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## 1\. Use SPSS data for project setup

SPSS files contain useful metadata (i.e. descriptive variable and value labels).

Online view of example metadata:

## 2\. Be consistent in multi-wave surveys

If a question is no longer asked, retire the question number. If  the same question is asked between waves, use the same question number (including capitalization)

These suggestions also apply to the same survey conducted in multiple markets.

## 3\. Use good quality variable names

Use a clear and consistent naming convention when creating new elements such as segment variables and time interval calculations.

Suggested naming conventions

Each element is identified for a key
They should work as data column names

[keys](http://help.protobi.com/editaccess/element-properties#key-0):

-   Can be alphanumeric
-   lower\_case and separate\_words\_with\_underscores

[displayKeys](http://help.protobi.com/editaccess/element-properties#displayKey-1):

-   Human-legible: easy for a person to read
-   Can contain spaces  
-   Names are descriptive and it’s obvious what the variable stands for

## 4\. Decide how to handle blank/skipped/missing values

Decide how you want to display \[NA\] values early on. Choose to toggle \[NA\] values on/off globally via the [toolbar](/newusers/shortcuts-cheat-sheet). Turn \[NA\] values on/off (showMissing) per question from the ["Edit properties..."](http://help.protobi.com/editaccess/element-properties#showMissing-15) dialog. Some questions may have more or less missing values than expected. Identify these questions to be zero-filled (recode \[NA\] values to “0”) and vice versa.

## 5\. Apply data cleaning methods programmatically

If your team made changes to the raw survey data prior to uploading into Protobi, let our team know. We recommend applying business rules and data cleaning within the tool so that every change in the data is documented within the project.

Examples of data cleaning:

-   Create and apply [weights](3.%09http://help.protobi.com/advancededitor/weights)
-   [Temper](/110257-process-data-in-protobi/tempering-market-share-data) data
-   [Date](/110257-process-data-in-protobi/combine-month-and-year-variables-into-a-single-date) and [time](/110257-process-data-in-protobi/calculate-time-intervals) calculations
-   [Remove respondents](/110257-process-data-in-protobi/how-to-filter-or-remove-respondents)
-   [Sum](http://help.protobi.com/110257-process-data-in-protobi/javascript-primer#Add%20up%20several%20values%20on%20the%20same%20row-10) variables
-   [Ratio](/editaccess/ratios) calculations

## 6\. [Quality check (QC)](http://help.protobi.com/advancededitor/%22qc%22-tool) responses in Protobi and compare to your internal measures

Exclude outliers:

-   [Remove certain responses](/advancededitor/extreme-values-winsorize-trim-or-retain) from a question
-   Remove all survey data from specific respondents by [filtering entire rows](/110257-process-data-in-protobi/how-to-filter-or-remove-respondents) out of the data

## 7\. Handle project transitions

-   Rely on project support (support@protobi.com)
-   Schedule work sessions and tutorial sessions via screen-share
-   Create a project intro wiki page with key project details
-   Document changes in questions and data cleaning methods

## 8\. Use Protobi for project documentation

[Wiki pages](/adminaccess/project-pages)

Project wiki can include images, PDF docs and links. Create a wiki page to add key project details: context/expectations/timeline to complete deliverables. Wiki is also a good place to extensively document project changes such as question additions and question removals between waves.

[Notes](/editaccess/notes)

Use notes as a way to communicate with your team or with Protobi. Note specific changes for individual questions. Delete old notes to avoid cluttering the project space.

[Add comments](https://help.protobi.com/110257-process-data-in-protobi/javascript-primer#Include%20comments-16) to your code in data process

Each new piece of code that is added to a project should be noted for: 1) User, 2) Date added, 3) Description of what the code does.

## 9\. Make Protobi a client deliverable

Follow our tips to make [neat and engaging projects](/99791-new-and-updated-articles/tips-to-create-engaging-and-tidy-projects) that you'll be excited to share with clients.

Make sure your client is able to [sign in](/newusers/sign-in) and access their projects. [](/adminaccess/project-permissions)

[Grant clients project access](/adminaccess/project-permissions) and let them know they can access the project. We recommend doing this before or during the first work session, so that your client can explore the project while screen-sharing with you. If any access issues or difficulties arise,  they can be addressed immediately.

Introduce your client to the tool.

Hold a work session to go over the tool with your client. Protobi can join the call, let you drive the discussion and chime in as necessary, or provide a full demo. Encourage your client to share their screen and show them Protobi while training them to use the features on their own. This helps clients familiarize themselves with the tool, and we’re there to answer any questions that come up.

Use the Protobi team as an extension of your team.

Your clients can directly contact our team when they have questions about a project. Any user in a project can use the questions box to contact support . They can also send emails support@protobi.com directly.

## 10\. For experienced users: create self-service projects

Some clients have become proficient in our software and prefer to [create projects](/adminaccess/create-a-new-project) on their own. You can see and explore your data immediately, and the cost of just the Protobi workspace (without project support) is lower.

To set up a project yourself, we recommend you follow our tutorial for [project setup recommendations](/adminaccess/setup-recommendations).

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