Reporting: Exporting and Analyzing your Data (webinar)

Good morning, everyone. My name is Mario Lurig with SurveyGizmo and today’s webinar is Reporting, Exporting and Analyzing Your Data. That being said, let’s go ahead and jump right in and take a look at what we’ll be covering today in reporting.

Now here are our goals. First and foremost, we’re going to create our most common report type, which is a Summary Report. The Summary Report summarizes the information you’ve collected from your respondents. That includes generating graphs, charts and will give you an idea where the strengths lie and how your results come together.

We’re also going to talk about changing the elements in your report. Elements are the questions that are inside your report and there might be other elements you include, too. We’ll get into more detail about that.

We’ll talk about styling your report. This is much like styling a survey, so you can change the way it looks to those who are viewing the report.

We’ll talk about sharing your report with others and that will also even include some newly released features regarding scheduling your reports.

We’ll talk about exporting your reports - so the difference is, up until now we’ve been talking about canned reports that will process your data and provide some level of analysis for you. Exporting, however, is getting you that raw data out. So we have the Excel CSV Export, an SPSS Export and so on and so forth.

We’ll finally talk about using filters to show a subset of your survey responses. Filters are a way to see what data is included - if you want to say, “I only want to see a certain group of the data,” you can do that.

And then we’ll do a quick overview of some of our Advanced Report types. We’ll do a quick showcase of the SPSS Export and just show you what’s available there. We won’t be going into in-depth analysis on it, but we will show you the export and what’s available to you. We’ll also cover some of the other Advanced Report types. We’ll also spend a bit of time with our next-most common one which is our Cross Tab Report.

We’ll then have a general question and answer session, where I’ll go ahead and answer all those questions that will be flooding in. And then we’ll wrap up with one last item, which will cover upcoming report types that will be released shortly and some other features.

So let’s go ahead and dive right in.

Creating a Summary Report

Now the very first item I’m going to talk about before we create our first report is actually report data. You’ll see here that I actually have a sample survey that includes a collection of questions, but it currently doesn’t have any responses. So here’s the collection of questions. We have a net promoter score, some other radio button questions, a drag and drop ranking, checkbox questions. So we have a little bit of variety here.

But this report doesn’t have any responses collected in it. Well, that’s actually not a problem - the reason I actually did it this way is I want you to be aware that we have test tools available to you. You should be testing your reporting before you actually collect the data from your respondents. It’s important to make sure that the data that’s coming out is exactly what you are expecting when you create your survey. Sometimes certain changes or choices you make in building your survey are not clear how they will affect the data that you collect, so it’s important to look at that beforehand.

There’s a couple of ways to test your survey. Our test tools allow you to send our test links to individuals in an email - just as they would get an email with a link to take the survey normally, the survey test tool email includes a special link that lets them take it like they are a normal survey taker.

We also offer a solution to generate test data, which is what I’m going to make use of here. This will generate, automatically generate responses. The system will automatically fill it out like it was a respondent and fill through all of your results, pre-populating your survey with results from respondents. And this will then allow you to easily and quickly use the reporting tools that we’ll be teaching today to ensure that the data is correct. So I’m actually going to just generate data here and I’ll go ahead and run through the generation.

Now, there’s a few different options here for you. You can go across the entire survey, it will just do it 20 times or if you have branches of logic (like page jumping or skipping), you can also do 20 per branch. You can also change the number. There are a few little rules and things that won’t get triggered when it goes through - those are all listed at the bottom here.

Now that those are all generated, I’m actually going to reload the Reporting tab and we’ll see there’s suddenly a difference. Here we see your data at a glance now contains collected data. So, if I was to choose “How long have you been our customer?” you can see the breakdown changes.

We also offer different types of graphing. Now these aren’t our compiled reports, these are meant for you to get a quick view of what data is available.

Now, I did mention that these were test responses that were coming in, right? Because you’re sending test links and generating test data, but what does that mean? Here I’m looking at the overview of the results and it shows that there’s 20 completed responses, and it says that there’s 20 test ones. And they’re clearly labeled here as test responses.

Test data or test responses will expire after 24 hours. That means that when they’re generated or if someone takes and uses that test link to fill out the survey, that data from the moment it’s collected will last for 24 hours and then automatically remove itself. Besides that, you can also remove them manually as a separate button to delete just the test responses. They can be clicked in and viewed just like any other response. Of course, there won’t be any geo data because there was no IP address, unless the survey taker used the test link. So it really allows you that flexibility to look through it.

Survey Test responses also do not count towards your response totals. So, for each plan level, you have a certain number of responses you can collect per month, complete of responses and test data does not fall under that same restriction.

All right, so let’s head back over to reporting. Let’s finally talk about the last section here. At the very bottom, we have the reports and exports section. This will show you any reports that have already been created. I’ve actually cleared these out, because when you’re first working with a survey, these will be completely empty to you.

