Exporting responses for Response Projects

Overview

You can export responses for projects when they are complete and ready to submit or when they are active and you want to run a test to preview the final output.

• Exports include everything at the moment of generation. If you change the content after an export you must create a new export package to see those changes.
• When you manually add Q&A pairs to a section, the manually added sections are exported in the default Word template and not to the source file.

See Sharing exported response packages with guest users to share export packages with guests. See the Academy course Exporting Your Project for more export information.

Exporting responses

1. Open the project and select Export from the main Project menu or the top ribbon.
   
2. Click New export package.
3. Select an export type from the Export Type drop-down list, then click Update Export Format and select Table Format or Paragraph Format and click Update.
   Note: The Table Format and Paragraph Format options are not available if you are exporting back to the source file.
   
4. Click Next at the top of the page, then do the following:
   • If you did not select a template as the export type go to Step 6 below.
   • If you selected a template as the export type:
     1. Do one of the following:
        • Select an existing template to use it.
          • You can click the menu for the template to preview it, override the style, or download it.
          • You can use the search box and filter options to quickly find the template by name, tab, or Business Unit (BU) if enabled.
            
        • Click New Template and follow the prompts to create a new export template.
          
     2. When you have selected the template you want to use, click Next at the top of the page.
5. On the Export Settings page, review the settings, including which answers will be exported, and adjust them as needed:
   Note: See the Customizing export options for Source or Default Excel files or Customizing export settings for Word, PDF, and PowerPoint files sections below for more information on customizing exports based on file type.
   • If you are using an export template, it is displayed with a Change link next to it. Click this link to select a different template if needed.
   • Specify which attachments to include; all attachments, attachments for specific sections, or none.
     
   • If you are exporting to the source file, click the Application Font radio button to use what is in Responsive. This can vary and often results in lots of manual cleanup after exporting. Click Use Source Font (Normal Style) to use whatever formatting exists in the source document as defined as the Normal style.
     
   • If you are exporting to an Excel file, you will be prompted to specify if images should be embedded in the cells, or if they should be included in separate folder with a placeholder in the cell.
     
6. Click Include Report to include the Project report in the export. Click the Configure link to specify what should be included in the report, and then click Save.
   
7. Click Export. Once the file appears, click Download to download the file.
   Note: It may take a few minutes for the export file to appear.
   

Customizing export options for Source or Default Excel files

You can use the following options on the Export Settings page to customize the export to meet your requirements:

1. Choose if you want to include this information in the report.
2. Choose how you'd like the attachments to be included in the export. You have the option to keep your previous preference, embed the attachments within the export document, or export them into a dedicated Attachments folder.
3. Select the attachments you want to include in the export package.
4. Select the responses headers you want the export to include in the exported document.
5. Select a font format.
   • You can choose from Application Font, Source Font (Normal Style) or Custom Font (supported by the application).
   • If you choose Custom Font, specify the font family, size, color, and background color.
     Note: You can specify the colors by using a Hex code, the RGB value, or clicking your preferred color.
     
6. Select a preference for the response prefix.
7. Click Preview to get a preview of the final document's appearance.
8. The following options are available from the three-dot context Menu:
   • Make a Copy: Create a copy of the export package.
   • View Export Configuration: View the configuration used to generate the package.
   • Rename Package: Update or modify the package name.
   • Delete: Remove the export package.
   • Storage Options: If your organization has enabled and configured any cloud-storage integrations, select one to save the export file directly to your cloud storage.

Customizing export settings for Word, PDF, and PowerPoint files

You can use the following options on the Export Settings page to customize the export to meet your requirements:

1. Displays the selected template. Click Change to go back and choose another template.
2. Choose if you want to include this information in the report.
3. Select the attachments you want to include in the export package.
4. Choose how you'd like the attachments to be included in the export. You have the option to keep your previous preference, embed the attachments within the export document, or export them into a dedicated Attachments folder.
5. Select the responses headers you want to include in the exported document.

Editing exported files in Microsoft Office Online

Note: You must have Office Online enabled before using this feature. Contact the Customer Success Team, or customersuccess@responsive.io, to enable it.

Responses exported as Word, Excel, or PowerPoint files can now be edited in Microsoft Office Online without leaving Responsive or having to download the package.

1. Click the folder to expand it.
   
2. Click the three-dot Menu and select the appropriate Office application.
   
3. Make your changes and save the file.
   • When you are finished, the file will be marked as edited.
     
   • The Project Activities will show that the file was edited.