Create a valid respondents file with required columns and optional fields that follow character length and formatting rules.
Sections in this Article
File fields
The following are all optional and required fields for the respondents file, which must be in Excel's (comma-delimited) CSV format:
Note: If you are uploading foreign characters, please read and follow these instructions.
| Column Heading (case-insensitive) | Required | Validations | Important Notes |
|---|---|---|---|
| External_ID External ID ExternalID |
Yes | Max length = 100 |
This column determines if the data you're uploading are new respondents or updates to the current respondent. External_ID should be a value that uniquely identifies a user in your client over time (e.g., employee ID). The system will remove all leading zeroes from the External_ID. |
| First_Name First Name FirstName |
Yes | Max length = 50 | |
| Last_Name Last Name LastName |
Yes | Max length = 50 | |
| Email Email Address EmailAddress |
Yes if distributing via email or missing Survey Code | Valid email format, Max length = 100 | |
| Survey_Code Survey Code SurveyCode |
Yes if distributing via survey code or missing Email | Max length = 50 | Must be unique for each respondent. |
| Country Country Code Country_Code Country Region Country_Region Country Code Region |
Yes | Any column heading that uses Country, Country Code, or combinations thereof with Region (joined by space, underscore, or none) is valid. When using Region, it must be preceded by Country or Country Code. | |
| Language_Code Language Code LanguageCode |
No | If this column has no data or an invalid code, survey invites and reminders will default to U.S. English. | |
| Manager_External_ID Manager External ID ManagerExternalID |
No | This column must match an External_ID in the file or that already exists in the client. | |
| Survey | No | Yes / No / True / False | Whether the respondent is eligible to take the survey. Defaults to "Yes" if blank. |
| <reporting group or variable name> | No | Max length = 50 |
Additional Information
Files With New Respondents
The file must include all required columns, and each required field must have a value. Leaving any required field blank causes the upload to fail. If the file does not include the Language Code column, Gallup Access sets the value to en-US for new individuals and keeps the current value for existing individuals. If the file includes the Language Code column but the cell is blank, Gallup Access sets the value to en-US.
Files With Only Existing Respondents
The file does not need to include required columns. If it does, each field must have a value. Leaving a required field blank causes the upload to fail. Gallup Access replaces any value that differs from the individual's current value, based on applicable business rules.
Optional Fields
For existing individuals, Gallup Access clears the individual's current value if the cell is blank, or replaces it if the cell has a new value.
Example File
| external_ID | first_name | last_name | country_code | |
|---|---|---|---|---|
| AB123 | Sam | Pritchard | Sam.pritchard@testco.com | USA |
| AC455 | Melanie | Lund | Melanie.lund@testco.com | USA |
| FF909 | Tony | Brown | Tony.brown@testco.com | USA |
| GL873 | Chris | Marks | Chris.marks@testco.com | USA |
| XY900 | Stew | Wild | Stew.wild@testco.com | USA |
| TN331 | Lou | Davis | Lou.davis@testco.com | USA |