When you’re ready to create your first report, you’re going to use the Create and Manage Reports link. Now, there’s another place it’s located: at the top navigation under Reporting, you can go directly to this page by clicking on Reports. It will now present you with a list of our available report types. Now, these are the reports that are currently available, we have our Summary Report, which we are about to go into, the TURF Report and the Cross Tab Report. And we’ll be talking about these a little bit later.

For now, we’re going to work with the Summary Report. Now, once I click Summary Report, to create a new one, it asks for the title. It’s important to note that your title should reflect not only the survey that it’s a part of, but also the data that it’s viewing. Later, we’ll talk about filters, so we’ll change this title around. But, for now, we’re going to simply say “Webinar Summary Report Sample.”

Now, we’re presented with a few questions and if you’re unclear on what these are offering, we have tool tips available to you that give you additional information about these options, Always look for these tool tips if you want clarification of a survey feature. In this case, the first one’s referring to whether you’re going to include all survey questions or just multiple choice survey questions. In other words, do you want to exclude things that are open answer, like an open textbox or an essay box? Items where the user is filling it in and they’re not choosing from a specific list of answers you provided in the survey.

Then we also ask if you want to include geographic data. So, I’m going to go ahead and say “Yes, include all questions” and then click Create Report. And when the report’s created, it drops you directly into the edit window.

Before we go back into this, I’m actually going to show you what the Reports tab looks like now that we’ve created our first Summary Report, so you can see the difference of a precompiled report.

Here we have our premade report and you can see that it’s not listed below. So this recent report’s going to show up with the most recent being at the top. If we were to go directly to the Reports tab, we would also see it presented there. It’ll show you the information about the last time it was run, which means when you create a report, you run that report to compile all of the data from that moment. Therefore, when it was run, it’s only seeing data from - say if I ran it today - from today and data collected up to this point. It allows you to do snapshots of your data. How many responses were processed in it, whether it was scheduled, who created it and a link to go ahead and download what’s relevant. You can also edit it, copy it and remove it.

Let’s talk about the report itself. In the Editing tab, we’re presented with the full list of questions that we’ve chosen to be included. In our case, we chose to include all report elements.

Now, you can do a lot of different things with this tab. The first and foremost, if you just want to see what the report looks like, you want to head up to the Report Runs tab on the left side. And we’re going to take a look at what this Summary Report looks like when you actually run it.

So, if you click Report Running, it will go ahead and give us a percentage and a progress bar of calculating the entire report. When it’s done, it’ll automatically be replaced with your actual Summary Report that will be displayed on the page. And here we have our Summary Report that we’ve auto generated. This is using all of the default settings. We’ve made no changes and we already have a compilation of our data and it’s set and graphed.

So, we can see we have some pie charts and we have a collection of the data below in a table form. And if they happen to be numeric values, like the net promoter score, you’re seeing here the count of total responses that answered this question, the sum average, standard deviation and the max value. So, you get some quick statistics from numeric values. Then we have a table or a matrix and it’s displayed here in a table format. We have a ranking question, so you can see it’s displayed separately, a bar graph. And then, as we did ask to see all results including open answer, those were included as well and are just listed through here at the bottom.

Changing Elements in Your Report

So, we’ve seen our Summary Report, but now we want to make changes, so we’re going to go ahead and hit Edit and head back to the editor. Now, when I mentioned report elements, I was referring to everything that’s included. We have a lot of different elements here. So, let’s talk about what types of elements you can have.

To do that, I’m going to click Add Question, Chart or Item at the top right. If you want to add a single new item to your report, that’s the button you’re going to be using and it will add a brand new survey item. The system will present you with a list of possible survey items to add in and we’ll go over each one.

First and foremost, we have Headline and Text. Headline is just like you’d have a headline on a news article or on the web - it’s going to be slightly larger font size and includes maybe a single line. This is to add extra description info to a section. For instance, if you have a section of questions that are regarding demographics, you might want to add a headline element and say this is the demographic section.

The next item is a Text survey item. Text is much like a headline, in that it’s not actually adding a question or element that is contained in the survey: you’re adding extra information. Why? Because this allows you to compile your report and share it with others without having to pull the results out of SurveyGizmo and use a separate tool, like Microsoft Word or PowerPoint. You can actually create a report that includes additional text (such as an analysis that is added by your analysts) before you share it with your clients, your customers or the rest of the staff. So, you can add in a bit of descriptive text here.

The next two are very common and similar. We have a Pie Chart and a Bar Graph. Now, the way these work is you can see there’s a setting of elements here. And we have the Source Question and Data. This asks you which question are we including within the survey. Now, it includes not only questions within the survey, but also miscellaneous information, which in our case is geographic information that we’ve gathered based off of the computer’s IP address.

So, if I was to choose question number one, it automatically puts in a headline for you, which is the question’s title. You can change this to anything you’d like - so for instance, if you were to go with a question that is a checkbox question that has additional text for your respondents that says “Check all that apply,” you can remove that from the headline in your report because that information is not necessary. You can even add some additional text and description for this particular question.

