Version Notice: This article covers features in our r9/IS Pro platform. If you're looking for information on this topic related to r8, see System spreadsheets.
System spreadsheets are globally-accessible resources, and are administered from the "Home" page. Commonly used sheets hosted here include MaxDiff designs, postal code lookups, and audience sheets.
To access system spreadsheets, expand the Resources group in the left navigation menu and click Sheets. Note, you must have a system role of Survey Creator or greater to access this applet.
Tip! System sheets are intended for universal use and must be approved by System Administrators. If you need to modify an existing sheet for your survey, first download the system spreadsheet, format it as needed, and then upload it to your survey Sheets applet.
Overview
The default view displays all existing system spreadsheets in a table format. You can use the search box at the top left of the table to locate a specific sheet. You can also click on the View button next to the search field to reduce the size of the cells in the table, or update the table's data with the refresh arrow found on the right.
As in other places in the IntelliSurvey interface, data columns can be sorted by clicking the column header. Once clicked, the data will be reorganized by that column. When the data is sorted by a column, an arrow will appear in the column header. Clicking the arrow again will sort it in reverse order. Column width can also be adjusted. To adjust the column width, bring your cursor over the lines dividing the columns in the column headers. A width icon will appear. When it does, click and drag the column to resize it to the desired width.
The following columns are included:
Column | Description |
---|---|
Name | The actual name or ID of the spreadsheet. |
Description | The user-defined description of the spreadsheet given when the spreadsheet was created. |
Version | The iteration of the spreadsheet (e.g., version 1, version 2, etc.). |
Uploaded | The date and time on which the file was uploaded. |
Uploaded by | The user that uploaded or created the spreadsheet. |
Public | If a sheet is "public" it can be used with type: autocomplete . |
Actions | This action column has buttons for viewing and downloading spreadsheets. For Superusers+, there will also be an upload button, delete option, and view history option. |
Note: Only Superusers and System Administrators can create new sheets and upload edits to existing sheets. Contact a Support agent by clicking "Submit request" at the top of this page, using the Help modal below, or emailing help@intellisurvey.com if you need assistance.
Viewing and downloading
All sheets can be viewed by clicking on the (eye) icon in the action column. When a sheet is opened, you can review the IDs, text, and additional content. From here, you can download the sheet by clicking the Download button on the right-side of the toolbar or click Browse Sheets in the upper left corner of the screen to navigate back to the full list of system spreadsheets.
Before you use a system spreadsheet in your survey programming, it is best practice to review the sheet's content to confirm it is correct.
Creating spreadsheets
If you have a system role of Superuser+, you can add new spreadsheets to the system's resources by clicking New Sheet in the top-right corner of the screen. New spreadsheets must be created in an external software and uploaded.
Here are some guidelines for formatting your spreadsheet:
- The system accepts Microsoft Office XLS or XLSX Excel file types.
- The sheet ID (name) should be lowercase. It can contain numbers and underscores but cannot have spaces.
- The first column must be labeled 'id', in lowercase letters.
- The second column can be labeled arbitrarily, but if the sheet is to be used as a survey data source, then it is highly recommended to label it as 'text'. 'text' is also lowercase.
- All other columns can be lowercase, uppercase, or mixed cased, so long as the column name is referenced exactly.
To create a new sheet, you should provide an ID and a description. Then, if the spreadsheet is going to be used for an "autocomplete" exercise, click the Public box. Select your previously formatted Excel file, and click Submit.
For more information on formatting spreadsheets, you can follow the same formatting conventions as survey sheets.
Note: The spreadsheet name is referenced in survey programming similar to the way you invoke a setlist. Therefore, the system sheet name must be unique; lists within the survey source cannot share the same name/ID.
Editing spreadsheets
If you have a system role of Superuser+, you can edit existing spreadsheets. Sheets are updated by uploading a new version of the previous Excel file.
To edit a spreadsheet, click the upload icon found in the action column, and the Upload Edits modal will appear. To select the new/updated file, click the upload icon in the center of the modal, or drag the file into the space. The file will appear within the modal once it is uploaded. Press the Review Changes button to continue.
If the changes appear accurate, click Save in the top-right corner. Otherwise, press Cancel to start over. Click Browse Sheets in the top-left corner of the screen to navigate back to the full list of system spreadsheets.
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