Our export* sharing features allow you to share results with your customers, clients, colleagues and stakeholders as soon as responses start rolling in!
*These sharing options refer to the CSV/Excel Export, Bulk File Export, and SPSS export options. The Bulk PDF Export is not currently compatible with these sharing options.
You can also set up a schedule for an export to run on a one-off basis, daily, weekly, or monthly and have it sent to an email address (up to 5) of your choice! This means no more scrambling on the first day of the month for last month's data, it will be packaged up and sent right to you!
To read about our Report sharing options, click here.
Share your Export
After creating your Export, click Customize Report and navigate to the Share tab.
- You will immediately have a Distribution link* available for sharing. You can copy this distribution link and email it to project stakeholders or link to it on your website.
- For exports, accessing the distribution link will download the export in the browser.
- You have the option to Customize this link where you can choose between a default, branded subdomain or private domain link. Learn how to make sure that all report links use your private domain by default (requires Account Administrator privileges).
- You also have the option to Password protect access to this report for added security.
*The distribution link does not automatically update with new survey responses. It will include all responses up to the date that the export was created or last refreshed in SurveyGizmo. In order to update the distribution link, you will need to refresh the export in SurveyGizmo or utilize the realtime reporting capabilities.
Email your Export
On the Share tab you also have the option to set up a scheduled delivery (via email) of your export. With a scheduled delivery, the export will be automatically refreshed before sending. Follow these steps to schedule and email your export.
- Enter up to 5 email addresses in the Send To field. These will be the recipients of your export. Please remember to use commas (no spaces) between each email address.
- Customize the From, Subject, and Message fields. While these are not required, we recommend personalizing these fields to help the report recipients identify who the export is coming from and what the export is referring to.
Schedule your Export
Once you determine who you want to email your export to, the next step is to specify the frequency with which the export will be emailed.
- The One-time delivery option lets you specify a date and time for the export to be sent out. When setting up a one-time delivery of an export via email, the date and time specification will be:
- EST/EDT (GMT -5/GMT -4) for US accounts
- GMT (UTC) for EU and CA accounts.
- The Recurring delivery option allows you to select your desired email delivery schedule so that you can receive your scheduled exports run at specified increments. These recurring deliveries can be set to re-run 30, 60, 90 or 120 times before needing to be rescheduled. You will be notified via email 15 days before your last run that you need to reschedule the recurring deliveries.
- No Schedule is selected by default. If you decide that you no longer want to schedule your export you can select this option.
Note: For exports, the link in the email will download the export in the recipients' browser.
When do these scheduled email options actually send?
When you select and save one of the recurring send options your report/exports will be queued with all other scheduled reports/export. Below are the details for when each queue begins sending. It is important to note that the size of the queue will affect when your email is actually sent.
- Daily - This queue of reports begins sending at 7:00 am ET.
- Weekly - The queues for all weekly schedule options begin sending at 7:30 am ET.
- First, Middle, and End of month - The queues for all monthly options begin sending at 7:30am ET.
Only Send a Scheduled Export if There is New Data
You may find that you only want an export to be emailed if there is new data to report on. No worries! You can make sure this happens by checking the following setting.
Remove a schedule
Scheduled exports will continue to run based on the number of times you've selected. To remove a schedule from an export and halt further sends, find the survey and export in question, click Customize Report and go to the Share tab. Scroll to the Scheduled Delivery section, select No Schedule and Save.
Change the File Type for the Distribution Link
By default, the file type that will be downloaded via the distribution link or emailed link will be .csv. This works generally for most users as it will open as a spreadsheet in Excel, Numbers or whatever spreadsheet program you use. However, if you require a different file type, we have a URL variable trick that you can manually add to the end of the distribution link like so:
http://app.surveygizmo.com/reportsview/?key=160589-5041021-0b1be00c934ff1f6663e9be115c99ebd&mode=xls
Note: This will need to be done manually by the link recipient. This means copying and pasting the link into the URL bar of their browser and then entering &mode=xls before clicking enter.
Share a Hard Copy of your Export
You can download a copy of your export by clicking on one of the download options after running your export in SurveyGizmo.
Admin
— Andrew Sturtz on 01/07/2020
@CAS: Thank you for your question!
See below for an answer to a similar inquiry from Brian.
I hope this helps!
Andrew
SurveyGizmo Customer Support Team
— CAS on 01/06/2020
Is there a way to only share/export data that is new since the last export was done on a set schedule? That way you are not getting a cumulative list, but rather, just the new data?
Admin
— Dave Domagalski on 09/10/2019
@Ashrithaa: Thank you for your question!
If the associate is already on your SurveyGizmo account, they may just need the appropriate permissions to view/access a survey. These permissions can be managed by an Account Administrator on your account via these instructions:
https://help.surveygizmo.com/help/teams
The associate will likely need to be added to the Team that the survey is currently assigned to.
If your associate is not on your SurveyGizmo account, an additional user may need to be purchased for them so that they may log in:
https://help.surveygizmo.com/help/individual-accounts-purchase-additional-users
I hope this helps!
David
Technical Writer
SurveyGizmo Learning & Development
— Ashrithaa on 09/09/2019
How do I share access to survey tool to an associate?
Admin
— Dave Domagalski on 07/15/2019
@North: Thank you for your question!
I'm afraid that the scheduled email sends do not currently allow for attaching the export file. Instead, a link to the export file is included in the body of the email.
I'm sorry for the trouble!