In the bottom section, we have the element Answers. Now, the first item is called an Answer Title - “Show answer titles when displaying the report.” So, I’m actually going to recap something and a difference that we offer within SurveyGizmo, and that’ll help describe the difference between an Answer Title and what’s called a Reporting Value.

So, I’m going to head down and actually I’m going to make use of the simple question number three here. Now, here we’re presented with a simple question that says, “Would you recommend our company to others - Yes or No?” As we saw when I clicked in, the answers that are presented to the survey respondent are actually “Yes” and “No.” This is what they are seeing. These are the Answer Titles.

However, on the right side, we can see a section called Reporting Values. Reporting values are a way to specify different data to be saved to the system, rather than what is visible to the respondent. So we have the title which is visible and the reporting value which is what is saved to the system. For those who like using SPSS and other analysis tools, this is handy for pre-coding your data to be saved in the format you prefer.

So, here we have “Yes” is equal to one and “No” is equal to zero. So, when it’s saved to the system and we’re looking at the report, it’s going to be looking at an export, we’re going to have columns of ones and zeros in this particular case. How is that relevant to the report? Well, you have the option to display the Answer Titles within your report - rather than Reporting Values - by simply checking this box.

So, in your report, maybe ones and zeros are great for your analysis, but if you want to share this report with others, then you might want to show “Yes” and “No” to make it clear to those who are viewing your report. So, check that box and you’ll show the Answer Titles rather than the Reporting Values. There’s also some ability to change the order of the answers that are provided, depending on your preference.

Now, let’s move on to some of the other elements that are available. We have an Appendix. An Appendix is for open answer questions. At the very end of this particular survey, we ask them, “What is your favorite thing in the world?” This is an open answer question. That’s what an Appendix is built for. You can create an Appendix for something that has a list of answers given and it will provide just a long list in the Appendix of everybody’s answers listed out. It’ll also include the specific response ID related to the entire list. So you can apply it to other elements, but typically, it’s reserved for open answer survey responses.

Now, a Table seems pretty straightforward. You’re actually choosing a table within the survey. So, here there is question number five, which is a satisfaction skill table. Let’s take a look at a table within the actual survey to give you something to anchor on. So, here’s our basic table. Tables are essentially collections of questions that are all related. Each row in the table is actually a separate question. They just all share the same answers, right? Very satisfied through very dissatisfied. In the Table element, it’ll actually generate a Table within your report seeing all of these things, all of the rows together, allowing you to look at the relationships between them at one glance. However, if you were to make use of say a Bar Graph or a Pie Chart, you actually will be choosing the individual rows within the Table, and we allow you to do that, so you can actually dive into those fields. When you select the particular row, you are now graphing just that row out of the Table.

Next, we’re presented with our Cross Tab. Now, this is a Cross Tab that is available to anyone with a pro-level account and it’s a Simple Cross Tab. It compares two questions within your survey. Question number one can be chosen and we can cross-gender, for instance and we can cross that question with how long you’ve been our customer. And it’s a 1:1 Cross Tab. Our enterprise and dedicated accounts offer the ability to cross tab multiple items and provide additional levels of analysis within the report. We’ll talk about the Cross Tab full report in a little bit.

Then you, of course, want to alter your headline, and we’ll label it “Gender vs Length of Customer” and we can change that headline around. Now, we’re actually going to be adding this one right into this particular survey. Before I do so, I want to talk about this last one, which is an Existing Report.

Remember how I mentioned you should name your report appropriately for this survey, as well as the data it’s collecting? The Existing Report element allows you to pull in a report that’s created somewhere else in your account in a survey that you have access to and a report you have access to. It provides a drop down menu and lists these reports by name. So, if you have a report for a specific subset of individuals, you can actually create a general report and then incorporate other reports within it, so you can send out one link that actually has reports from across maybe three different surveys within it.

So, I’m going to go ahead and save and add in this new Cross Tab element, so we can see it within the survey. Once I’ve added it, it gets added on right here at the bottom. Now, it’s not stuck there, you can alter it. There is an icon on the right side for moving an element around. There’s also an Edit, Copy and Delete icon. If we click and drag, we can move this element anywhere we’d like within the report and place it in its new location. Once we’ve done that, remember, if you’d like to see these results updated with your new edits, we have to go back to Run Report and refresh the data. And you notice something new has appeared here: it shows you the last time the report was run and it shows you what time zone the data is being adjusted for.

The Time Zone setting is actually part of your account settings, and this link will bring you directly to it. I’ve gone ahead and loaded it up here in another tab to make things simple. However, you can find it under Account Settings, which is on the top right in Account Info. If you scroll down, you’ll see you have the ability to make adjustments to not only things like currency that you can make use of in your surveys, but also the time zone, which will affect your reporting data.

So, we’re going to go ahead and refresh the data, so we can see our new report element. It will take just a moment for the system to run through the calculations and then display the new report.

So, everything’s set. At the very top, we can see our simple Cross Tab Report. Here you can see the gender question is now crossed with the length of customer, length of time for the customer, we can see our new custom title is in there, as well as the headline and a quick breakdown of results. So, let’s head back into the editor.

