Online Technology for Research & Insight

FAQs: Stats, downloads and data tools

Frequently asked questions. Click on any question to see the answer.

The Statistics Toolset

STA01 What data is available in the Statistics toolset?

Once a survey has started to receive responses, a Statistics option will appear in the Available Actions menu when you click on a survey title. You will also see the Statistics icon at the centre of the Survey Toolbar in Edit mode. When you open the Statistics report you can see at top left the number of Survey Responses that have been received, the date and time of the first and latest response, and a Typical Completion Time for the survey. There are seven tabs of data here: the default tab shows the Response Rate (daily responses and a cumulative total). These can be shown in chronological order, or by highest or lowest first, using the drop-down menu at left.

STA02 What data other than response rate is available in the Statistics report?

Apart from the default Response Rate tab, the other tabs in the Statistics report are:
Page Views: All the page titles in the survey are listed, along with the number of times these have been viewed. Conditional pages (that will not be shown to all respondents) are designated with a blue C icon.
Hour of Day: This shows the breakdown of responses according to the hour when the survey was submitted, based on the respondents' local time.
Country Analysis: A list of the countries from which responses were received (calculated from IP address), showing counts for each.
Time Zone Analysis: A graphical representation of responses received according to global time zones.
Sources: A list of tags, social media or panel email sources used for access to this survey. Tags can be any words used after a ? at the end of a survey URL (eg ?website, ?email, ?qrcode) to specify different places the URL has been used; or they can be generated by links used for social media options (twitter, facebook, emails, etc); or they can be the unique identifiers used for emails sent out through Panelwise. This list can be shown in alphabetical order, or by highest or lowest first.
Devices: A list of the devices used for submitting responses to the survey, showing counts for each. Devices include desktops (Windows, Mac, Unix etc), laptops, tablets, and smartphones (Android, OSX, etc). This list can be shown in alphabetical order, or by highest or lowest first.

STA03 How do you calculate the "typical completion time" for a survey?

Our typical completion time is not an average calculation of all the times taken to complete a survey by all respondents, which can be misleading. For instance, if someone clicks on their link, opens the survey and then gets distracted before completing it, then their time can skew the whole figure. These very long completion times (and very short times, for that matter) can lead to "average" calculations that are meaningless.
We calculate a typical completion time as follows:
1. Remove any responses where the duration is less than one second per question in the survey.
2. Divide the number of seconds taken into five second slots.
3. Calculate the average of the top ten most frequent five-second slots (an expanded "mode" in effect).
4. Multiply it by five and express it in minutes and seconds.

STA04 What reports can be generated from the Statistics interface?

Two reporting tools are available, generating either a consolidated Excel file or PDFs. The Excel version of the report allows you to specify if you want just percentages shown, or to include sample sizes as well. The Excel file has a different tabbed sheet equivalent to each tab in the browser interface. PDF reports are available for each individual tab view, so you can choose which stats you want to report on.

Response Data Downloads

RDD01 What formats can I use to download my response data set?

All Demographix users have access to three basic data download formats: Excel .xlsx files with single-value cells, Excel .xlsx files with multi-value cells, and tab delimited files. An Excel file will show the question and answer text in the first row, with each survey response taking a row beneath. A single-value cell file has a column for every answer to a question, while a multi-value cell has a column for every question (so, for example, a multi-choice question will have all its answer values in a single cell). A tab delimited file shows question and answer text or tokenised data separated by tab spaces. The latter format is generally only used when data is being exported into other systems by IT staff.

RDD02 I use IBM SPSS. Can I export data from my survey into a format suitable to use in SPSS?

Yes, Demographix supports IBM SPSS. You can download SPSS-format data files and syntax files containing survey data for uploading into SPSS – just let our Helpdesk know if you want this option enabled.

RDD03 I have a heritage version of Excel that only supports .xls files. What can I do?

We have a legacy Excel file download format that creates .xls files, but we are moving towards phasing this out, as it has severe restrictions on the size of survey it supports. If this file format is not shown as a default option in your data download tool, then call the Helpdesk and we'll enable it.

RDD04 Where can I find the Download Raw Data option?

This will appear in the Available Actions menu when clicking on a survey. You will also see the Download Raw Data icon at the centre of the Survey Toolbar in Edit mode. If you can't see either of these, then your survey has not collected any data yet.

RDD05 What options have I got for restricting and filtering data downloads?

Once you have chosen the Export file format from the dropdown list, you will be presented with a series of four filter tools:
How many responses? First choose how many responses from your total that you want to download – All, Some (possibly random), or starting from an ID number. The latter is used if you have downloaded some data previously, and you now want to update the data from the ID number of the last row in the previous download.
Filter responses by:The second action allows you to filter the responses, if required. This allows you to choose from all the questions in the survey and the Sources. Multiple question filtering is supported.
Choose data format: You can choose either answer text or tokenised data. The latter lets you choose between tokens that start at 1 or 0 (you may need an IT manager to help with this).
Select questions to include in download: Finally, all of the questions in your survey will be displayed, allowing you to select which questions you want to include in the download. Buttons let you easily Select All or Select None (to reset and choose again).
NOTE: You can leave questions 1-3 as the default options (all data, no filter and answer text) and choose Select All questions to get a full data set download.

RDD06 Why is Date Picker data shown in differing formats when downloaded into Excel?

When you view the data inputs from Date Picker questions in the Analysis of Responses or the View Individual Responses interfaces, they are listed in the DD Mmm YYYY format. However, we change the format when you download into Excel (either through these two interfaces or as a Download Raw Data file). In Excel files, we have opted to show the data as YYYY-MM-DD so that columns of data can be selected and re-ordered (in ascending or descending date order) to allow you to select subsets of the data by time period more easily (for instance, editing out all the dates outside the range you want to view).

RDD07 What would I use short codes for?

Use a short code if you are exporting survey data to a program such as SPSS which limits the length of a variable label. A short code can have up to 40 alphanumeric characters. Short codes are also used for custom-coding purposes to control hidden options for certain subgroups of respondents. (If you think you require custom code, contact the Helpdesk).

Viewing Individual Responses

VIR01 What is View Individual Responses option, and why is it useful?

Once your survey has received at least one response, then a View Individual Responses option will appear in the Available Actions menu. This icon will also appear in the centre of the Survey Toolbar. Once activated, a pop-up will appear in a new browser window or tab. This allows you to look at responses to the survey one at a time, each view showing a complete data set from an individual respondent. You can tab through the responses using the back and forward arrow buttons, analysing how individuals answered the overall set of questions. Use the double arrow buttons to take you to the last or first entry. If a full response is of interest you can print it out, using Print this Response.

VIR02 What other data about the individual response is available?

You will see at the top of each response the ID number (in order of submission), the date and time the response was submitted, the time taken for the respondent to complete the survey, the country of the IP address used to submit data, and any Source data (if there is none, this will read "None"). Below these will be the response to all the questions answered. If there is no answer, or the question was conditional and not seen, then those questions will not be shown.

VIR03 What does Edit Source mean?

The Source of a response can show such things as the tag that has been used in the link to the survey, or the name of the email sent to a panel (such as First_Invite). Most of the time this will simply show None if these options haven't been used. If you wish to edit this source, click on Edit Source and change the text and save it.

VIR04 Can I delete a response?

You may want to extract a response or two from the dataset if, for instance, you have multiple submission of the same data or length of time taken to complete the survey is too short. Use the Edit Source tool to do this: label the response something like "Delete". When you analyse the data set again you can then filter out the "Deletes" and work with only the data that remains. If you need to delete responses from the system completely, please raise a helpdesk ticket.

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