When you've collected your results and are ready to download them, there are different download options available - either a bulk download of survey results or choose to download files relating to individual responses.
You can download your data in a few different formats;
- Bulk downloads - Using this option allows downloading all survey responses and can be downloaded in CSV format, Excel format, PDF format, as well as with the Report Scheduler
- Individual downloads - Using this format you will be able to download or generate for a specific response, either response detail PDF, ReportR PDF, or ReportR PDF (filtered)
We suggest downloading CSV and Excel files with less than 10.000 responses. Files with more than 10.000 responses have a higher chance of not coming through to you via email! Do you have > 10.000 responses to your survey? Don't worry... simply make a new dashboard and apply a date filter to it. It will reduce the number of responses on that dashboard, and you will be good to go to download your results!
By default, the dashboard displays results from the past month. To view and download all results, simply click on the filter, and press the X to delete the filter that only shows the past month's results. Make sure to click save and close to save the changes you've made to the filter settings.
1 Bulk Downloads
There are four options available for downloads that relate to Bulk downloads:
1.4 Report scheduler.
Survey results downloaded as a CSV, Excel, or PDF are generated based on your dashboard. If you have applied a filter to the dashboard, only those results fulfilling the filter criteria will be included.
Start by heading over to the Results section. There are two ways to do this - either click on the responses icon on the Home screen or click the Results tab in the question editor.
Click Download in the top right corner.
1.1 Download a CSV file
To download your CSV file, which includes all results, select CSV and simply click Download.
When the CSV file has been generated, you can either open or save the file.
When you have over 1000 responses (and less than 2000), your CSV will be sent by email.
1.2 Download an Excel file
Click Excel on the left-hand side and then simply click Download.
Once the Excel file has been downloaded, a box will pop-up where you can either open the file immediately or save it for later.
1.3 Download a PDF file
If you want a ready-made report of all survey results, including charts, summary tables, and respondent data, choose the PDF option.
You will receive a link to the PDF by email. Make sure your email address is spelled correctly! Choose how you want to customize your PDF.
You can only use the email link to the PDF once. If you need another PDF file, have another link sent by clicking on the PDF button again. If you didn't receive the email, check your spam folder. PDF links will expire 24 hours after generation so that the download link can be used more than once in those 24 hours.
You can customize your PDF by turning on different features:
- Show Charts - the PDF will contain one chart per question.
- Show Summary table - this table will show the number of times a response was chosen, the minimum and maximum score, average score, etc. This cannot be turned on at the same time as Show Response tables.
- Show Response tables - this table gives a detailed overview of each response with the time and date of submission. This cannot be turned on at the same time as Show Summary table.
- Show Intro Field Data - when you have chosen to Show Response tables, you can also choose to show the information you collected in your Intro fields.
- Show Respondent Data - when you have chosen to Show Response tables, turn this on to include respondent data in the Response table.
1.4 Report Scheduler
If you want to get a copy of the reports in your email on a recurring basis, you can set up the Report Scheduler.
Click Report Scheduler on the left side, and click Create Scheduler.
You can also add a filter to your Report scheduler. Don't forget to save it!
Tip: You can also download PDF reports by going to the Responses tab and selecting the responses you want to download.
2 Individual Downloads
There are three options available for downloads that relate to individual responses;
2.1 You can download a PDF showing all responses given by a particular respondent.
2.2 For the ReportR plan, you can download the particular PDF report.
2.3 For the ReportR plan, you can download a PDF report which was generated according to your set-up.
Let's see how to do each of these downloads.
2.1 Response Detail PDF
When you're in the Results section, click the Responses tab. You'll see a table with rows of individual responses. Click on the circled icon to view a particular response.
While you are viewing an individual response, you can download that response by clicking Download and then select Response detail PDF and click Download. A PDF will be produced for you to open or save.
2.2 ReportR PDF
This feature is available if you're on the ReportR plan. If you have created a personalized PDF report for a particular questionnaire, you'll see an extra option to download a ReportR PDF. This will download the PDF report of the particular response.
When you're in the Results section, click the Responses tab and click on the circled icon to view a particular response.
Click on the download icon to download the PDF report of the particular response you have chosen.
2.3 ReportR PDF (filtered)
This feature is available if you're on the ReportR plan. If you have created a personalized PDF report for a particular questionnaire, you'll see an extra option to download a report template PDF. This will download the PDF report of the respondent concerned. This is an exact copy of the PDF they got to download when they finished the survey.
You can either click on the download icon right away, which will download the PDF report which you have set up. Alternatively, you can click the purple button to add filters.
If you add a filter, the system will download the latest response that meets this criteria (i.e., no bulk downloads possible)
Click the arrow to access the drop-down menu of all of the possible parameters you can use for the filter. You can click the purple button again if you want to add extra filters, which will be in addition to (AND) or instead of (OR) the first filter that you set up.
When you've set up the filter, click the download icon to download the latest report that meets the filter conditions.
Note that the filters you have set do not get saved, so the next time you want to download another report template PDF, just follow these steps again.