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Results, Reporting & Analysis FAQ

This page provides a number of frequently asked questions concerning the retrieval and analysis of your data as well as anything related to reporting. This page will be updated as new popular questions arise.

01. What is a "Question Analysis Code"?

The "Question Analysis Code" or QAC is an analysis tool that allows you to create a unique code for every question in your survey:
  • You can allocate a unique identifier that can be exported and used in analysis applications like SPSS.
  • QACs are commonly used in situations where questions are randomised for each respondent.

02. How do I use a "Question Analysis Code"?

Create the codes for each of your survey questions and add them to the QAC box while editing each question:

  • You can search for results with these codes after exporting your responses into external formats (e.g. Excel, SPSS etc.)
  • You can also find similar results across multiple surveys this way if you use the same code in a survey series.

03. What is a Question Identifier and how do I use it?

A Question Identifier or QID is a custom name for any question that you create.

  • While editing your questions you can assign them a custom name by placing them in the QID box.
  • You can access your questions via QID later using Piping, Logic and Plug-in settings.

04. How do I export my results to SPSS?

You can use the "Publish" or "Export to..." options on your "Reports" page to export your results into SPSS:
  1. Log into your account.
  2. Highlight the survey that you wish to view.
  3. Click the "Report" button at the top of the right hand panel.
  4. On the "Reports" page click the "Export to SPSS" link in the right hand panel.
  5. On the "Publish" page select how you would like your data exported:
    • Labels: Information is exported as written in your survey (e.g. Rank Scale labels are exported as you have written them).
    • Values: Converts options and Rank Scales into numeric values for you to manipulate in analysis programs.
    • Labels and Values: Export information as both literal and numeric values.
  6. Click the "Export to SPSS" button in "Section 4".
  7. Follow the prompts to save your exported results to your hard drive.
  • NOTE: You can also click the "Publish" button to export into any format.

05. How do I export my online report to PDF?

You will need to create a custom report that allows you to export your reports/responses into PDF:
  1. Log into your account.
  2. Click the "Report" button for your survey.
  3. Click the "+ New Report" button at the top of the central panel.
  4. Give your new report a name and description before clicking "Save".
  5. Click the "Settings" button on the next page.
  6. Near the bottom of the page, check the "Export to PDF" box.
  7. Click "Save" followed by "Run Report".
  8. You will now see a new button in the bottom corner of your report called "Export to PDF".
  9. Click this button and follow the prompts to save the PDF to your hard drive.
  • NOTES:
    • If you have chosen "Convert Individual Responses to PDF" you can access it by viewing individual responses in your custom report.
    • Your "Settings" page can also be used to display information that you don't normally see (e.g. In Progress responses).

06. Can I export my report into "Word" format?

Yes, but not directly:
  • Key Survey does not provide an option to export your report into Word format.
  • Work-around (options):
    1. You can export your report into PDF format and then convert that using Adobe software.
    2. If you have Adobe Acrobat Professional you can export your PDF directly into Word format.
    3. You can also use Adobe Photoshop to export each page of your PDF as images that you can paste into a Word document.
    4. You can copy and paste text inside your questions into Word - Formatting may not copy correctly.
  • NOTES:
    • Adobe software requires special licensing at QUT.
    • If you have administrative access to your PC you can use the Self Installer to add these programs.
    • PDF exports direct fro Key Survey may not look exactly the same in Word.

07. Is it possible to export completed responses into PDF format?

Yes - You will need to create a custom report that allows you to export your reports/responses into PDF:
  1. Log into your account.
  2. Click the "Report" button for your survey.
  3. Click the "+ New Report" button at the top of the central panel.
  4. Give your new report a name and description before clicking "Save".
  5. Click the "Settings" button on the next page.
  6. Check the "Convert individual responses to PDF" button near the bottom of the page.
  7. Click "Save" followed by "Run Report".
  8. Click the "View by Responses" button to view actual responses.
  9. You will notice a new button at the top of each response called "Export Response to PDF".
  10. Click this button and follow the prompts to save the PDF to your hard drive.
  • NOTES:
    • Custom reports can also be used to display other information (e.g. In Progress responses, and PDF reports).

08. Can I view and analyse my results in Key Survey or do I have to export first?

Yes - You can. Key Survey provides a series of tools that you can use to analyse your results:
  • The Standard Report (automatically created) provides a series of general analysis tools.
  • Since this report cannot be edited, you will need to create a custom report in order to access more specific analysis tools.
  • You can use these tools to analyse your data within Key Survey or refine your results for export.
  • You can learn more about custom report tools at the Intermediate Key Survey Workshop.

09. How do I delete test responses?

There are two ways to delete responses:

Delete responses one at a time

  1. Log in to your account.
  2. Highlight the survey that you wish to use.
  3. Click the number next to "Complete" in the right hand panel for your particular survey.
  4. Go to the top right hand side of the page and click the "Delete Response" button.
  5. Repeat the previous two steps to delete all remaining test responses.

Delete responses in batches:

  1. Log in to your account.
  2. Highlight the survey that you wish to use.
  3. Click the "Report" link at the top of the right hand panel.
  4. Click the "Run Report" button in the toolbar at the top of the page.
  5. Click the "Delete Respondent" button found in the bottom right hand corner of your page.
  6. On the next page click the "View email addresses or IDs" link.
  7. Check all of the responses that you wish to delete.
  8. Click the "Delete selected responses" button.
  • NOTE: You can only delete responses in batches from the Standard Report only.

10. Can a respondent preview or print their survey responses?

Yes but not directly:
  • Key Survey does not yet provide a "Print" option for respondents to use.
  • You can use an application tag pair called <REVIEW></REVIEW> to create a "review your response" button.
  • Respondents can then use their browser's print options to print their completed survey.

