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How to export qualtrics survey results to sharepoint/one drive

  • July 25, 2024
  • 6 replies
  • 1670 views
P
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Hi All,

Is there a way I could automatically export survey results in excel and place it in sharepoint or one drive.

This process needs to be automated to even capture new responses.

Please advise would be helpful.

Thank you

Best answer by nryalls

@POS POS Certainly, happy to help! 

 

1. Here are the steps to create the workflow. 

Select the option Survey response
Make your selections for options
Add a task
This is the name of the task for adding rows to an Excel table. You’ll have the option to add a user account and then connect your Microsoft account. 
From there you can select your Excel Workbook, both SharePoint and OneDrive for Business documents have appeared here for me. You then choose your Worksheet and Table. Add your fields and map your survey response data using piped text. 
​​​

 

 

2. This will not pull in already collected responses as the workflow starts when a new response is collected. However, because you have to build the table prior to setting up the workflow I found it easier to do a full data export from Data & Analytics tab and use that to create my table. I then crossed reference the last Response ID from my export with the first from the workflow to ensure I didn’t have any missing. 

 

    6 replies

    nryalls
    Level 3 ●●●
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    • nryalls
    • Level 3 ●●●
    • July 26, 2024

    Hi @POS POS, If you have access to Workflows on the platform, you can easily achieve this by using the Survey Response Received trigger followed by the Microsoft Excel task. It will have you connect with OAuth to your SharePoint/OneDrive and then begin adding each response as a new row to a table. 

    You will have to set up the table first and then tell the system which question should apply to which column. 

     

    P
    Level 1 ●
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    • POS POS
    • Author
    • Level 1 ●
    • July 26, 2024

    @nryalls - Yes, I do have access to workflows. Can you suggest

    1. What has to be selected here?
      1. Will this also get the responses which were already submitted (i.e. can the responses which were already submitted before creating workflow also be extracted into the excel in SharePoint)?
         
    nryalls
    Level 3 ●●●
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    • nryalls
    • Level 3 ●●●
    • Answer
    • July 26, 2024

    @POS POS Certainly, happy to help! 

     

    1. Here are the steps to create the workflow. 

    Select the option Survey response
    Make your selections for options
    Add a task
    This is the name of the task for adding rows to an Excel table. You’ll have the option to add a user account and then connect your Microsoft account. 
    From there you can select your Excel Workbook, both SharePoint and OneDrive for Business documents have appeared here for me. You then choose your Worksheet and Table. Add your fields and map your survey response data using piped text. 
    ​​​

     

     

    2. This will not pull in already collected responses as the workflow starts when a new response is collected. However, because you have to build the table prior to setting up the workflow I found it easier to do a full data export from Data & Analytics tab and use that to create my table. I then crossed reference the last Response ID from my export with the first from the workflow to ensure I didn’t have any missing. 

     

    Vanesa
    AlonsoC
    P
    Level 1 ●
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    • POS POS
    • Author
    • Level 1 ●
    • July 26, 2024

    @nryalls  - Thanks for the steps.  Will be trying this and post back shortly.

    nryalls
    AlonsoC
    P
    Level 1 ●
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    • POS POS
    • Author
    • Level 1 ●
    • October 3, 2024

    @nryalls  - In step 1, when selecting excel, I can only find excels which are in my one drive, but I am not able to find any excels from sharepoint. Can you pls suggest on this?

    B
    nryalls
    Level 3 ●●●
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    • nryalls
    • Level 3 ●●●
    • October 3, 2024

    I ran into some trouble with this as well - but largely because we have so many files in the location I saved the worksheet. Qualtrics suggested reindexing the library. I eventually did use a file in my OneDrive as it was the quickest solution I could find and my use case had a tight turnaround time. 

     

    I did found this post about using API connections to do the same feature. 

     

    I just tried to search in the Excel task again and I saw that SharePoint libraries with a lot of data are not appearing compared with smaller libraries. Sorry I can’t help more than that. 

    P
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