Guide for bulk importing report sharing permissions

How to prepare the template to bulk assign viewers to your survey reports

Jared Ellis avatar
Written by Jared Ellis
Updated over a week ago

What can I learn from this page?

How to utilise the report viewer import feature bulk assign viewers to your survey reports

Who is this guide for?

Account Admins, Survey Admins, Survey Creators

Overview

With the report viewer export/import feature, you are able to bulk update report sharing permissions if you have a large amount of viewers and reports owners. This reduces the manual work involved with assigning viewers and report owners.

Note: When you duplicate a survey, you will notice that the report shells (reporting groups and assigned viewers) are carried over from the previous survey. When the survey launches, the report shells will update to reflect the demographic groups that your participants are assigned to at the time of launch however.

๐Ÿ’กTip:

  • After duplicating your survey and while it is in draft mode, check to make sure no viewers are assigned to reports that no longer exist as demographic groups in your user file. These reports are known as ghost reports that have carried over after your survey has been duplicated.

  • While report viewers can be added to your survey at any stage of the survey process (draft, live or closed), we recommend waiting until your survey has closed. This is so you can clearly see which reports have enough responses for report data to be visible. More on this here

Preparation of your file

Once you have created the reports in the survey that you'd like to add viewers to, start by exporting report viewers. This will provide the template for which you can then import report viewers (if you choose). To export, click into the Sharing page of your survey and select Manage Report Viewers > Export:

Your template will look similar to below:

Adding report viewing permissions

Within the spreadsheet, add the email addresses of your report viewers in Column A. If you have more than one viewer you will need to duplicate the existing report line for each viewer you would like to assign. See the example below:

Report Status column:

  • "Unreportable" reports: We do not recommend assigning report viewers to "Unreportable" reports (see column D "Report status (optional)" in your file). "Unreportable" means the reporting group will never meet the reporting group minimum that has been set for your survey. In other words, the number of participants assigned to that group is less than the reporting group minimum. Regardless of how many participants submit a response, it will never become a reportable group.

  • "Not yet reportable" reports: We recommend caution assigning viewers to reports with report status "Not yet reportable" (draft & live surveys). "Not yet reportable" may show in the file for a draft or live survey and indicates that the number of people who have submitted a response to the survey so far, is less than the reporting group minimum. This may or may not become a reportable group depending on whether the reporting group minimum is met prior to survey closure.

  • "Insufficient Responses" reports: "Insufficient Responses" may show in the file for a closed survey and indicates that the number of people who have submitted a response is less than the reporting group minimum, therefore not a reportable group. There is no need to assign viewers to this report as no data will be visible.

Adding Report Owners

Once you have added your report viewers to your template, assign a "yes" value in Column E for permissions where the user is a Report Owner and place a "no" value for permissions where the user is not a Report Owner. You can only have one Report Owner per report.

Find out more information about the difference between these two permissions here: Create and share reports


Uploading your file

Once you have filled out the template, you are able to use the file to bulk import report viewers and/or owners to your existing reports. To import, click into the Sharing page of your survey and select Manage Report Viewers > Import:

After selecting the Import button you will be asked to upload your template file

Once your file has been uploaded you can continue the process by selecting the import button in the bottom right. When you select import, we will run validation on your file to check for any errors or issues. If there are any issues, you will see below screen:

We recommend resolving the errors, and re-importing the new file. Assuming all errors have been resolved, you will see below screen:

Continue by selecting the import button in the bottom right, and after a short period of time the import is complete, and your new viewers will be added to your existing reports! Note that this may take a little while to process.

Note: Any uploads are additive only. You cannot bulk remove permissions that may have been incorrectly assigned. To remove viewers from reports, it needs to be done manually from the share reports page of your survey.

Warning Errors:

  • Report 'XXXX' does not exist: a report under that exact name does not exist. Check your surveys > share reports tab to confirm that there are no extra spaces before or after the report name and it aligns exactly with the report name you see in the spreadsheet.

  • No user specified for the report: No report viewer has been assigned to the specific report. If you are not assigning viewers to this report at this time, remove that row from the file.

  • Email 'XXXX' does not match any user: The email assigned to a report does not belong to an active user profile. Make sure to add the email to an active user profile in the platform before your next upload.

  • CSV must have 'XXXX' column: This error can occur if you have removed any of the column headers prior to your file upload. The exported column headers must remain in the file for your import to ensure the file can be read properly

  • Skipping: This is not an error, but information to let you know nothing has been changed for a given report

  • There are not enough responses to generate a report for this demographic: the number of people who have submitted a response is less than the reporting group minimum so the report data is not visible.


Checklist

  • Email column: Add the viewer's email address in column A. Email must belong to an active user profile in the platform

  • Not adding viewers to a particular report? Leave column A blank

  • More than 1 viewer for the same report? Duplicate the line and add the 2nd email address in the 2nd row of column A (do not put more than 1 email address in each cell)

  • Report name column: do not edit or add anything to this column (unless duplicating an existing report). The report names need to identically match the names of the reports in the platform. For example, if there is an extra space or a rogue dot '.' in the file that doesn't exist in the platform, the report will not be recognised when you upload the file.

  • Demographic value column: do not edit or add anything to this column (unless duplicating an existing report)

  • Report status (Optional) column: do not edit or add anything to this column (unless duplicating an existing report)

  • Report Owner (Optional) column: Please fill it out with either "yes" or "no". Only one report owner can be assigned to the same report.

  • Warning column: This field is for informational purposes only, highlighting errors (if any) at time of import. Please delete this column prior to your upload.


FAQs

Can I upload viewers to reports in batches?

Yes this is possible. Any uploads are additive only. Once you have created the reports in the survey that you'd like to add viewers to, start by exporting report viewers. This will provide the template for which you can then import report viewers. In the exported file, delete any report rows you are not assigning viewers to at that time, leaving only the report/s you would like to assign viewers to, in that batch. Assign viewers using the instructions above and upload as usual. Repeat process for any future batch uploads.

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