Now, if you want to make other changes, any of these changes are specific to this Summary Report. If you were going to create other reports, remember that when you’re editing this report, you’re editing simply what’s contained inside this report.

So, we have the option of these checkboxes on the left side. They allow you to interact with different elements. So, I can check this box next to the Cross Tab that we created and you can see it sort of highlighted it down here. And here’s our kind of the action bar, what are we going to do with the items we’ve checked? So, we can say, “I’d like to disable items.” We then click Edit and the system goes ahead and processes that request.

Once completed, you can see that the item is grayed out. So, this is now part of your report, however, it is no longer visible if you were to re-run your report. Why? Because you maybe made some choices or some adjustments to this element and you only want to temporarily disable it from being viewed within this report. You don’t want to permanently remove it by deleting it.

Therefore, if I want to re-enable it, I can go ahead and select it in another method. Here, we have the ability to select different items based off of their criteria. So we can select things like all the pie charts, all the bar charts, etc. In our case, we’re going to choose to select all the disabled items. We can then choose to remove it, re-enable it and even convert it to another question type. So I’m going to go ahead and just enable it, hit Edit and let the system make the adjustment.

As you can see, this is a great way to very quickly access all items that are, say, pie charts and convert them to a bar chart. You say, select all pie charts, you choose convert to bar chart, you click Edit and everything’s completed. You can even select and deselect all items.

Now, so we’ve now added new elements and we’re going to make some adjustments. So, if you click into any particular item, you can actually edit that element directly. So, using the Edit link on the right side, it will pull up that element and show you what type it is, its headline, its text and which question is selected, if that’s an appropriate option. So, as you can see, here we have a vertical bar graph and it’s showing a few items.

Styling Your Report

All right. So, let’s talk about some of the other items that we have available here. Let me actually switch this here. We’re going to talk about the other tabs on the left side. Now, first and foremost, we have the Style tab.

The Style tab is the style or look of your report. You can see we have a basic SurveyGizmo masthead here at the top. This is just an image. This can be changed by selecting a new one from your library. So, if I wanted to go ahead and choose this holiday party one, this will now be at the top of this report, whether you’re viewing it or you’re sharing it with others, you can change that around. You also have the ability to make some quick adjustments to colors, much like your theme items within the survey itself. For those advanced users, we even have the ability to use CSS. So, there’s a bit of flexibility in the style changes you’re going to make. Remember, this is just looking at your view and you must save your work for it to actually change.

Next, let’s talk about Settings. The Settings tab offers a few specific features that are general to the entire report, not to a particular element. We, of course, have some settings for pie and bar charts, choose how they’ll be displayed, you can even assign specific color sets.

Then, at the bottom, we have a Statistics section. These are the statistics for numerical values that we were showing earlier. So, here we can see the statistics that were automatically calculated for numerical valued items, so those can be disabled individually, if you prefer.

At the top, we have some Miscellaneous Options. The very first one is Hide report elements if they have no data. If you have a question that has not collected any data yet - or, based off of your filtering (which we’ll talk about momentarily), you have an element that no longer has any data that’s visible based off of the settings that you’ve chosen - if this box is checked, it will not be displayed in your report. This will reduce the amount of clutter in your report and keep only the things that actually are showing information displayed. It will also help if you check this box and you have elements that are, say, using our advanced feature, Piping, if that particular pipe instance does not have any data because of your filters, you will also suppress those. So, all in all, it will make a cleaner report for you if this item’s checked.

The last item here is Make This Report Public. Now, by default, when you create a report, it is only visible to your account, using the user email address and password you logged in with. If you check this box, others will be able to view and edit this report. So, if you’d like to share your work with others who have access to this survey and reporting, you can go ahead and check that, save your work and move forward.

Sharing Your Report

Lastly in this current section, I want to talk about Publishing and Sharing. Now, because you have access and you’ve logged into SurveyGizmo, you can absolutely view your port at any point in time. However, you might want to share it with other individuals whom you don’t want to give access to the full SurveyGizmo account. Maybe this is your client or someone else on your team. So, you can make an external link. By checking this box, you’ve enabled external publishing. This can also be disabled at any point in time by simply unchecking the box. This provides a link that you can share with others. When they view it, they’ll be viewing the last run of the report. You can even embed it into a web page and you can even set up a password to protect those who might have the link to know that they must need the password to get to it. We use a very long key here, so that nobody could just guess the link to view reports, so it’s very safe. So, be aware that you have to share this with other people for them to view it.

The next item here is for our Enterprise and Dedicated customers: Scheduled Delivery. You can regularly send out an email on this report. You can either deliver it at a particular date and time in Eastern Standard Time or you can have a recurring delivery at different intervals. So, daily, weekly or various times within the month. And it can send an email out to those individuals with either a link to view the report, or in the case of an export, a link to download that report.

