.

  5. Generate Project Codes via the User codes tab. Screenshot of Edit Mobile Project's User codes tab.

    On the User codes tab, there are two options for generating Project Codes. The platform can generate random codes or you can import custom codes.
    1. Option 1 — Random Project Codes. Example: DEM-BQHVV

      1. In the Number of user codes field, type in the number of participants (for example, 10). Or, within the field click up arrow icon until you reach the number of codes needed. Best practice is add 1-2 extra codes for your internal testing purposes.

      2. Click Generate.

      3. The platform generates the codes.
        Note: The values that populate in the Respondent table, such as GeneratedCode-1, are not the Project Codes to give respondents. The Respondent table values are only to be used to allocate tasks. Once you publish the mobile project, retrieve the unique Project Codes from the Report screen, see Managing a mobile project.
    2. Option 2 — Custom Project Codes. Example: DEM-JohnD

      1. In an Excel spreadsheet, list the codes in column A starting in cell A1. Codes must be alphanumeric, do not include punctuation or special characters.

      2. Save the sheet as a .CSV.

      3. In Video, click Import Project Codes. Select and upload the .CSV file.

    3. After you generate or import Project Codes, use the Respondents table to allocate tasks to each respondent. Check the checkbox under the task title to assign the task to the respondent. To allocate a task to all respondents, check the checkbox in the Respondents table header to the left of the Task number.

    4. Optionally, add additional Project Codes and edit task allocation as needed.

  6. Click Save draft.

  7. Click Publish to publish the mobile project.

Retrieve your Project Codes for internal testing and to communicate to respondents from the Display Report screen. For more information, see Managing a mobile project.

Managing a mobile project

Overview of the Mobile Projects screen

The Mobile Projects screen lists all mobile projects in a channel. By default, it displays mobile projects that are currently active. Use the Project Status menu to toggle between a list of active and inactive (project expiry date has passed) mobile projects.

The Mobile Projects screen displays the following information about the mobile projects in a channel.

  • Mobile Project Name — The mobile project name as input at the time of project creation. Editable.
  • Project Code Prefix — The Project Code Prefix input at the time of project creation. Not editable.
  • Expiry Date — The date the mobile project is set to close. Editable.
  • Project Status
    • Active — An active project has not reached the Expiry Date.
    • Inactive — An Inactive project has passed the Expiry Date.
  • State
    • Unpublished — a draft state.
    • Published — The project is accessible in the CaptureMe app by inputting a mobile Project Code.

Available actions

The following actions are available on the Mobile Projects screen.

Edit — Click to edit the mobile project, such as to add or edit tasks, change the project Expiry Date, or to edit respondents' task allocations. Edit is available for Published and Not Published mobile projects. Edit is the default action for Not Published projects. To access a Published project's Edit Mobile Project modal, click Down arrow icon and select Edit.

Once a mobile project status is Published, click Publish in the Edit Mobile Project modal to save edits.

Delete — Delete is only available for Not Published projects. Delete the mobile project while it is still in a draft state. To delete a project, click Down arrow icon and select Delete.

Display Report — Display Report is only available for Published mobile projects. Click Display Report to view a list of all project codes and track respondent activity.

Messaging — Messaging is only available for Published mobile projects. Click Down arrow icon and select Messaging to access the Messaging panel. For more information, see the Messaging panel section below.

Report screen

The report screen is labeled with the Mobile Project Name. The report shows the following information:

  • Respondent — The Generated or Imported user number. This corresponds to the Respondent column on the Edit Mobile Project modal window's User codes tab.
  • Code — The Project Code. This is required to access the mobile project via the CaptureMe app. Only give a Project Code to one respondent.
  • Type — This indicates how the code was created. The options are Generated or Imported.
  • Active — This status indicates if the respondent has input the Project Code into the CaptureMe app on a mobile device.
    • Active — A respondent has input the Project Code and activated the project on a mobile device.
    • Inactive — A respondent has not input the Project Code.

  • Task columns — This lists the project tasks with a participation indicator for each respondent.
    • Circle — The task is not assigned.
    • Grey check mark — The task is assigned.
    • Purple check mark — The respondent has uploaded media to the task. Click the purple check mark and click View Media to display the respondent's media upload(s) for the task in the Media Library.

Click Menu icon and select View respondent media to view all of the respondent's uploads in the Media Library.

Using the Messenger panel

Use the CaptureMe messenger to contact individual respondents or message all respondents in the project. The messenger is available for Published mobile projects. Mobile push notifications to respondent devices are not currently available.

Access the messenger, send a message, and in these ways:

  1. From the Report screen.

    1. Click Message to open the messenger for the individual respondent.

    2. Type a message and click Send message to message the respondent.

  2. From the Mobile Projects screen — facilitates messaging all respondents.

    1. Click Down arrow icon and select Messaging.

    2. Choose who to message:

      1. Click All User Codes to message all respondents.

      2. Click a respondent label to open the messenger for the individual respondent.

    3. Type a message and click Send message to message the respondent(s).

Testing a mobile project

  1. Download the CaptureMe app.

    1. iOS

    2. Android

  2. Enter a Project Code. Do not enter a code that is sent to a respondent.

  3. Review the Tasks and task Descriptions.

  4. Record and upload a test video.

  5. View the upload in the corresponding Video channel.

Launching a mobile project

To launch the mobile project, send an email to each respondents with their assigned Project Code, the CaptureMe Mobile App Guide and any project-specific instructions.

Download the CaptureMe Mobile App Guide.

This is an example mobile project email to a respondent:

A screenshot of an example respondent email.

Troubleshooting respondent technical issues

Troubleshooting tips
  • Upload one file at a time— If multiple files are uploading simultaneously, it can cause all uploads to stall. See 'Fixing Stalled Uploads' below if this happens.
  • Supported OS and devices — Devices or Operating Systems that are not supported by the CaptureMe app may cause a variable experience.
    • iPhone/iPad — iOS 11.0 and above are supported.
    • Android — API 21 (Lollipop 5.0) and upwards are supported.
  • Wi-Fi connection — While your file is uploading, keep the app open and remain connected to Wi-Fi. If there is a dip in connectivity or if you're not connected to Wi-Fi, the upload will pause. To refresh the app, drag the screen down and release.
  • Upload with cellular/mobile data — If you do not have access to Wi-Fi and prefer to upload over cellular/mobile data: select the hamburger menu in the top left corner then the settings icon on the top right to toggle 'Allow uploading when not on Wi-Fi'. You may also need to allow CaptureMe to use mobile data in your device settings.
  • Device capacity — If device storage is at or close to capacity, it may prevent recording or uploading a video. Delete large files to free up space before recording feedback.

Fixing stalled uploads

Stalled uploads can be caused by inconsistent Wi-Fi, closing the app during the uploading and multiple videos uploading simultaneously. If an upload has not made any progress in one hour, follow these steps to restart the upload:

  1. Save videos to device — If your recordings aren't already, save your recordings to your device by clicking the 'Folder' icon in the top right corner of the CaptureMe app, selecting the stalled videos, then saving to your device.

  2. Delete the CaptureMe app — Delete the app from your mobile device and re-download it from the App Store (iPhone) or Google Play Store (Android). Open the app, type in your Project Code and follow the prompts to access your project over a Wi-Fi connection.

  3. Upload one file at a time — Go back to your first task, tap video, audio, or image and tap the 'Upload From Device' option to select and upload the appropriate media from your device folder. Ensure one video has fully uploaded before beginning to upload the following file. Keep the app open while each file uploads.