Accessing User Data

Description

The View Data Screen allows managers to access user data from Public Assessment surveys, with options to view, filter, and export responses in CSV or Excel formats. This feature is exclusive to Public Assessment clients and is not available for Self-Assessment surveys as of now.

View Data Screen

Accessing the View Data Screen

Navigate to the View Data Screen

From the main menu, select: Data & Analysis → View Data
The screen will load with options to select a survey and a questionnaire.

Enabling the Feature

If you are not able to see "View Data" menu item under Data & Analysis then make sure "ShowViewData" feature must be enabled under Setup --> Manage Features

Select Survey

Use the dropdown menu to choose a Public Assessment survey.

Important: If a Self-Assessment survey is selected, an error message will appear:

Error Handling:

• If you do not select a survey and click "View Data," an error message displays:

• If the selected survey template does not contain variable names, this error appears:

Select Question Category

Select the specific question category you want to view from the dropdown list.

Error Handling:
If no questionnaire is selected, an error message displays when you click "View Data":

View Data Button

• After selecting both the survey and questionnaire, click the View Data button to display the response data.
• The data table will include participant names and their corresponding responses.

Data Table

• Column Headers: Each column headers are the unique names generated by Probench to identify each data point and its based on the question category selected in the second dropdown.
• Search Bar: Use this feature to search for specific participants by entering keywords or names.

Exporting Data

Once data is displayed, you can download it in CSV or Excel format by clicking the respective download button at the left top of the data table.

Example Workflow

To download participant responses for a survey, follow these steps:

• Select your Public Assessment survey from the dropdown.
• Choose the relevant question category like "Assessment", "Analyst Comments", "Source", "Evidence", "Company Comments" etc.
• Click the View Data button to load the responses.
• Use the Search Bar if you need to filter participants by name.
• Click the Download as CSV or Download as Excel buttons on top left of data table to export the data for further analysis.

Troubleshooting

• Survey Not Selected: Ensure a survey is selected before clicking "View Data."
• Incorrect Survey Type: This feature is only available for Public Assessment surveys. Selecting a Self-Assessment survey will prompt an error.
• Missing Variable Names: If the selected template lacks variable names, update the template to include them before attempting to view data.

Known Issues

• Evidence URL's: Currently the URL's being displayed for the Evidence and Source questions are not working, its the work in progress and will be fixed in the next release.
• Display of Sub-questions: If questions is setup as a sub-question i.e. if Q1 has Q1.1 and Q1.2 and are setup in parent child structure, these questions are currently not getting displayed in the table.