So, you can schedule delivery on a regular basis. This allows you a lot of flexibility and a lot of tricks available, such as setting your report to show only the last seven days of results and then having it send you a report weekly. So, now you see a report in your box delivered to you that you can view that shows only the last seven days of say, your customer service results.

Using Filters to Show A Subset of Your Survey Responses

All right, so we’re going to go ahead and review a bit about the Summary Report. Now, all reports are automatically included when creating a Summary Report. There’s an asterisk there to let you know that that, of course, is the option that you can choose when you’re creating that report. You can change, remove or reorder any of the elements in the report. They’re only affecting that particular Summary Report and when you want to share it with others - you can actually disable that and turn it on at any point in time.

Okay, so, let’s talk about Filters and then we’ll go into our exporting results. Filtering, as I mentioned previously, is reducing the number of results that are available in your report. You’re controlling the type of data that’s going to be part of this particular report. By default, this report was created to include test data, as well as completed responses. This is where you can opt-in to include things like partial responses. You can set a range. Now, I mentioned you can set the date and time, you can set it specifically, using this format here. Or you can set dynamically. Here we have the ability to do “minus seven days” or, to simplify that, simply enter “minus one week.” And this will automatically filter your results so that every time it is run, it’ll choose find that data that is exactly minus one week or seven days ago and it will show you just the results, so you can combine this with the scheduled delivery for a clean reporting of recent results.

Next there’s filtering by response number or by particular campaign. Campaigns are things like your web links, your email invitation links, maybe you’re sharing it via a Twitter link. Or maybe you have a MailChimp campaign. All of these are options available to you. And you can filter and say “I’d only like to see results from a particular campaign.”

If none of these are checked, it assumes you want to see all campaigns. As soon as you check one of the items, it says, okay, only this one will be included inside of the filter. So you only see results for those who came through that particular campaign.

The bottom is the most common use of filtering. This is using our Logic Builder interface. If you’re familiar with it, it’s throughout the tool using logic, filters and a few other places. And it allows you to select a question within the survey. So, for instance, we’re going to choose the gender question. It automatically provides you with a condition here in the center that’s most appropriate. You can change that if you like. And then if there are answers that are already preset, it presents you with those. So, what I’m saying in this filter is if their answer to the gender question was “Male,” then go ahead and show me their results. I’m essentially changing the filter around to only show me the results of those who said they were male.

Now, if I go ahead and save this filter, remember, we’ve now changed the date we want to see and we can do either of two things. One, we want to update the name - you can actually click on at the top and adjust the name so it’s easy for you to find and understand what you’ve put into this report. We can either hit enter or click save and it’ll save that change.

The second item we need to take care of is we need to rerun this report. So, we’re going to go back to the Report Runs tab and we’re going to go ahead and refresh data. And this will run the report again. Remember, because of our filter, it will only include results for those who stated that they were male.

Now, the new report will then appear below. And you’ll notice that here’s our gender versus length of customer question and female is completely empty. Now we didn’t check the box to hide things that didn’t have any data, so it’s still being displayed. But, in our case, because we filtered out any of the females, then only the male data is represented and you can see that breakdown here.

Exporting Your Reports

All right, so let’s talk about our export types. Now, first we’re going to talk about the first two here, which are CSV/Excel Export (Quick) and the normal CSV/Excel Export. The quick export will actually prompt you to download the data - it makes all the choices by default for you. When you click on it, it’s generating a CSV report, which can be opened in Excel or Open Office Calc or any other program, and it goes in and includes what it feels is appropriate. It’s usually most of your data (if not all) - it doesn’t allow you any customization, but it’s a quick way to get an export.

However, if you create a CSV/Excel Export using the non-quick method…. We’re going to leave the title as is. We can decide what to include, which campaign they’re a part of, any URL variables and if they came through an email invitation. You can include the information about that contact, so we have the invitation, their contact if they had a name, email address, so on and so forth, which can also be included in your export.

I’m going to go ahead and just click Create Export, because I did just have test data in here at the moment. This will look very familiar to you. You can see each of the elements are listed here. We have IP Address, Geolocation, Response ID, Other Details - each of these can be deleted or removed. The order is based off of the questions and the way they’re included in the survey, so that’s the order of operation.

You can, of course, use the checkbox item to select different items and you can remove them quickly, rather than going through and clicking one by one to remove any particular item. You can edit them as well, but there are less options than normal. This is just exporting to a CSV or an Excel file, so there’s less flexibility. You’re not compiling a report, so you don’t need to have a vertical bar graph or pie chart.

Here you can see Export Field and you can just make an adjustment to the headline. Now that we’ve created a report, you’ll actually see it here under the report/exports. It’ll be listed below where you can make your changes again - download it, edit it, copy it, or remove it. You can even go and you’ll see it under your main reporting tab as a recent export, so you can quickly access it.

All right, now some of the same settings you had before are available. You can provide filtering and you can also publish and share this particular export with other individuals. So, these are all available to you just like they were with the Summary Report. The build and functionality is exactly the same.

