Add Data (r9)

The Add Data applet is a tool for uploading data directly into a survey's dataset. You can choose to selectively overwrite existing fields or create and populate new fields with data. This can be done for both existing respondents and while adding new ones.

To open the applet, expand the Data Management group under Analyze in the Survey Navigation menu, then click Add Data.

Using Add Data

Our system enables data upload from various sources like text, Excel, or SPSS sav files. Alternatively, users can simply copy and paste the data into a text field.

Best practices

Add Data is a very powerful tool and can have unintended consequences if not used carefully. It's recommended to download the complete dataset, including all statuses and questions, before making any changes to the survey data.

When uploading open-ended fields, eliminate carriage returns (line breaks) from respondent answers. These breaks might be misinterpreted as the start of the next record, potentially disrupting the data's arrangement within its respective row. They may also simply cause the Add Data process to fail.

Furthermore, before uploading data, convert double quotation marks to single quotation marks. This also prevents potential issues during the upload process.

Uploading a file

If you have a file prepared, select the Upload from a text, Excel, or SPSS sav file option. All data viewed, submitted, and downloaded shows time stamps relative to the timezone selected in your user account. If needed, select a different time zone from the dropdown. Then, click Select a file.

1. Valid files must be in Excel, SPSS, or tab/comma separated text files.
2. All file types must use column headings that are identical to the question labels which are being populated.
3. The first column must contain the record ID, and be labeled 'id'. If no ID column is included, random IDs will be generated for every row containing data, which creates new records in your data set.

Once the file has been selected, the name of the file will appear on the screen under the Select a file button. Click Next in the top-right corner to proceed.

The file will load, process, and display a summary on the screen. Please read Submitting data below to learn more about these fields.

Pasting data

You can also add data by copying and pasting it into the field on the screen with the Cut and paste new data option. The data must be tab-separated and contain single-word column headings. Reminder, the first column must contain the record ID, and be labeled 'id'. If no ID column is included, random IDs will be generated for every row containing data, which creates new records in your data set.

A common technique used for cutting and pasting data is to start by downloading the data that needs to be manipulated from the survey. You can do this by exporting data through the Deliverables applet as an Excel file. Once downloaded, you can edit the file or use it as a template to add new data. Then, you can copy the cells, including the column headers, and paste them into the field. 

Please note that collapsed multi-select fields, such as a Response report, cannot be used as a template for adding data.

Submitting data

When you are ready to proceed, click Next in the top-right corner. The software will attempt to load data. If any errors occur, the system will stop and allow the user to go back and edit the input, much like the survey source code parsing mechanism. Once the data is successfully loaded, a summary of changes to the data will be presented on screen.

Changes may fall into four categories: New Records, Existing Records, New Fields, and Existing Fields.

Additionally, the system provides the opportunity to review the field names and record IDs to see which ones are existing, and which are new. If any new field IDs were added to the data, they can be accessed by clicking the Show New Field IDs button. Likewise, clicking on the Show Existing Field IDs button reveals any existing field IDs affected by the addition of data to the system. Similarly, Show New Record IDs and Show Existing Record IDs would display any new or existing records. Clicking any button a second time will hide the displayed list.

Clearing data

To clear data, simply leave the corresponding cell empty in the exported Excel sheet, and then upload it. This process will effectively clear the data associated with that cell.