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Recorded Responses

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About Recorded Responses

When you enter the Data & Analysis tab, you will land on the Recorded Responses page by default. Recorded Responses contains all the responses recorded for your survey (that are not in progress), and includes all the data that can be displayed in reports or exported from the platform. From here, you can view and manage the data you’ve collected. On this support page, we will cover what is considered a “recorded response,” customizing columns, individual response PDFs, deleting data, and more.

The number of recorded responses displays in the top-right corner of the Recorded Responses page.

Recored Responses section of Data tab with the number of responses listed

Qtip: See a grey number in parentheses next to this number? That means you have responses that are currently loading onto the site! They might not show up on your Recorded Responses page right away, but all data is safe and stored.
Qtip: Looking for functions not covered on this support page, such as filtering, response editing, or exporting data? Check the menu to the left for more support on Data & Analysis.

What Counts as a Recorded Response?

Recorded responses include any survey response that is completed or partial responses that were closed. This includes:

Only recorded responses are used in Text iQ, Stats iQ, Crosstabs, and both types of reports.

Qtip: The time zone used for all dates and times recorded in your Qualtrics account correlates to the time zone set in your Account Settings.

You may collect more responses than can appear on one page. Use the table navigation at the top and bottom of the table to view additional responses. You can click the page number to choose from a list of page to view, or to “jump to” another specific page.

The arrows along the top of the responses

adjusting the number of responses per page

Select Page Size option in the Tools Dropdown menu

  1. Open Tools.
  2. Click Select Page Size.
  3. Designate the number of responses per page.

Viewing Individual Responses

  1. Navigate to the Data & Analysis tab.
    Dropdown to right of a response expanded, and view response is the first option in the resulting menu
  2. Find the response you want to view, and click the dropdown to the far-right of it under Actions.
  3. Choose View Response.
  4. View the response summary.
    A response opens as a new window over the recorded responses page

    Attention: The question text that is displayed in the response summary is of the current version of your survey as it appears in the survey editor. If you’ve made changes to your survey since your respondent submitted their response, the response summary will update to include those changes. However, your respondent’s data will remain unchanged. Because of this behavior, your response summary may look different than expected if your survey has been edited after data collection.
  5. Click Close to return to your recorded responses.

This Question Was Not Displayed to the Respondent

When viewing an individual response, you may see the phrase “this question was not displayed to the respondent” for some questions. There are a few different scenarios which can cause this message to appear.

Image of Individual Response showing "This question was not displayed to respondent" message
The common causes of this message are outlined below:

Exporting an Individual Response to PDF

Qtip: You can only export one individual response to PDF at a time.

Clicking the dropdown under actions to the right of a response. The last option is to export to pdf

  1. Navigate to the Data & Analysis tab.
  2. Find the response you want to export, and click the dropdown arrow in the Actions column to the far-right of it.
  3. Choose Export to PDF.
Qtip: You can also export to PDF from within the individual response view.
Dropdown arrow in top-right corner of individual response report

Deleting Responses

You can easily remove specific responses from your dataset. You can delete a single response, selected responses, by response type (e.g., deleting all preview or generated test responses), or responses based on filters.

Qtip: Learn more about GDPR Compliance in Qualtrics.

How to delete a single response

  1. Navigate to the Data & Analysis tab.
    Using dropdown on data and analysis tab to delete
  2. Navigate to the response you want to delete. Click the dropdown to the far-right of the response, under Actions.
  3. Select Delete.
  4. Select the checkbox for I am sure I want to delete responses. If desired, select the checkbox for Decrement all quotas for deleted response.
    Delete responses window. Two check boxed options. Delete button lower-right in red

    Qtip: “Decrement all quotas for deleted responses” means that your quotas will be decreased accordingly when you delete the responses. For example, if one of the responses you are about to delete previously increased your quota count when the response was submitted, your quota will be decreased by one when you delete this response and check the box for “Decrement all quotas for deleted responses.” If your survey does not have any quotas in use, checking or unchecking this box will not affect anything.
  5. When ready, click Delete this response.