When you’re ready, we can click Run Export and it will allow you to generate the export based off of the settings you’ve made. It’ll provide you with a link to download that export as soon as it’s done compiling. Now remember Titles and Reporting Values. When you’re doing an export, it will be exporting the Reporting Values, not the Titles that they see. Nine times out of ten, those are the exact same value, but for those who do set them up differently, export will show you the Reporting Values. And remember, filters can help you reduce the data set.

Advanced Report Types

Okay, now the next item we’re going to talk about is our Advanced Report type Cross Tabs. And then we’ll wrap with Advance Report Types, discussing some of the events we have available, take some of your questions and then discuss, after that, what we’ve got upcoming soon.

Now, for the Cross Tab Report, I’m actually going to use slides here because we’ve done so many additional adjustments to these slides to help understand them. The Advanced Cross Tab report is part of our Enterprise and Dedicated plans. This is an example of what one looks like. Here, we’ve just taken two different elements. You can, of course, cross multiple questions on the horizontal versus multiple questions on the vertical. But, in our case, to keep it simple, we have simply “What is your favorite food?” and “What is your favorite color?” And they’re listed on each side. Now, there’s a lot of information going on here. We have Understanding the h%, which is the horizontal or the row, right? So you can see it here. We have the Vertical Percentage (v%), which is the vertical and/or the column and the index, which is both selectively. So, we’re going to actually explain in what each of those do and what you’re seeing in this report.

Initially, it’s easy to see. All right, those who chose pizza, there’s 200 total, 47 chose pizza, 39 chose sushi, 37 chose barbeque, 6 chose sushi and red, that stuff is basic, but let’s talk about the rest of it. So, here are the three scenarios we’re going to make use of with this one report. First, we’re going to be an Indian restaurant. An Indian restaurant knows they’re serving Indian food, but they’re going to decide on what color they’re going to use when they decorate their new Indian restaurant. So, we’re going to look at the data to analyze that.

Next, we are a florist and we have a large number of indigo flowers and we need to figure out how to sell, so we decide we’re going to do a food pairing. So who do we go to after, right? What food is going to go well?

Lastly, we’re a jelly bean manufacturer and we’re interested in matching up colors with favorite foods. So, favorite colors with favorite foods - put them together and get our collection.

For a small percentage of you on the webinar, you’ve probably already noticed that there’s a few bins that have the wrong color jelly beans in them and it’s probably bothering you. Don’t worry, it happens to many of us.

All right, so the first thing we look at is the scenario where you’re starting an Indian restaurant, and you’re trying to decide what colors to use for your logo, the outside, etc. Now the order’s important here, right? You are making Indian food first, so you want to find people who their favorite food is Indian, and then you want to ask about their favorite color. In this case, then, we’re looking at the horizontal because favorite food is here on the left side, so the horizontal says there are 35 people who answered Indian food. If I look across the entire set here for the H percentage (the horizontal), the highest value is 28.6 percent. That 28.6 percent represents the violet column, right? So, we know that for those who prefer Indian food first, they prefer the color violet after that. So, it’s a great choice for the colors within our restaurant.

Let’s look at our next scenario. We’re going to be looking at the vertical column. Here, remember, we’re a florist and we’re going to go ahead and try and sell our surplus of indigo flowers. The order is important here, again. What is your favorite color? We want people who like indigo and are going to be drawn there first and then we’re going to try and close the deal by suggesting a favorite food pairing. So, we’re looking on the vertical here, 18 individuals chose indigo and if we look down, the highest value under the V percentage (the vertical) is 38.9 percent - it’s very strongly for barbeque.

Now, just FYI: this is not actual collected data. It was auto generated, so there will be a point where you think, “That can’t be possible.” So, just to let you know. But in this, using this data set, indigo, you should pair that with barbeque.

The last item is the scenario where we’re doing the jelly bean factory and we’re pairing colors and foods together. In this situation, you don’t have an interest in the order, right? You just want to find the strongest relationships. So, you can see the math, it’s all here, but we want to pair the best food with its color. So, for pizza, we’re looking at the index. So this is based off of 100. Below 100 is a weaker relationship and above 100 is a stronger relationship. So we want the highest number index. So red and pizza were at 124, sushi’s at 141 with blue and you can see how this continues along.

For Indian food, the strongest one was actually red, however, that was already kind of taken by pizza. We look at it and we go, “That’s a better fit.” So, for Indian food, we went to the second strongest which was violet. And now, we’ve gone ahead and paired up foods with their colors. So, these are all jelly bean flavors and then we found the colors to match those up.

All right, so that’s one of our Advanced Report types. So I’m going to talk about some of our other ones that are currently available to you. We’ve covered the Advance Report type of Cross Tabs - those are available and can be created by simply left-clicking to create the Cross Tab. And it will ask you, all right, “Which questions would you like us to include?” So we click Create Report, you see there’s one element here in multi-question Cross Tab. We click Edit on the icon and it opens up the editor, allowing you to select the two questions or multiple questions that you’ll be listing within the Cross Tab Report. So, here we go, you can see that here we’ve included the Cross Tab and we’ve chosen just one question, the Net Promoter, versus these other vertical questions. So you can change your settings, add headlines and text.

