Reading results and generating reports

Once responses come in, the Results & Analytics screen presents the favorability of each theme, a comparison between departments and the free-text comments, always in aggregated form and above the confidentiality threshold. The Reports screen then turns these results into PDF, PowerPoint or spreadsheet files that are kept and can be downloaded. This article explains how to read each view, when results become visible, and how to share, export them and generate a report. It is intended for HR staff, administrators, managers and auditors.

Before you start #

• The Surveys module must be open to your account — see Getting started with Surveys.
• Results — View (list) opens the results screen. Results — Comments (sentiment filter) gives access to free-text comments: without it, the Comments view stays empty. Administrator, HR Manager, Manager and Auditor hold both at the Access tier.
• Results — Export shows the Report and CSV buttons (Administrator, HR Manager, Auditor).
• Share results at the Execute tier lets you publish the results of a survey set to manual publication (Administrator, HR Manager, Manager).
• Reports — Generate (PDF/PPTX/CSV): at the Access tier you read the report history and download reports; at the Execute tier you generate them (Administrator, HR Manager).

When are results visible? #

Two conditions must be met.

• The confidentiality threshold: in a confidential survey, nothing is shown until the number of responses reaches the survey’s threshold (5 by default). The screen then says “Awaiting the minimum number of responses (n/threshold) to preserve anonymity.”
• The display mode, set in Settings › Surveys › Configuration:
  • After survey closes: results appear when the survey closes. Before that, the screen says “Results will be available once the survey is closed.”
  • Real-time: results are shown as soon as the threshold is reached.
  • Manual publication: results stay hidden until an authorised person clicks Publish results, or until the survey closes.

Opening a survey’s results #

1. Open Surveys › Results & Analytics: the screen shows the most recent survey.
2. For another survey, click the Results icon on its row in All surveys, or Results on its page.

The header shows the status, confidentiality mode, creator, date and cycle, then participation. The tiles give the PMF Global score, the favorability of the Retention, Recommendation and Engagement themes when the survey includes them, and the number of Total responses.

How favorability is calculated #

• For a 1-to-5 scale question, favorability is the share of answers 4 and 5.
• For a 0-to-10 NPS question, it is the share of scores 9 and 10.
• A theme’s favorability is the average of its questions. Questions without a theme are grouped under “Autres” (Other).

The List view #

1. Search for a theme in Search a theme….
2. Filter by Favorability: All, ≥ 75%, 60–74% or < 60%.
3. Sort with Sort: Default, Favorability, high to low, Favorability, low to high, Most responses first or Alphabetical.
4. Click a theme to expand its questions: the favorability, distribution and number of responses of each; for a choice question, the count for each option.

The distribution bar runs from red (“1 — Strongly disagree”) to green (“5 — Strongly agree”).

The Heatmap view #

Click Heatmap to compare departments theme by theme.

• Each row is a department, each column a theme. A cell gives the department’s favorability and its gap with the average, in points.
• The colour reflects the gap: red below the average, green above it; the legend gives the bands.
• The Departments and Themes filters narrow the table; Clear resets them.
• A department with fewer respondents than the confidentiality threshold does not appear: a small group cannot be singled out.

The Comments view #

Click Comments to read the answers to free-text questions. The number of comments is shown on the tab.

1. Search for a word in Keywords….
2. Filter by Sentiment: All, Positive, Neutral or Negative. The tiles give the breakdown.
3. Read each comment together with the question it answers.

Comments never carry their author’s name. Below the confidentiality threshold, they are not shown.

Publishing, sharing and exporting #

• Publish results appears for an open survey set to manual publication whose results have not yet been published. One click makes them visible; the action is recorded in the activity log.
• Share copies the link to the results page; the message “Link copied” confirms it. Whoever opens it must themselves be allowed to see the results.
• CSV downloads the results aggregated by question.
• Report opens the Generate a report dialog: choose the Format (PDF, full report with charts; PowerPoint, one slide per question; CSV, aggregated data per question), then click Generate →. The file is downloaded without being kept.

On a survey’s page, the Export shortcut leads to the same place. Every export is recorded in the activity log.

Generating a report that is kept #

The Reports screen produces files that the module keeps, encrypted, so the team can find and download them later.

1. Open Surveys › Reports.
2. In 1. Choose a survey, select the survey. Only surveys whose results are visible are offered; otherwise the screen says “No survey has visible results yet.”
3. In 2. Report type, choose a template:
   • Executive report (PDF): summary by theme, strengths and areas for improvement;
   • Detailed report (PDF): every question, distributions, choices, comments and heatmap;
   • Team report (PDF): the detailed report, restricted to one department;
   • Presentation (PPTX): a title slide, then one slide per question with its figures;
   • Data export (XLSX or CSV): per-question aggregates in spreadsheet format, never one row per respondent.
4. In 3. Options, depending on the template: include the comments and the heatmap or not, choose XLSX or CSV, or the department for a team report. Only departments that reach the confidentiality threshold are offered.
5. Click Generate report. The message “Report generated and saved.” confirms it.
6. Find the report under Generated reports and click Download.

Good to know #

• The screen, exports and reports apply the same rules: a report never shows what the screen hides.
• A team report applies the confidentiality threshold to the chosen department: a department that is too small cannot be singled out.
• No export contains one row per respondent.
• Every report generated and every export is recorded in the module’s activity log.

Frequently asked questions #

Why does the screen show “Results pending”? #

Either the survey has not reached its confidentiality threshold, or its display mode is waiting for the survey to close or for manual publication. The message under the heading gives the reason.

Why is a department missing from the heatmap? #

It has fewer respondents than the survey’s confidentiality threshold. It will appear once the threshold is reached.

Can a manager generate a report? #

Not with the roles as delivered: managers read results, but generating requires Reports — Generate (PDF/PPTX/CSV) at the Execute tier. The administrator can grant it in Roles & permissions.