David
Technical Writer
SurveyGizmo Customer Experience
— Central on 07/14/2019
How do I schedule an email with an attachment? I need for the actual file to be emailed due to restrictions associated with downloading files from webpages for my organization.
Admin
— Dave Domagalski on 03/21/2019
@Chantal: Thank you for taking the time to share this note with us.
I have since updated this article to make mention of the fact that the distribution link does indeed provide access to the data at a point in time (rather than automatically updating).
Thank you for helping us improve the documentation content.
As for your question, the &realtime=true variable is the best option for automatically refreshing the export distribution link.
Please note the associated limitations here:
https://help.surveygizmo.com/help/realtime-reports-exports
I hope this helps! Thank you again for your feedback.
David
Technical Writer
SurveyGizmo Customer Experience
— Chantal on 03/21/2019
I have been using Exports for years, but just read this entire article in the hopes of getting clarity on the Share Distribution Link option. You don't actually specify anywhere that sharing the distribution link will only provide access to the data at a point in time, when you created the export. You have to go in and manually refresh the export for that distribution link to be of any use on a live survey, OR, use the Email share option with daily frequency, so that the export at least gets refreshed daily (can't set it to refresh throughout the day (over the years, this daily run has not worked in many instances but generally is how we have managed to get by).
However, what I was hoping, was that I could give the distribution link and have it be refreshed automatically. Is adding &realtime=true the way to go ?
Thanks.
Admin
— Dave Domagalski on 03/19/2019
@Lynn: Thank you for your post!
I'm sorry for the trouble with your scheduled export emails.
It's a bit difficult to determine the exact reason why the emails were not received without taking a closer look.
This could be a result of email deliverability issues or configuration and something that our Support team will be able to assist with.
Please don't hesitate to reach out:
https://help.surveygizmo.com/help/surveygizmo-support-hours
David
Technical Writer
SurveyGizmo Customer Experience
— Lynn on 03/19/2019
We have set up a daily report and tested it for a week. No emails came until the last day when we got a 'friendly reminder that our report had no more runs left.' No sure why we're not getting original daily report.
Admin
— Bri Hillmer on 03/08/2018
@Julian: We don't have the fortnightly scheduling option you describe I'm sorry to say. Similarly, your request to schedule in your own time zone is not currently available; though it is a much more common request. I'll make note of both to discuss with our development team as possible future improvements!
Bri Hillmer
Documentation Coordinator
SurveyGizmo Customer Experience Team
— Julian on 03/08/2018
Would it be possible to get the option to schedule an export fortnightly? I'm aware I could set up two schedules to capture this data using say, 1st of the month and middle of the month and then only reporting on the last 14 days of results for each one, but we need the results from the end of a week and this will vary if the schedule is just for the middle of the month?
While I'm at it, is it possible to schedule to a local time? Setting to ET is a pain if we don;t live in that timezone...
Admin
— Dave Domagalski on 11/17/2017
@Syngenta: Thank you for exploring our documentation content.
I'm afraid that the Bulk PDF Export does not have the sharing options that are found within the CSV/Excel Export type.
As such triggering the PDF export is a bit of a manual process. At this point, the CSV/Excel Export is likely the closest alternative to getting the same data as the PDF export (albeit in a spreadsheet format rather than PDF):
https://help.surveygizmo.com/help/excel-export
I'm sorry for the trouble!
David
Documentation Specialist
SurveyGizmo Customer Experience
— Syngenta.flowers-1 on 11/17/2017
Is there any way to schedule a Bulk PDF export? Currently, I have to trigger it manually.
Admin
— Dave Domagalski on 06/19/2017
@Jordan: Thank you for your question!
I'm afraid that the export share link does not currently have a customization option to use the https protocol.
I will be sure to document this request with our Development Team for consideration as a future upgrade to this feature.
I'm sorry for the inconvenience!
David
Documentation Specialist
SurveyGizmo Customer Experience
— Jordan on 06/19/2017
Is there any way to make the export secure? I have restricted it to only be obtained via password access, but would feel more comfortable if we could have an https:// link.
Admin
— Bri Hillmer on 01/06/2017
@Eseiver: I can certainly make note of this for discussion of future improvements with our development team!
Thanks for your feedback!
Bri
Documentation Coordinator
SurveyGizmo Customer Experience Team
— Eseiver on 01/05/2017
Would you be able to modify this feature so that the email could have the requested data attached as a .csv instead of as a link to the report? For our staff without SurveyGizmo access who are emailed recurring weekly reports but then miss a week or two, I then need to manually send them the data for that time period.
Admin
— Dave Domagalski on 11/16/2016
@Brian: Thank you for your question!
There is not a way to include only new entries in a new report. Having said that, there are a couple of features that might be helpful in this scenario.
If using the recurring delivery email options, you could consider toggling the 'Only send scheduled export if there is new data' option (this would only trigger an email of the report if new data was collected since the last email). More details about this are available in the 'schedule-your-export' section of this article.
Another option is to apply a date filter to your export to limit the data shown each time you download it. For example, you could apply a date filter to only see data from 'yesterday' (if you download an export each day, the filter would ensure that you only see data that had com in on the previous day). More information about export filtering is available here:
https://help.surveygizmo.com/help/filter-export-data
I hope this helps provide a couple of options for you!
David
Documentation Specialist/Survey Explorer
SurveyGizmo Customer Experience
— Brian on 11/15/2016
Is there a way to get the export report to ONLY show the new entries?