The other advance report type that we have is actually called a TURF Report and it’s in beta (it’s been pre-released). It originally exists in our old version, and now it exists again. The TURF Report is for doing unduplicated frequency. Now for those who aren’t familiar, the purpose is to analyze - imagine you’re an ice cream store and you have a checkbox that says, “Choose the flavors that you would purchase if you came into my store and I added these flavors,” right? And you’ve got slots, room for say 3 new flavors, but there’s 15 that you could add, you just don’t know which ones you want to add.

Now, you could have people fill out the survey and take the top three choices, right? The ones that got the most votes for favorite flavors they would purchase? But you would have a lot of repeats, right? Maybe a lot of people love chocolate and those people also enjoy chocolate chip cookie dough and so they’re going to be satisfied by either of those choices. The TURF Report will show you unduplicated frequencies. You can see which three items, which three flavors in our example, are going to be a better fit for you, because most respondents will have at least one of their choices selected. So then you might find out that chocolate chip cookie dough’s good, but it should be added with strawberry cheesecake and that may be 60 percent of your respondents. The TURF Report will show you 60 percent are satisfied if you choose these 3 items. You can see how that breaks down. So that’s the purpose of the TURF Report.

Here’s a quick recap of those items. Remember, Advanced Reports like the TURF Report and Cross Tab are for Enterprise and Dedicated accounts, and we’ve discussed the functionality between both of those. Now I’ll also talk about the Advanced Export Types.

Advanced Export Types

So, let’s head over to Exports and I’ll show you real quick what they look like. The Piped Data Export is only if you have questions that are piped - it provides a more compact view of that piped data. Rather than flattening it all out, it shows a different bit of results. It shows you a single piped question.

Download Files is if you have a file upload question type included in your survey. You can download all the files of all the responses in one single download.

Then we have the SPSS Export. I’m going to create this export so you can see what it looks like when we’re building it. This will actually give you a .sav file, which can be opened directly in SPSS. You’re presented with all the different elements. You have a variable name, a variable label, which is generated from the question title and the data type. We try and choose the most appropriate data type, but if you need to, you can also change that and force a different data type. Just like any other report, once this is created, it saves and you can re-use it later.

Also, you have the ability that the variable label here, which is usually based off of the question type. It can also be using a nickname you can set within your project. So, if we look at the gender question, I’m going to actually edit it here. The gender question has some additional information about it. We have the ability to set a short name or alias and here we’ve set it as “Gender.” Now, that is relevant for your exports because that becomes your heading for that column. It also is relevant for SPSS because it will replace your variable label with that short title, so you can pre-code all that information. When you’re done, you just go ahead and save changes and go ahead and run the export and it will give you your SPSS file.

Questions and Answers

All right, so before we talk about what’s coming up in SurveyGizmo, we’re going to go through your questions. We have a lot of them, so I’ll try and step through as many as possible here.

Can I report on text entry data?

Absolutely. We also have an element that has temporarily been removed called the Word Cloud that we hope to be bringing back in the future to do some analysis on open answer questions. But, for now, you can list those.

Can I select results from a date range or see results from adbandoned surveys?

Definitely. Those questions came under our filtering where you can say “I’d like to look at a particular date or look at different results.” One person wanted different types of responses, so completed, partial, disqualified, abandoned. Remember, abandoned results have not actually taken any data, but you can export that if you’d like to look at, say, IP or geographic information and get that. Remember, though, an abandoned report has not actually answered any questions.

Can I upload survey data from another survey to create a report within SurveyGizmo?

There are possibilities for doing some data imports - you’ll want to speak to our Professional Services team. Go on SurveyGizmo.com and you can click on the Full Service tab and our Professional Services team can help you with survey data and imports and walk you through that process.

I need to be able to generate simple frequencies prior to creating Cross Tabs and a report.

So, you have the simple Cross Tab, and you have the TURF Analysis for unduplicated frequencies and you can move forward from there.

When using Cross Tabs, can I statistics in counts, rather than percentages?

Not currently. Some of the settings available for Cross Tabs are that it will show you all of that data, we don’t have an option to disable, say just the number and leave just the percentages. But if that’s something you’re interested in, I’d recommend making use of - and this is for everyone, of course - making use of the Feedback tab on the right side. This is where you can put votes behind ideas of features you’d like to have in SurveyGizmo and improvements. You can even add your own idea and throw your votes behind it (you get a certain number of votes for your account). And as they bubble up to the top with the most votes, we actually generate them and we make them available as features.

Getting to a few more questions here.

Can I schedule a report and have it run for only the most recent month?

Absolutely, that’s using the combination of the filters and date range with your scheduled exports.

Does it only save one version of any report you run or can it save multiple reports from the same survey?

