How to export data from a survey

After you receive responses to a survey, you can export some or all of the raw data in XLS or XLSX format.

Search for	Example	Results
A single word	`cat`	Topics that contain the word "cat". You will also find its grammatical variations, such as "cats".
A phrase. You can specify that the search results contain a specific phrase.	`"cat food"` (quotation marks)	Topics that contain the literal phrase "cat food" and all its grammatical variations. Without the quotation marks, the query is equivalent to specifying an OR operator, which finds topics with one of the individual words instead of the phrase.

Search for	Operator	Example
Two or more words in the same topic	`AND` `and` `+` (plus symbol) `&` (ampersand)	`cat AND dog` `"cat food"+milk` `"cat food"&"dog food"`
Either word in a topic	`OR` `or` `\|` (pipe)	`cat OR dog` `cat \| dog`
Topics that do not contain a specific word or phrase	`NOT` `not` `!` (exclamation point)	`NOT cat` `! dog`
Topics that contain one string and do not contain another	`^` (caret)	`cat ^ mouse`
A combination of search types	`( )` parentheses	`cat + (dog \| mouse)` `cat \| dog + (! mouse)`

From the main menu, select Build > Survey. Service Management displays the available surveys.

Click the record identifier in the ID column to display the selected record.

Click on the main toolbar. The Export survey responses dialog box is displayed.

Note

By default, the following items are selected when this dialog box opens for the first time for a particular survey:
- All questions
- The ID, name and email of the participant (if this information is included in the survey)
- The ID and title of the record type (if this information is included in the survey)
- The answer submission time, survey version, and survey ID in the General survey fields section.
If you have previously exported data for a particular survey, your last selections are saved and are automatically displayed again.

Select the items in each section that you want to include in the exported data:

Section	Description
Questions	Displays the questions that were included in the survey. You must select at least one question in order to export data.
Participant fields	Contains the fields that apply to the submitter. Note If the survey was set as anonymous, this section does not appear.
Record type fields	Contains the fields that apply to the selected record type. Note If no record type was specified in the survey, this section does not appear.
General survey fields	Contains general information about the survey.

When you are finished with your selections, click Export.

The export process begins and the button changes to . One of the following things occurs:

If you stay on the survey record page and the process completes, the export file is downloaded automatically.
If you leave the survey record page and then return to it, you must manually download the export file by clicking .

Note

If the export process takes longer than 10 seconds, the following message is displayed:

Survey export is in progress. Until the process completes, you can navigate away from this page. When the file is ready, a download link will appear here.
Each time you create an export file, the previous file is overwritten. The most recent export file is retained by Service Management for 10 days and then automatically deleted.
In cases where information does not exist for a requested field (for example, if a record has been deleted), N/A will appear in the spreadsheet.