Responses - how do I download or export my responses?

You can download both responses to individual questions or all responses to the whole survey.

This article aims to explain how to:

Downloading all responses

Step 1

To download all responses received to date, select 'Download all responses' or 'Download all responses including analyst fields' from your dashboard.

Responses to this Activity section on Dashboard with .xlsx exports highlighted.

Alternatively, you can select 'Responses Organised by Respondent' on your dashboard.

Responses to this Activity section on Dashboard with Responses organised by respondent highlighted.

Step 2

In 'Responses Organised by Respondent' you can then 'Download all responses', 'Download all responses including analyst fields' and 'Download all documents' as well.

Download data export links at top of Manage Respondents page.

Download responses for a question

Step 1

To download all responses to a specific question, select 'Responses Organised by Question' on your dashboard.

Responses to this Activity section on Dashboard with Responses organised by question highlighted.

Step 2

Select the relevant question that you want to download responses for.

Responses by question view with list of survey questions displayed in table that are linked to their individual analysis view.

Step 3

Select 'Export (.xlsx)' to download a file containing the responses to the question.

Each answer component has an export link to download .xlsx file.

Generating the export

If you've chosen to download the export of all responses (either with or without analyst notes) you'll be taken to a screen showing you that your export is preparing and then saving.

Once complete, the export will automatically download to your computer. If for any reason it doesn't, there's also a link provided so that you can download your export using that.

Export ready to download page.

Downloading individual responses

In 'Responses Organised by Respondent', admins and analysts can download a PDF copy of each individual response.  This is identical to the PDF receipt emailed to respondents on submission of their response (if they supply their email address) and is useful if:

  • a respondent contacts you to request a copy of their response (for example, if they didn't receive an email receipt), or
  • you would find it useful to print and review an individual response in a 'clean' format.
Responses organised by respondent table of submitted responses including Response ID, Name, Organisation, Questions answered, Date Submitted and the option to associate responses.

If necessary, admins can also export an individual response as a Microsoft Excel Open XML Format Spreadsheet (or .xlsx file). From the dashboard, select 'Responses Organised by Respondent' and add a filter for 'Response ID'. Enter the Response ID of the required response into the search bar and it will appear below. You can then use the button 'Download filtered responses' to export this single response in an .xlsx file format.

Response publishing downloads

If response publishing is enabled on your site, then you have additional download options including ‘Download approved responses with redactions’ and ‘Download published responses with redactions’. Find out more about the additional response publishing download options.

Download summary PDF or .docx report

From the activity dashboard, under 'Responses to this Activity' you can download a summary PDF or .docx report.

Responses to this Activity section on Dashboard with Download summary report PDF highlighted.
Responses to this Activity section on Dashboard with Download Summary Report (DOCX) highlighted.

Download filtered summary PDF or .docx report

You can apply filters to only include the data you're interested within the summary reports. In 'Responses Organised by Question' set any filters and display options and then select your preferred filtered summary report format to download.

Responses by question page with filter options and download filtered reports links.

Note: .xlsx exports in Citizen Space are cached for 30 minutes, which helps us maintain reliable performance on your Citizen Space activity. During this time, any  export requests will return the pre-generated file rather than generating a new one.