So when you run the report, it’s kind of overriding the previous report. We don’t yet have built into the tool a sort of history of a report, where you can see the previous runs. If you’d like to keep that history, you can always copy a report with one click and then run it off of the new data, the copied report. So, you can have right timestamps of your titles and have that recordkeeping manually. Great question.

Can I identify the email address of the responder if I sent them an email?

If you send it through our email invitation system, you can absolutely include that in your exports.

If you delete information before you export it, does it delete the information forever?

When you’re working with an export or report itself, you’re working with elements, right? So it’s an element for a particular question or a particular item from the survey. If you remove that, you’re not actually affecting the data, you’re just removing that view. It’s like saying the alphabet still exists even if you choose to no longer use the letter “a.” You can remove the letter “a,” but it still exists and people can use it and it’s still there. You’re just choosing not to make use of it.

Is the Satisfaction Meter Report Type still available in SurveyGizmo Version 3?

For those who aren’t aware, the Satisfaction Meter was a previous report type we had in Version 2. It has not made an appearance yet - it is on the list of things we’d like to bring back, but as of this time, it is not available and I don’t have any information about when that will be released.

Time for just a few more, so I’m going to try and get through these and then we will wrap up.

What’s the best way to report an essay question?

The best way to deal with essay questions and review those is probably to export those out as an export to a CSV or an Excel file.

Now, when you’re dealing with another textbox - so you have a question within your survey, let me pull one up here, and you have another field - I actually don’t think I have one built in at the moment in any of these. But you have the ability to, say, have a box here that says “Other” and they can enter in their own answer. They’re entering an answer that will be included just like the list of other answers that are, the rest of the answers that were pre-populated and available to them. So it will actually be listed in a bar chart or a pie chart as an item that can be filled in. If there are a lot of these, they might be clumped together as a grouping of “Other” within the chart itself, just because otherwise you might have 20 or 30 different columns in your bar chart. So they can be combined, but they will be listed below in the Summary Table that you see at the bottom of the report. I don’t have one actually readily available, so we’re going to go ahead and move to the next question here.

Can you exclude charts and graphs in a Summary Report?

Absolutely. You can just choose the table format and it’ll show you just the results of your report without actually showing the charting. So you can absolutely not include those items by just making the adjustment and switching to just table and you’ll see just this table here at the bottom.

Do we currently have reporting on email invitations?

Within the email invitations, the email campaign, you can get a status log of those who’ve subscribed and those overall. That’s all done under Publishing and the email campaign itself, where you can get out those logs. It’s not within reporting, that’s unique to each campaign.

All right, last few questions here.

How do I open a report in Word and PDF form?

So if you have specific questions about things not being displayed correctly, go ahead and work with our support team - look under Help and Support to talk to them about any of those issues. However, we do have an export to Excel, Word, PDF and a printable version available to you for your reports.

Is it possible for basic statistics to appear in your report?

That’s already included automatically.

And, finally,

Is there anything to translate open end responses from reporting?

We’ve talked about the future additions of the Word Cloud analysis. And that’s something we’ll be offering - otherwise, it’s qualitative data, which makes it tricky. There’s entire companies dedicated to analyzing qualitative data.

Upcoming Survey Report Types

All right, so let’s talk about what we have coming soon in reporting, and then we’ll wrap up this webinar.

Fall-Off Reports and Profile Reports will be coming back. Profile Reports are designed to look at what one respondent answered compared to the whole. So you’re looking at one response versus the responses of everyone else who completed that particular survey. In the Profile Report, you’d see a gender question and it’d say, “Well, this one respondent that you filtered,” and this Profile Report will say, “This respondent answered male.” This is the breakdown of everybody else’s answer. Length of time with a company, things like that, so it’s looking at one individual versus the whole.

The Fall-Off Report is a report type that we have offered and will be offering again soon. It doesn’t analyze your data, but rather analyzes your survey. The Fall-Off Report looks at when people are leaving your survey. The partial responses are those who maybe have a 10 page survey and they left on page 5 and they only completed the first 4 pages of your survey. The Fall-Off Report will show you where those peaks are. So, you’ll see that, “Oh, look, I have a spike on page 4, where a lot of people have left and I have partial responses.” That’s a good indication for you to go to page 4 and find out why they might be leaving or page 5 and say, “Oh, okay, they finished page 4, they got to page 5 and they left.” Well, on page 5, you’re asking maybe some personal information or it’s very intimidating large tables. So the Fall-Off Report lets you move those things around and make adjustments to your survey knowing that you’re getting a lot of drop off at that point and time. So it helps you figure out where you might have some resistance from your survey takers.

Well, thank you, everyone. I appreciate you coming out to this webinar. Once again, my name is Mario Lurig and this is the SurveyGizmo presentation on Reporting, Exporting and Analyzing Your Data. If you do have any other questions, by all means, send them through - our support team will be happy to answer them, and if you have any other feedback, you can send it through as a question.

I hope everybody has a great rest of the day and look out for that email in 24 hours so you can view the video of this or share it with others. Thanks so much and have a great day.