The Survey Review Data Export feature lets you export detailed data from submitted Surveys into an Excel file. You can export data for a single entity or select multiple entities at once using segments, making it easy for regional managers and HQ leaders to pull cross-portfolio data in one go. The export includes all submitted answers, visit-related data (if available), and metadata such as the Entity and review details. This functionality is accessed through the Survey Reports section in the Reports module.
Benefits of the Feature
Comprehensive Data Access: Export all question and answer pairs from submitted Surveys, including both submission and content-related questions.
Multi-Entity Exports: Select multiple properties at once using segments or a manual search, so you can analyze your full portfolio without running separate reports for each entity.
Operational Efficiency: Share raw Survey data directly with internal teams for processing or integration with external systems, without involving TrustYou support.
Easy Download: Once your report is ready, you'll receive an email with a download link. The link stays active for 30 days so you can retrieve the file whenever you need it.
Feature Details and How to Use It
Follow these steps to export Survey review data:
1. Navigate to the Reports Section
From the main navigation, go to the Reports module.
2. Access Survey Reports
Click on the Survey Reports tab to enter the reporting interface specific to Survey data.
3. Create a New Report
Click on New Report to begin the export process.
4. Select Survey Review Data Content
From the list of content types, choose Survey review data.
5. Apply Report Filters
Configure the following filters to define the scope of your export:
Date Range: Select a start and end date.
Survey: Search for and select the relevant Survey.
Entities: Select one or more entities. Use a segment to add a group at once, or search and pick entities individually. Both options can be combined in the same report.
6. Confirm Your Selection
Click Next. The system will check whether the data you've selected fits within the 100,000-row limit for a single report. This check takes a few seconds. If your selection is within the limit, you'll move on automatically. If it exceeds the limit, you'll see an error message with guidance to narrow your selection, either by choosing fewer entities or a shorter date range, before trying again.
7. Add Recipients
By default, your email address will be pre-populated. You may add more recipients from your Organization.
8. Name and Submit the Report
Provide a name for your report and click Next to submit.
Report Processing and Delivery
After submission, a confirmation message will appear indicating that your report is being processed.
Reports may take up to 30 minutes to be ready.
Once your report is ready, all recipients will receive an email with a download link to the Excel file. The link is valid for 30 days from the time the report is generated.
The table within the Survey Reports tab will be updated to include:
Report name
Creation timestamp
Sent timestamp (once delivered)
Delivery status
Excel Report Structure
The Excel file will include the following columns:
Entity Name
Review ID
Distribution channel
Publish Date
One column for each Submit Question
One column for each Content Question
Visit Data Points (if available)
Rows are sorted by entity name (A to Z), then by publish date (most recent to oldest). Question columns follow the order of the default questionnaire for the selected Survey. This structured format makes it easy to cross-reference, filter, and analyze feedback across your portfolio.
Frequently Asked Questions
Why do I see columns for questions that are no longer in my Survey?
If a question was removed from a questionnaire after responses had already been collected, it will still appear as a column in your export as long as there are responses linked to it. This ensures you don't lose historical data when your Survey evolves over time.
How does the system decide the order of question columns when my Survey has multiple questionnaires?
When a Survey has more than one questionnaire, the system picks a default questionnaire to use as the baseline for column order. It selects the default using these criteria, in order:
- Most questions: the questionnaire with the highest number of questions is selected.
- Most recently created: if two or more questionnaires have the same number of questions, the one created most recently is used.
- Alphabetical order: if questionnaires share the same creation timestamp, the one that comes first alphabetically is chosen.
Questions from the default questionnaire appear first, in their original order. Any questions found in other questionnaires that aren't in the default are added at the end. For responses from entities where a question doesn't apply, that cell will be empty.