Export Ad Hoc survey data

Export survey data determines the Program fields to download in a file. Each file includes the records that meet the time period criteria and each record includes only the selected fields. The export file is downloaded to your local device. To export the Ad Hoc survey data, choose an Ad Hoc survey with Sent status, click the details pane menu and select Export survey data.

Click 'Export survey data' from the details pane menu.

Tip: When creating Exporters, use the Ad Hoc Surveys ID field (e_program_id) to filter the export to a particular Ad Hoc survey. Additionally, you can use the Query API to export Ad Hoc survey data.

Complete these steps to export Ad Hoc survey data:

  1. Define an export name. By default, the export uses the <ad hoc survey name>_export_timestamp format. For example, Retail purchase ad hoc_export_1580224856.
    Note: Export name must be unique; it can contain numbers and letters but no special characters.

  2. Optionally, enter the export description.

  3. On Fields, identify the fields to export data from. By default, all these fields are exported:

    • Question fields — Survey questions.

    • Distribution (a_adhoc_distribution) — The distribution method(s) the Ad Hoc survey uses.

    • Invitation status (a_invitation_status) — Status of the record.

    • Sampling results exclusion cause (a_sampling_result_exclusion_cause) — Why a record was accepted or rejected during the Sampling process.

    • Sampling results exclusion cause details (a_sampling_result_exclusion_cause) — Details on why a record was excluded from Sampling.

    • Survey status (a_survey_status_display) — Survey status (e_status), which tracks the state of a survey record, reformatted to replace the underscores _ with spaces. For example, AUTO_EXCLUDED displays as AUTO EXCLUDED.

    • Survey URL — Only when the Ad Hoc survey is distributed via Link and QR code . URL to take the survey.

    • Survey ID for internal use (a_surveyid) — Survey ID used internally by Experience Cloud.

    • Bounce category — Type of bounce for Email invitations.

    • Creation date (e_creationdate) — Date when the survey was created.

    • First name (e_firstname), Email (e_email), and any other Medallia field — Contact and Event fields mapped in the Upload file when the Ad Hoc survey is distributed via Email.

    • Record schema mapping ID — ID of the schema that generated the Ad Hoc survey.

    • Response date (e_responsedate) — Date when the survey was completed.

    Double-click All Ad Hoc survey fields to see all the default fields to export. Click Cancel icon. to remove each field individually or select Clear all to remove all default fields. Once you remove a field, click Add fields to select each field to add or Add all fields to select all program fields in bulk.
    Restriction: You can only select up to 300 from the survey you are in.

    Program fields can be removed individually by clicking the "X" or in bulk selecting "Clear all". Click "Add fields" to select the fields to export data from.

  4. Under Time period, determine the time range of the records to export:

    • All time (all data) — Default option. It exports all records available based on the fields selected above.

    • Custom — It exports all records with a time field between the From date and To date values, inclusive. Either choose Send date or Response date as the time field to check and match against the selected time range. For example, choosing Send date 1/1/2020 means all records in the export are the responses sent between the 1/1/2020 and 1/30/2020, inclusive.

      Timeperiod custom uses Send date as time field and sets the From - To values.

  5. On Field name format, select the format the field names will take in the export file, which can be the Name, Name (In surveys for questions) — which displays the Question text (in survey) value, Client identifier, or Export label. For more information, see Program field editor.

  6. On File format, select the extension of the export file, which may be XLSX (default option) or CSV.

  7. Click Export.

Exports may take several minutes. During that time, you can monitor the export progress by clicking the Ad Hoc Surveys Exports badge on the left navigation bar. When the export is ready to download, click Download to download the export copy or Cancel to remove it. For example, the following image shows an Excel export ready to be downloaded:

Program exports badge shows one export on the queue available. Clicking on the badge reveals the export status.

Export statuses can be:

  • In progress — Export queue is in progress. If canceled, it removes the export from the list.

  • Ready to download — Export is ready to be downloaded or canceled.

  • Failed — Export failed. If canceled, it removes the export from the list; if restarted, the export process is triggered again.

The export file matches each column with a field defined when creating the export, in the following order: all Feedback fields (in the same order as they appear in the survey), Invitation status, Sampling result exclusion cause, Survey status, Creation date, Email, First name, Response date. File rows appear from oldest to newest based on Creation date or Response date field.