Survey Workflow, Export response to Excel use workflow task, missing derived fields, NPS group etc. | XM Community
Skip to main content

Hi All,

 

I’m testing out the newish workflow task for exporting response data to excel  I’ve not found any support page for this yet so maybe it is documented but never the less… I have discovered that there are certain fields you can’t include or at least don’t appear in the drop down list yet when you do a manual export in the D&A section they do appear.  This includes:

 

Recorded Date

NPS_GROUP

any derived fields

TextiQ fields

 

Is there a way round this?

 

When I export manually I can see that the above fields have the following extra info:

 

=Recorded Date: 

Recorded Date

RecordedDate

{"ImportId":"recordedDate","timeZone":"Europe/London"}
  

=NPS:

Q01_NPS_GROUP

NPS Question - Group

{"ImportId":"QID3_NPS_GROUP"}
 

=An example of a derived field:

Q17_new B32 All meals CSAT

Q17_new B32 All meals CSAT

{"ImportId":"Q17_ne_DERIVEDcbi44xe"}
 

=An example of a textiq Topic (Textiq from within the survey)

Q04c_R - Topics

Q04c_R - Topics

{"ImportId":"QID9_TEXT_4fa5eba4135d43d890b5e933Topics"}
 

I have tried a number of different methods to manually configure the piped text in the task setup but so far the answers have been blank.

 

eg. for Q17_new B32 All meals CSAT

I’ve tried ${e://Field/Q17_ne_DERIVEDcbi44xe}

and also ${e://Field/Q17_new B32 All meals CSAT}

but no luck

 

Does anyone know how they can include these types of fields into an excel file that autoupdates?

 

Alternatively, if that’s not possible, I could consider exporting via the export automation setup in the D&A section but I think the file name is not controllable meaning that an new file will be created each time and not overwrite the previous one.  This will create problems in updating a master file.

 

Ultimately, we’re trying to get response data into excel so that we can then use this as a mean to run some reports or do some extra calculations or share data accordingly.

 

Thanks in advance

 

Rod Pestell

Hi Rod. Assuming this is an expected limitation of the workflow task (I have not used it before so I’m not sure), then a potential workaround could be to first load the response data to a separate staging/shell survey. You could load in those additional derived data fields into the shell survey as embedded data, and then the Excel task should be able to export the fields as embedded data rather than derived data.

1. Customer submits survey in main survey
2. Workflow runs to push response into shell survey (with derived fields sent as ED fields) using Extract Survey Responses and Load to Survey Project tasks
3. Workflow runs in shell survey to upload to Excel when new records are received

HI ​@jake_dufinetz ,

 

Thanks for the idea.  I had to pause the export to excel idea as I discovered a major flaw.  For each response added to the file (which had to be in the cloud), a history snapshot of the file was taken causing the history in the onedrive / SharePoint history folder to grow exponentially.  Within 6 months I’d used up all of my 1TB quota!!  The next problem was I couldn’t delete this bloat straight off as the system actually copies it to a secondary (hidden) recycle bin.  So in the end our IT team had to increase my onedrive quota to 3TB in order to delete it - but then to clear is down completely i had to wait (i think) 30 or 60 days before it actually sorted itself out.  This is something I’ve mentioned to Qualtrics but I don’t think they amended any support pages about this issue.

 

Hope that helps someone

 

Thanks

 

Rod Pestell 

Leave a Reply


Terms & Conditions