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Org Hierarchies Export & Import Options (EE)

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Qtip: This page describes functionality available to Engagement projects, but not Lifecycle or Ad Hoc Employee Research projects. For more details on each, see Types of Employee Experience Projects.

About Org Hierarchies Export & Import Options

In the Org Hierarchies section under Hierarchy Tools, there are several options for importing and exporting different information into your hierarchy. You can add anonymous responses to your data, change your hierarchy with an imported CSV, and more.

Qtip: If you’re looking to import new participants or update existing one, see our Adding Participants page. If you’re looking to import responses attached to particular participants, see our Importing Responses page.

Export Units

When you click Hierarchy Tools and select Export Units, you will get a CSV containing information about your hierarchy.

the export units option in the hierarchy tools dropdown

Every row is a different unit, and the columns are as follows:

The exported units CSV

  • UnitName: The name of the unit. This can often be a manager or level’s name, or your Org Unit Description, if you used this column.
  • UnitID: The internal ID of the unit. This is generated by Qualtrics and is not the same as Org Unit ID metadata, which you define.
  • ParentUnitID: The internal Qualtrics ID of the unit above the unit defined by the UnitID column.
  • Manager1: The email address of the participant who is manager for this unit. Your CSV may have many Manager columns, such as Manager2, Manager3, etc.
  • Manager1Name: The full name of the participant who is manager for this unit. Your CSV may have many ManagerName columns, such as Manager2Name, Manager3Name, etc. This should correspond to the appropriate Manager column, eg, with Manager1 being the email address of the person whose full name is given in Manager1Name.
  • Manager ID: If you built a Parent-Child hierarchy, your Manager ID metadata will appear here.
  • Level 1, Level2, etc.: If you built a Level-Based hierarchy, your level metadata will appear here.

Import Units

Once you have exported your units, you can make edits to this CSV and re-import it to change your hierarchy.

Qtip: This is the best way to update your hierarchy, because the use of a file means you can save multiple versions and fix your changes if you decide against it using a CSV. We advise you use the importing feature instead of manually editing a hierarchy.

ManagerName and Manager

Under the ManagerName and Manager columns, you can add or change the manager for the unit. Copy and paste the participant’s email under the Manager columns and enter the same participant’s full name under ManagerName. Any participant can be assigned as manager of any unit, but making a participant manager of a unit they don’t already belong to will create duplicates of that participant. Removing a manager from these columns makes them a direct report of that unit.

Following the Manager#, Manager#Name formula, you can add as many managers as you need to a unit. For example, if I have 3 managers, I can have Manager1, Manager1Name, Manager2, Manager2Name, Manager3, and Manager3Name columns.

UnitName

Rename units in the UnitName column.

UnitID and ParentUnitID

Switching the UnitID listed in the ParentUnitID column allows you to change a unit’s place in the hierarchy. Copy the UnitID you wish to nest a unit under and paste it into the ParentUnitID column.

Other Edits

When you turn on the Anonymous link under Survey Options, you will be asked for an Expected Count for a unit when navigating and restructuring your units. This is because when an anonymous link is used, the hierarchy doesn’t know how many people will be responding per unit, unlike when you upload participants and only invite them. Add a column called ExpectedCount to your CSV to upload the expected number of participants, not including the manager. For example, if a unit is five people, one manager and four direct reports, the ExpectedCount should be 4. Any direct reports those direct reports have are not included in the count.

Qtip: ExpectedCount can only be updated for Parent-Child hierarchies.

You cannot use this file to delete units. Removing a row from the CSV does not affect the unit.

You cannot use this file to add brand new participants or units. All participants and units mentioned in this file must already be in the hierarchy, so you cannot use the CSV to add new users to your Ad Hoc hierarchy, or to make up units that don’t exist yet.

You cannot make adjustments by editing the ManagerID, Level, or other hierarchy-specific metadata fields in this file.

Importing Units

  1. Navigate to the Participants tab.
    using the hierarchy tools menu to export and import units
  2. Navigate to the Org Hierarchies section.
  3. Go to Hierarchy Tools.
  4. Choose Export Units.
  5. Make edits to your CSV.
  6. Go back to Hierarchy Tools and click Import Units.
  7. Click Choose File and select the file.
    On the Import Units window, the Choose File button is indicated
  8. Click Update.

Import Anonymous Responses

You can import anonymous responses that have been collected outside of Qualtrics into your project. Anonymous responses are not counted towards response rates.

Attention: If your hierarchy contains empty units (i.e. units with zero participants), add a fake participant to your units before importing responses, importing participants, or making changes to your hierarchy.  If you have empty units and make changes to your participants or hierarchy, then any empty units (and any associated imported responses) will be deleted.
Qtip: To import responses that are linked to particular participants, go to our page on importing responses into Employee Engagement.
  1. Navigate to the Participants tab.
    exporting units and then clicking import anonymous responses in the hierarchy tools menu
  2. Navigate to the Org Hierarchies section.
  3. Go to Hierarchy Tools.
  4. Choose Export Units. This file is going to be a reference because it contains your Unit IDs.
  5. Now, still inside the Org Hierarchies section, go to Hierarchy Tools and select Import Anonymous Responses.
  6. Click Example CSV to download an example of a file to export.
    The Import Anonymous Responses window
  7. Inside the CSV, change the column that says OrgH_ManagerID to say OrgH_UnitID.
  8. Enter your responses into the CSV. Pay attention to the column names so you know what questions you’re entering data for. See our page on recode values for more information about what numbers to enter for each response.
  9. To make sure each response belongs to a unit of your hierarchy, refer back to the file downloaded in step 4, and enter the appropriate UnitID into the OrgH_UnitID column of your Example CSV.
    Qtip: If you forget this step, your data will not be able to connect back to a hierarchy. Once that happens, any dashboard you build that is attached to a hierarchy will not pull in data from the anonymous response.
  10. Once your file is ready, navigate back to the Import Anonymous Responses window and select Browse. Choose the Example CSV you just edited.
  11. Check the Verify Fields section to make sure your rows and columns are displaying correctly.
    Qtip: Does this section look bunched up or misaligned in some way? Try going to More Options and changing the Delimiter or Tab to see if this helps. For further troubleshooting techniques, visit the CSV/TSV Upload Issues support page.
  12. Click Import.

You can import as many responses at a time as you want for the same unit.

The maximum file size is 100MB.

Manage Previous Imports

Under Hierarchy Tools, if you select Manage Previous Imports, you will be able to see a history of your Anonymous Response Imports. This option does not include unit imports.

the manage previous imports option in the hierarchy tools menu

A column is provided for the Status, the Type of import, the Progress of the import, Date imported, and the opportunity to Delete the import from your history.

The Manage Previous Imports Window with previous downloads listed by progress, type, and date

If you click View Results underneath the Status column, you will receive a report of what this upload accomplished. If there were any errors that prevented the upload, they will be mentioned here.

A window that reads: 2 responses added.

FAQs