Export your Qualtrics data before the contract ends
Raw Qualtrics survey data exports as CSV, TSV, XML or SPSS. Dashboards export as documents. Here is what to export, who can do it, and by when.
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| Export | Format | Keeps raw numbers |
|---|---|---|
| Raw responses | CSVTSVXMLSPSS | Yes. Every answer, with survey and participant metadata. |
| Dashboards | PDFJPGPPTXDOCX | No. Documents, not data. |
| Hierarchy scores | CSVTSV | No. Top-box percentages per unit, without dynamic benchmarks. |
What exports
What comes out, and how
- Raw responses export in standard formats. They download from the Data & Analysis tab with survey and participant metadata. Datasets over 100,000 columns will not export.
- Dashboards export as files, not data. They export as PDF, JPG, PPTX or DOCX files. Save the ones leadership reads as a record.
- The hierarchy scores file is top-box only. The org hierarchy scores export, a CSV or TSV, treats every question as top-box favorability and leaves out dynamic benchmarks.
Brand Administrator
Can export
Hierarchy scores export
Also sets confidentiality and is the only role that manages retention policies.
EX Administrator
Can export
Hierarchy scores, with dashboard editing access
Can change confidentiality settings, but not retention policies.
Employee Insights Admin
Can export
Not the hierarchy scores file
Can change confidentiality settings, but not retention policies.
No admin role
Can export
None of the admin-only exports
Ask a Brand Administrator for the hierarchy file and the retention check.
Roles
Who can run each export
- Different exports need different roles. Raw data downloads from each project’s Data & Analysis tab. The org hierarchy scores export needs a Brand Administrator, or an EX Administrator with dashboard editing access.
- Some settings are tighter still. Only three admin types can change confidentiality settings, the minimum responses before a result shows. Only Brand Administrators manage retention.
- The hierarchy export has prerequisites. It works on Engagement dashboards only, with Allow Dashboard Export on, new scales and a hierarchy filter.
Every 24 hoursA retention policy runs a daily checkIt deletes or anonymizes responses older than its threshold, including ones collected before the policy existed.●Only Brand Administrators manage it
No undoDeleted responses cannot be recoveredQualtrics says they are gone forever. Anonymized data cannot be restored either.●Check the policy before exporting
After the contractRemaining data is deletedThe General Terms provide for export during the subscription term, then deletion of remaining data unless law requires retention.●Export before the term ends
Retention
Check the retention policy first
- A retention policy can remove old responses automatically. It runs every 24 hours, retroactively, deleting or anonymizing responses older than its configured threshold.
- Deleted data cannot be recovered. Qualtrics says deleted responses can not be retrieved and are gone forever, and anonymized data is irretrievable.
- Only Brand Administrators have this feature. Before setting dates, ask one to open Admin, then the Data Privacy tab, and check the Retention Policy section.
Find who holds the admin roles
The hierarchy export needs a Brand or EX Administrator; retention, a Brand Administrator.
Check for a retention policy
Under Admin, Data Privacy: see if a policy deletes or anonymizes old responses.
Read the contract's data terms
The General Terms delete remaining data after the term ends. Check your own contract.
Download the raw responses
CSV, TSV, XML or SPSS, per project. Datasets over 100,000 columns will not export.
Save the dashboards leaders use
PDF, JPG, PPTX or DOCX: a record of past reports, not loadable data.
Run the hierarchy scores export
Export scores by org unit: CSV or TSV, top-box only, without dynamic benchmarks.
Note the scales and thresholds
Which answers counted as favorable, and the confidentiality threshold (default 5).
Check every file before access ends
Open each export and confirm it is complete while the account is live.
The plan
The export plan, phase by phase
Three phases: confirm access, export, check the files. Qualtrics’ General Terms provide for export during the subscription term, so plan back from its end date.
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FAQ
More questions about the export
Can you export your data from Qualtrics?
Yes. Raw survey data downloads from the Data & Analysis tab, as in other Qualtrics projects, with survey and participant metadata. Datasets over 100,000 columns will not export. Dashboards export as PDF, JPG, PPTX or DOCX files rather than data, so plan for them separately.
What formats does a Qualtrics export come in?
Raw survey data exports as CSV, TSV, XML or SPSS files, among other types, with survey and participant metadata. Dashboards export as PDF, JPG, PPTX or DOCX files. The org hierarchy scores export comes as a CSV or TSV file.
How long is Qualtrics data kept after you cancel?
Qualtrics' General Terms let customers export data during the subscription term, and say Qualtrics will delete the data remaining after the term ends, unless law requires retention. Separately, a customer-set retention policy can delete or anonymize old responses every 24 hours. Export before the term ends.
Who needs admin rights to run the export?
Raw data downloads from each project's Data & Analysis tab. The org hierarchy scores export needs a Brand Administrator, or an EX Administrator with editing access to the dashboard. Only Brand Administrators, EX Administrators and Employee Insights Admins can change confidentiality settings, and only Brand Administrators can manage retention policies.
Do Qualtrics benchmarks come with you?
Partly. The org hierarchy scores export shows how each unit scored on each benchmark added to the dashboard, but leaves out dynamic benchmarks. Qualtrics' own EX Engagement benchmarks are based on anonymized, aggregated customer data. Note which benchmarks each dashboard uses while the account is live.
Can you export a Qualtrics dashboard as data rather than a picture?
Partly. Dashboards export as PDF, JPG, PPTX or DOCX files. On Engagement dashboards, Export scores by org unit gives a CSV or TSV of scores per unit, for up to 50,000 units and 150 questions. It treats every question as top-box favorability, so keep the raw export beside it.
Walk through the Qualtrics data export, file by file.
Bring the exports, or the questions about them, to a working session. We will check what is there, what is missing, and which older surveys to import during onboarding.
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