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Participants Tools (EX)

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Qtip: This page describes functionality available to Engagement, Lifecycle, and Ad Hoc Employee Research projects. For more details on each, see Types of Employee Experience Projects.

About Participants Tools

In EmployeeXM, you are given a set of Tools that you can use to manage the participants uploaded into your project. To get to these tools, navigate to the Participants section of the Participants tab, then select Tools.

Export Participants

Tools expanded and Export Participants selected

Export Participants will download your current participant list to a CSV file, complete with metadata columns. This file can act as a sample file you can re-import when you want to update your metadata, or if you want to run a survey with the exact same participants a following year.

This file comes with one custom column named Status that shows whether a participant has completed their response, or if you are still waiting for them to respond.

Qtip: You should remove the Status column from the CSV if you are using this file to update your metadata, or else the Status will become new metadata.

Export Filtered Participants List

Qtip: This feature is only available for brands with Unique IDs.

Instead of exporting all the participants in your project at once, you can narrow down who should be included in the export by metadata.

Example: You want data on all the finance interns. You can export participants whose metadata Department is equal to Finance and whose Employment Status is equal to Intern.
  1. Go to Tools. Export filtered participants option from tools menu
  2. Select Export Filtered Participants List.
  3. Select the metadata you want to filter your export by. Only dropdown on window that has opened
  4. Select the values you want to include. You can select multiple values. Two metadata conditions on the window and steps numbered
  5. Click Add Criteria to add more metadata to set conditions by.
  6. To remove a condition, use the minus sign (  ).
  7. Click Export.

Remove Participants

Remove Participants lets you remove some participants from your project. To remove participants, you will upload a file containing the unique identifiers of every participant you want to remove. See Removing Participants for more information.

Warning: Once participants are removed, the participants and their responses are not retrievable! Only select this option if you are absolutely sure!

If you uploaded the correct participants, but not the correct metadata, then you can use a CSV import to update your participants’ metadata.

Manage Metadata

You can manage all the metadata for your EmployeeXM project using the Manage Metadata tool. Editing metadata here won’t affect metadata in the directory, but it will affect it for the whole project.

  1. Navigate to the Participants section in the Participants tab.
    Tools button on Participants tab expanded to reveal Manage Metadata option
  2. Click Tools on the top-right.
  3. Select Manage Metadata.
  4. Click on a metadata field so it is highlighted in blue.
    the manage metadata window. click the gear next to a metadata field to delete it
  5. For the selected metadata field, note the possible Values listed to the right. Only the first 500 are displayed.
  6. Hover your mouse over a field to get the gear button. Click this button.
  7. Click Delete to permanently delete the selected metadata from your brand.
  8. Click Close when you’re done making changes.

Qtip: Want to delete multiple metadata fields at a time? Check the box next to each field you wish to delete. Then click the trash icon next to the Field Name column header.

Selecting the trash icon next to a metadata field

Update All Responses With Current Metadata

Attention: This option is not available for Lifecycle projects. For Lifecycle projects, use Update Data & Analysis With Current Participant Metadata instead.

Third to last option on Tools menu

If you have made changes to your participants’ information by importing new metadata or through the participant information window, you will want to make sure these updates are reflected in your dashboards and with your responses. Update All Responses With Current Metadata updates this information for every single one of your participants.

Qtip: If the Update All Responses with Current Metadata job is stuck at the same percentage of completion for 2 or more hours, try running the job again.

Update Data & Analysis With Current Participant Metadata

Qtip: This option is only for Lifecycle projects. For other EX project types, use Update All Responses with Current Metadata instead.

the update data & analysis with current participant metadata option in the participant tools menu

The Update Data & Analysis With Current Participant Metadata option helps your participant metadata stay updated in your project’s data. When you select this option, the following will be performed to your responses:

  • If a metadata field has been added to your project’s participants, using this option will make that field available as a column in Data & Analysis.
  • If a metadata field has been deleted from all participants in the project, using this option will remove the field as a column in Data & Analysis.

Please note that this option will not change the metadata values for your recorded responses. For example, let’s say you have a metadata field called “Location” which has a value of “Provo” for a participant’s response. You change the field value to “Seattle” in the Participants tab, and run the Update Data & Analysis With Current Participant metadata job. In your recorded responses, the metadata value will still be “Provo.”

If you need to change the recorded value for a metadata field in your data, you can edit the value directly in Data & Analysis. Note that this direct editing functionality is only available for Lifecycle projects. See the linked page for more information about response editing.

Update All Action Plans With Current Metadata

Image of the Update All Responses with Current Metadata option in participant tools
If you have made changes to your participants’ information by importing new metadata or through the participant information window, you will want those updates reflected in your dashboards’ action plans. The Update All Action Plans With Current Metadata option updates this information for all of your participants. Note, while this update is processing, Action Plans in your dashboard will be unavailable.

Update Invited Counts

the update invited counts option in the participant tools menu
If changes are made to your participants or your Org Hierarchy after you’ve started working on your dashboard, you may need to Update Invited Counts. The Update Invited Counts job makes sure that the invited counts in your Response Rates and Participation Summary widgets accurately reflect the participants who have been invited to participate in your project.

You need to Update Invited Counts for all of the following scenarios:

  1. Participants were added/removed from the project.
  2. Metadata for participants were updated.
  3. Metadata fields were added or removed.
  4. The Org Hierarchy was updated.

While this job is running, you won’t be able to use other update jobs, like the Update All Responses with Current Metadata job. Additionally, widgets dependent on invited counts will show an error message while the job is processing.
a response rate widget that refreshing due to invited counts being updated

Manage Previous Imports/Updates

Manage imports updates exports option is last in the tools menu

If you have recently imported your participants or chosen to Update All Responses With Current Metadata, the Manage Previous Imports/Updates tool will allow you to look back on a history of your imports.

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.

Manage Previous Imports/Updates window lists imports and updates

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.

Results window explains how many persons were added or updated

In the above image, there were no errors, but all the users updated already existed in the directory, so no new users were added. In addition, any new metadata that might have been included with these users was added to their metadata in the directory so it could be used for later surveys.