how to select and delete multiple responses

  1. Navigate to the Data & Analysis tab.
    Three responses have check marks and the With Selected dropdown is displayed
  2. Click the checkbox for the response(s) you want to delete.
  3. Click With Selected and choose Delete.
  4. Select the checkbox for I am sure I want to delete responses. If desired, select the checkbox for Decrement all quotas for deleted response.
    Delete responses window. Two check boxed options. Delete button lower-right in red

    Qtip: “Decrement all quotas for deleted responses” means that your quotas will be decreased accordingly when you delete the responses. For example, if one of the responses you are about to delete previously increased your quota count when the response was submitted, your quota will be decreased by one when you delete this response and check the box for “Decrement all quotas for deleted responses.” If your survey does not have any quotas in use, checking or unchecking this box will not affect anything.
  5. When ready, click Delete X responses.

How to delete specific types of responses, or delete all responses at once

There are certain types of responses you may want to delete from your survey because you don’t want them to impact your reports – for example, test responses and preview responses. There are other types of data you may want to delete because you made a mistake in uploading them and want to do it over.

In this section, we go over how to delete responses collected from previews, tests, imported data, and offline responses. We also cover how you can delete all the responses in your survey at once.

  1. Navigate to the Data & Analysis tab.
    Delete data dropdown list within Tools dropdown
  2. Click Tools.
  3. Select Delete Data and choose the type of response you want to delete.
    • Survey Previews: These are responses you collected using a preview link.
    • Survey Tests: These are responses that you collected using the generate test responses feature. While test responses can be great for testing the appearance of reports, they contain randomized data. If you’re noticing text responses that have gibberish responses (“Lorem ipsum”), chances are you have used this tool.
    • Imported Data: This is data you imported to the survey.
    • Offline Responses: This is data you collected on an offline app and uploaded to the survey. Please note that this is not the same as deleting data collected from respondents completing their survey on a mobile phone – the offline app is a specific feature of its own.
      Warning: If you delete all offline responses, you will not be able to retrieve them using the app. Once the responses are uploaded to Qualtrics, they are no longer stored on the offline app.
    • All Responses: This will delete all the responses in your survey, regardless of how they were collected.
  4. Select the checkbox for I am sure I want to delete responses. If desired, select the checkbox for Decrement all quotas for deleted responses.
    Delete responses window. Two check boxed options. Delete button lower-right in red

    Qtip: “Decrement all quotas for deleted responses” means that your quotas will be decreased accordingly when you delete the responses. For example, if one of the responses you are about to delete previously increased your quota count when the response was submitted, your quota will be decreased by one when you delete this response and check the box for “Decrement all quotas for deleted responses.” If your survey does not have any quotas in use, checking or unchecking this box will not affect anything.
  5. When ready, click Delete responses.

how to filter for and delete responses

There are times when you may need to delete a lot of data at once that doesn’t necessarily fit a response type. This section covers how to use filters to delete many responses at once.

  1. Navigate to the Data & Analysis tab.
    Add Filter option in the upper lefthand corner of Data & Analysis tab
  2. Click Add Filter.
  3. Enter your filter criteria and select all responses. If you need assistance building a filter, see Filtering Responses.
    Topmost checkbox is checked to select all responses that have been filtered
  4. By default, clicking the Select All checkbox will select all the relevant responses on that page of the response viewer.
  5. Click the blue Select all X responses text to select all the relevant responses in your entire dataset.
  6. Click With Selected and choose Delete.
    Delete option in the With Selected Dropdown
  7. Select the checkbox for I am sure I want to delete responses. If desired, select the checkbox for Decrement all quotas for deleted response.
    Delete Responses menu with confirmation box checked

    Qtip: “Decrement all quotas for deleted responses” means that your quotas will be decreased accordingly when you delete the responses. For example, if one of the responses you are about to delete previously increased your quota count when the response was submitted, your quota will be decreased by one when you delete this response and check the box for “Decrement all quotas for deleted responses.” If your survey does not have any quotas in use, checking or unchecking this box will not affect anything.
  8. When ready, click Delete responses.