11. I can't seem to modify my "Standard Report" - Why is that?

Your standard report is created as a default for your survey so the system will not allow you to change or delete it:
  • To refine and control your report you will need to make a custom one using the "+ New Report" button.
  • Your Standard Report includes results and statistics for all completed responses.
  • The "New Report" button copies this report so you can edit and refine it as you require.
  • NOTES:
    • Your standard report does NOT include "In Progress" responses.
    • You can apply rules and analysis calculations to a custom report by using the "Edit" button.

12. How do I make a custom report?

You can create a custom report by using the "+ New Report" button on the Reports page:
  1. Log into your account.
  2. Highlight the survey that you wish to use.
  3. Click the "Report" button in the right hand panel.
  4. Click the "+ New Report" button in the central panel.
  5. Give your new report a name and description..
  6. Click the "Save" button.
  7. Click "Run report" to preview your custom report.
  • NOTES:
    • When you first create a custom report it will be exactly the same as the Standard.
    • After clicking "Save" you can use the following "Items" page to apply filters, statistics etc.
    • You can create as many reports as you need at any time.
    • You can create as many filters and rules in each report and turn them on or off at any time.
    • Your custom report can include "In progress" responses by turning on features in the "Settings" page.

13. How do I track or identify respondents over a survey series?

There are a number of ways to do this, however, Email List Distribution, password protection and respondent ID saving are the easiest and most common methods:
  1. Email List Distribution:
    • Once your survey has been activated, you can use the "Email Distribution" method to ID respondents by email address.
    • If you create a series using the same email IDs, you can cross reference using them.
    • Your custom report can help you compare data using this form of identification.
  2. Create an identifier question:
    • Make a question in your survey that asks a respondent to enter an ID (e.g. Staff/Student Number, or Name).
    • You can then create a custom report that cross-references this question to help you compare data.
  3. Respondent ID saver:
    • You can use the "Respondent ID saver" plug-in to generate an ID for a respondent.
    • You can display that ID to them and ask them re-use it in your next survey.
    • Then create a custom report that cross-references the ID.
  4. Password Protected Surveys:
    • You can use any of the password protection methods over your entire survey series.
    • These details are recorded in all your surveys so you can cross-reference them in Key Survey or SPSS.
  • NOTES:
    • Each method has its own strengths depending on your situation.
    • It is recommended that you test your options beforehand to reduce risk of errors when you go live.

14. Does Key Survey automatically combine results from multiple surveys?

No - You would need to create reports for each survey and then re-combine them in an external application:
  • To combine reports you would need to:
    1. Log in to your account.
    2. Click the "Report" button for each survey in your series.
    3. Export each report into the same format.
    4. Open your first report in the external application.
    5. Use the external application's tools to append the report with your other files.

15. How do I send reminders to respondents who have finished their surveys?

You will need to do it manually using Key Survey's report and your external mail application:

If you used Email List Distribution:

  1. Log into your account.
  2. Highlight the survey that you wish to use.
  3. Click the "Report" button at the top of the right hand panel.
  4. Click the "Export to Excel" link in the right hand panel.
  5. On the Publish page under "Section 3" check the "Include Unique Survey URLs" box.
  6. Click the "Export to Excel" button in "Section 4".
  7. Follow the prompts to save the Excel file.
  8. Open your new file in Excel.
  9. You can now obtain the unique survey address for each "completed" respondent.
  10. Create a new reminder email template and manually insert the unique address for each respondent's email.
  • NOTES:
    • Key Survey will not allow you to send reminders to respondents who have already completed your survey.
    • Sending an email to each respondent can be time consuming if you have a lot of them.
    • You can divide this task among a number of staff to reduce the time required to send.
    • To obtain the unique web addresses for "In Progress" respondents:
      1. Create a custom report and include your "in progress" results.
      2. Follow the same steps mentioned above for the custom report.

16. Is it possible to display complete and/or incomplete responses in my report?

Yes - You can create custom reports that can display all or just incomplete responses:
  1. Log into your account.
  2. Highlight the survey that you wish to use.
  3. Click the "Report" button at the top of the right hand panel.
  4. Click the "+ New Report" button at the top of the central panel.
  5. Give your new report a name and description before clicking "Save".
  6. On the report "Items" page click the "Settings" button.
  7. To display ALL responses, check the "In Progress" box at the top of "Section 1".
  8. To display in progress responses ONLY, check "In Progress" and uncheck "Complete" at the top of "Section 1".
  9. Click the "Save" button.
  10. Preview your new report by clicking "Run Report".

17. Is it possible to see incomplete responses?

Yes - You can preview responses either in your "Reports" or on the main "Surveys" page:
  • If you are using the "Master Survey URL" method click the number next to "In Progress" on your "Surveys" page.
  • To preview responses in the "Reports" page you will need to use a custom report:
    1. Log into your account.
    2. Highlight the survey that you wish to use.
    3. Click the "Report" button at the top of the right hand panel.
    4. Preview your "Custom Report*" (or a report of your choosing).
    5. Click the "View by Respondent" button.
    6. Use the provided controls to preview responses.

18. Is it possible to import "Word" surveys into Key Survey?

Yes - but not directly:
  • Key Survey does not have a method of importing Word surveys.
  • You will need to create these questions manually in Key Survey.
  • NOTES:
    • You can copy and paste text from Word into Key Survey.
    • Any formatting that you had in Word may be lost.
    • You can use the WYSIWYG Editors or in-line web code in Key Survey to recreate your Word styles.
    • Web Code & Key Survey can teach you more about using inline tags and web styles.

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