Cleaning survey data for dashboard

@SlyNick Export, delete and import would be perfect. However, import would be tricky since some metadata fields are unable to imported. Eg. Recorded Date, Response Type, Finished...
Also the time format will be tricky, you should keep them at ISO standard. Just try and if it fail, it will show you the field that can’t be imported.

If it’s too hard for you, you can upload new clean responses as Imported Data Project then re-mapping it with the Dashboard Data.

Hope this helps👍

Hi @Nam Nguyen, thanks for this advice. What will this do to the existing dashboard and the response rate?

Do you have identifiers on each record?  If so, you may be able to set a filter and permanently delete the records that do not apply, using the data and analysis tab.  (Setting a filter may be quicker or easier than search and delete.) I’d recommend at the least downloading all data before deleting any records.  
 

@SlyNick All the cleaned responses will be at your dashboard since it’s already linked with the survey. You should use filter to see all the responses with Response Type = “Import” (The original responses have Response Type = “IP Adress” & I don’t recommend deleting the original responses)

Since importing survey data is tricky, I always recommend Imported Data Project as 2nd option (but you will need to map the corresponding field)

Also, since the NOT enroll is just 300, filter them manually in data & analysis and delete all at once is an option (so you don’t have to wait for the data update each time you delete a response)

Hi @BrianPickerill, yes, we have downloaded & saved the raw data. How do you recommend setting a filter?

https://www.qualtrics.com/support/survey-platform/data-and-analysis-module/data/filtering-responses/

You can also use the recoding values functionality at the dashboard level, if the data you need to purge or clean has a consistency to it use this to change it there.  We have to use it frequently for fields we update year-to-year especially.

https://www.qualtrics.com/support/vocalize/dashboard-settings-cx/dashboard-data/recoding-values/

@SlyNick an alternative option would be to use the Qualtrics APIs to do a bulk update of the responses. For example, you can bulk delete responses using the API (and therefore get rid of the responses that you no longer want seen on the dashboard), or my preferred approach would be to use the bulk update of embedded data to add some type of flag to the responses that you want hidden from the dashboard (therefore they still exist in your dataset, but can be hidden from display on the dashboard using the filter setup linked above).

To do this, I tend to export all responses and then identify only the ones that need to be actioned (deleted or updated), then trigger the API in bulk for only those responses. I also keep a full record of all responses in case of any mistakes that mean I might need to import them back in later on!

Your response rate on your dashboard will drop as a result of deeming these responses out of scope (either by removal or filtering out), however based on the definitions you are using for eligible respondents, your current response rate is artificially inflated by those responses anyway. And if you are removing them from the response counts, you would likely need to remove them from your invitation count as well (not sure how you are populating that information, whether through Qualtrics inbuilt distribution metrics or manual methods - the answer will determine how you might resolve) which will more closely align to your existing response rate.

Hi @ashleigh_quaill, we don’t have API. Our enrolment and roles files are imported through SFTP. Is the process you describe possible through SFTP?

I don’t believe you can do this through the SFTP sorry. The changes you want to make to the responses are within the survey project itself, not through Course Evaluations so will likely need to be treated separately to the enrolment files.

I’m not sure how you’d update the invitation numbers if you are pulling those from Course Evaluations directly (we do them manually at our institution because we never found a reliable way to capture all the information we need associated with invitations from Course Evaluations or the Qualtrics Distribution Metrics widgets).

Sorry, I wasn’t clear. We import the files for course evaluation using SFTP but the survey I am referring to where we want to remove the responses was not a course eval, but an ad hoc survey. I just wondered if that would be a way to get the data in. I suppose another way is to copy the survey and import the results? I think this messes up the response rate tho. I’m really surprised at how hard it is to calculate a response rate!!