Choosing Columns

By default, the columns on the Recorded Responses page display the Recorded Date for each response, in addition to a few questions from the survey. However, you can change which columns of data you would like to display. The column options include any data you collected in the survey, such as answers to questions, survey metadata, Embedded Data fields, and custom fields.

Qtip: When downloading data, you can customize which columns are exported and/or the order of exported columns by using the steps described below. Then, when downloading your data, deselect Download all fields in your export options. With this option unchecked, only currently displayed columns in the Data & Analysis tab are exported.

how to choose columns

  1. Navigate to the Data & Analysis tab and click Tools.
    Tools dropdown menu in the Data & Analysis tab
  2. Hover over Choose Columns and select the response information you want to display as columns.
    Choose Columns list found in the Tools dropdown menu

Note that you can also hover over a column header and click the green plus sign (+) to add columns.

You can re-select a column to remove it. Columns currently displayed on the page will be noted with checkmarks.

Column Options

You can access additional options for a column by clicking on the column header.

Dropdown list that appears when a column header is clicked on

From here, you can perform the following actions:

  • Edit Column Title: This option allows you to rename the column. It is only available for Custom Variables, such as Manual, Bucketed, and Formula Variables.
  • Sort: Sort the responses in your response viewer by the values in the column (A-Z, Smallest-Largest, etc.).
  • Hide Column: Hide the column from the response viewer.
  • View as Numeric Values: View the recode values for each answer rather than the choice text.
  • Move Column Left/Right: Shift the column over one column left or one column right.
  • Edit: Modify values for selected responses in custom fields. If you want to edit other fields, try response editing instead.

Save Layouts

After choosing which columns to display, you may find that there are several combinations of columns you want to be able to reuse later. For example, because you can export just your chosen columns (by deselecting Download all fields), you might have arrangements you rely on when you export your data.

Luckily, you can save different arrangements of columns using the Save Layouts feature.

Qtip: This feature only saves the arrangement of your data columns. It will not save your filters – see Saving and Reloading Filters for those instructions.

Saving a New Layout

  1. Navigate to the Data & Analysis tab.
    Save Layouts option found in Tools dropdown menu
  2. Under the Data section, navigate to Recorded Responses.
  3. Arrange columns of your data according to the directions on the Choosing Columns support page.
  4. Click Tools.
  5. Select Save Layouts.
  6. Select Save as New.
  7. Type a Layout Name in the text box.
    Text box to enter Layout Name in Save Layout menu
  8. Click Save.

Loading and Editing a Layout

  1. Navigate to the Data & Analysis tab.
    Previously saved layout found in Save Layouts dropdown list in Tools dropdown menu
  2. Under the Data section, navigate to Recorded Responses.
  3. Click Tools.
  4. Select Save Layouts.
  5. Select the layout you want to load.
  6. Make changes to your columns according to the directions on the Choosing Columns support page.
  7. Click Tools.
    Option to save changes to previously saved layout in Save Layouts dropdown list
  8. Select Save Layouts.
  9. Select Save Changes to Layout “[Name]” to save your changes.

Manage Layouts

After your layouts are created, you have the option of renaming or deleting them.

  1. Navigate to the Data & Analysis tab.
    Manage Layouts option in Save Layouts dropdown list
  2. Under the Data section, navigate to Recorded Responses.
  3. Click Tools.
  4. Select Save Layouts.
  5. Select Manage Layouts.
  6. Select Rename to change the name of a layout.
    Text box to enter Layout Name in Save Layout menu
  7. Type the new name in the field.
  8. Select Done to save the new name.
  9. If you want to permanently delete a layout, click Delete.
  10. When finished making changes, click Close.

Redacted Responses

Sometimes, you may notice asterisks concealing part of a response. This means that your Brand Administrator has set up a Sensitive Data Policy, which will flag and redact sensitive information in a survey to protect the respondent. Please see the Collecting Sensitive Data section of the Sensitive Data Requests support page for more information.

Data in the data tab

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