Getting Started with Prep Data

Prep Data

The Prep step in VizualSurvey survey is where a lot of magic happens. Here is where you will group columns together for each question and select the VizualSurvey question type to match the question type of your survey software. You will also identify what filters you would like in the dashboard. This is the foundation of the process so make sure to verify your selections.

Step 1: Initial Prepping

1. Select Resp ID

VizualSurvey counts distinct respondent ids to come up with our counts so you have to identify what the respondent id is in your data. If you do not have that column in your raw data you can add it in the upload screen under actions. By default, the first column in your data would be selected as the Resp ID, if that is not the correct column just click the radio button on the correct respondent id in your data to change it.

2. Hide Columns

Hide any columns you do not need, this will save you time in later steps as well as remove those questions from your dashboard. You can select multiple question columns by using SHFT or CRL on your keyboard. If you ever need to bring back a column you hid then you can go under actions and bring them back by using the See Hidden Questions option.

Step 2: Assign New Question # and Question Type

This is the most important part of the prep step.  Assigning the New Question # for each columns groups the columns together for each survey question. For some question types, there is more than one column associated with them such as in multiple-choice and matrix-type questions. By giving these columns the same New Question #, VizualSurvey then knows those columns belong to one question. The selected question type on VizualSurvey will tell the software how to transform the data as well as what chart should be soon in the dashboard. We are working on automating this as much as possible to save you time and decrease the learning curve. We have created VZ Autofill to assign the New Question # and Question Type for you for selected survey software. This is the easier way of accomplishing this step if the option is present, if not then you will have to do this step manually. 

Option 1: VZ Autofill (Qualtrics Only)

VZ Autofill is available for selected survey software. You may choose this option when you first upload the data or after you get to the prep screen. It will run our logic and apply the New Question # and Question Type for most if not all of the columns. Make sure to go through and verify the selections VZ Autofill has selected to ensure it picked the right option, if it did not then just change it to the correct one. If you ever need to clear all of the options and redo VZ Autofill for any reason you can do this by clicking on the Reset button and reapplying it under Actions. We recommend reviewing the in-depth article around New Question # and Question Type so you can QA the selection or change them as needed.

New Question # and Question Type Guide (Recommended)

Option 2: Assigning Manually

If VZ Autofill has not yet been created for your survey software then you will have to enter this information manually. We have tried to make this easy for you by creating detailed instructions for all the major survey softwares. We recommend reviewing the survey-specific article as well as reviewing the in-depth article giving you detailed knowledge of the logic used.

New Question # and Question Type Guide (Recommended)


Software Specific Videos (Older Versions)

Step 3: Select Filters 

In this step, you will select what your filters and split graphs will be in your dashboard. Our standard dashboard has 20 filters, you can select more than 20 filters here and it will be in the data but the standard dashboard will need to be updated to allow it. Filters are based on columns so the best filters are any question type that is a select one and does not have multiple columns associated with it. 

1. Filter Name

Once you select the filter box the first thing you will do is enter the filter name. This name is what will show up in the dashboard as the title for this filter.

2. Use as a Filter Only

You will select this option if this column will only be used as a filter and you do not want to see it as a chart in the dashboard as well. It will grey out everything for this column so that it will only be used as a filter. If you want this to be a filter and also show the question in the dashboard then do not select this option.

3. Update/Group Filter Value

You will use this option if you want to either change the values of your filter options or create a custom grouping. If you want to group these values just give them the same names and it will group them in the dashboard for you. Changing the values here does not change the values in the chart, it only changes the values that will be under the filter options for this column.

4. Filter Sorting

The filters on the dashboard will be ordered depending on the filter order here. There is a number next to the filter box for each column, this is the order it will display on the dashboard. If you want to change the order then click on the Sort icon in the Filter header next to the question mark. This will open up a dialog box that will allow you to change the order of your filters.

Step 4: Download Clean Data Import File for Clean Data Step (Optional)

Once you get to this step you have finished the Prep step, now it is time to get ready for the Clean data step. In the Clean Data step, you will be adding additional information to make your dashboard more user-friendly. You can download this template file, fill it in and import this information in the next step. Some clients like to import the data and some like to input it as they go, it is all up to your preference but I believe this way is the most efficient. The only thing you have to do at this point if you want to import your Clean data is download this file and move on to the next step. You can also get this file on the Clean data screen.

Next Article: Prep Data Options