How do I create a distribution file for a Confidential Survey?

The distribution file is used to setup your employees in our application, send them invitations, record their responses and help structure the analysis of the results.  It is only applicable when using Confidential-style surveys. We have made this easier for you by including a simple template to get started.

Follow these steps:

  1. Download your employee data from your HRIS system, this is often referred to as register data. You will need your source data to cover (see below for more guidance on formats, etc):
    1. A unique identifier for each employee
    2. Employee Name
    3. Email address
    4. Hierarchy information so that your analysis can group employees into their teams
    5. Any demographic information you want to use in the analysis, for example, gender or age.   
  2. Download the template from our Application.
  3. Once you open the spreadsheet template, you will see a small, single sheet excel file (see below, the colours have been added for illustration):
    1. The template contains a header in row 1.  Leave the titles in the header
    2. The section in yellow is mandatory as it covers the basic employee information (see the table below for more details).
    3. The section in blue relates to your Organisational Hierarchy information, by employee
    4. The section is green relates to additional demographic information or attributes you want to add for each employee.

Here is an example file with sample data.

Below is a guide to each column:

Column nameConfigurationMandatory
Employee IDA unique alphanumeric identifierYes
NameIn a consistent format such as ‘Firstname Lastname’, to be used in the addressing of emails.
Tip: do not separate out first and last names into different columns. 
Yes
Email AddressMust be unique and valid and all in lowercase.  International characters (àäôçé) and sub-addressing in the email prefix (for example, ‘name+inbox1@company.com’) are allowed.Yes
Hierarchy Level 1Up to 4 additional levels of Hierarchy below your overall ‘Organisation View’. Each new column on the excel file is a new level on the hierarchy.
Most international characters (àäôçé) and the following special characters are accepted: & . , – ( ) * ‘ ” + 
You cannot use these characters:    # / ;  ? \
Yes, even if the same value is used for all employees
Hierarchy Level 2As aboveOptional, if not required, leave the column title Labels (Hierarchy Level 1, Hierarchy Level 2, etc) and remove the dummy text in the cells below, leaving them blank
Hierarchy Level 3As aboveAs above
Hierarchy Level 4As aboveAs above
Attribute 1, 2,3,…Change the column title to the Label you would like to see in your analysis. Make sure each column title is unique.
Tip: The current data shown in the template is for illustration only. You should choose your employee data to add, change the column title Label and add in the data for each employee.  Keep the Label of each attribute short and easy to read. For example: ‘Gender’, ‘Tenure’, ‘Location’.
You can add as many Attributes as you think will be useful in the analysis stage. Adding an Attribute here simply needs you to add another column in the sheet.
See below for more information on getting the most out of Attributes.
Optional, if not required, remove the entire column (including the heading and dummy text)

Some additional tips:

  • Don’t change the name of the tab in the spreadsheet file.  It should remain as ‘Sendlist’.
  •  Don’t change the Labels in the column titles in yellow and blue (employee columns and hierarchy columns).  Only the column titles in green (attributes) can be changed.
  • Take care to use the right data in Attributes.  For example, don’t include dates for age or tenure. Instead, transform your raw date data into buckets which will make your analysis easier. Need more information on using attribute data, like employee demographics?  Click here.

Once your file is completed, upload into the Application and take note of any errors in the file.