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Learn how to upload participants along with their organizational hierarchies and pre-determined demographic responses to help streamline survey setup, speed up participation, and enhance data analysis.
Table of Contents
Metolius Enterprise provides the option to upload survey participants and data related to those participants. This data provides two benefits.
1) Data Filtering by Organizational Hierarchy
After uploading, this data establishes the organizational hierarchy of employees and their managerial relationships. When managers are established among a list of employees, you can filter your response data by managers in charting. For example, choose manager Mary Tyler to filter for her direct reports to see how Mary is doing as a manager.
2) Save Time by Pre-populating Demographic Responses
Efficient survey-taking can be achieved by pre-populating known participant data for common demographic questions like age, tenure, and gender. This eliminates the need for participants to answer questions to which the answer is already known, thereby saving them valuable time.
Setup
NOTE: The organization Hierarchy and demographic responses are uploaded at the same time with this one template. Make sure to have all the required data points available before upload.
Add Demographic Questions & Responses
First, add all the demographic questions and their responses to the survey. Doing this at the start will ensure the "Response Data" tab of the template contains a reference to your questions and all the response options. If you do not do this step first, this portion of the template will be blank and will error out when an upload is attempted.
Make sure to add the Demographic questions by clicking the "Manage Questions" button in the section titled "Dynamic Demographic Filter Template Configuration" (green highlight in image below) versus the "Survey-Based Dynamic Demographic Filter Set-Up" (red strikeout in image below). The Survey-Based section is where you add demographic questions that you do not already have known answers for and need to be answered by the participant when they take the survey.
Download Template
Second, navigate to the Build Assessment page to download the participant upload template.
1) Click on View Assessments under the Assessment Management menu.
2) Select the Company the assessment is connected to, and Design from the Status dropdown menu, then click the Search button.
3) Once the search results are loaded, find the survey in the list. Under the action column for that row, click the gear icon and select Question Setup from the flyout menu.
Click on the image to see a larger view.
4) Once the Build Assessment page loads, click the Download Template button.
Understanding the Template
The Dynamic Demographic Filter template has two tabs.
1) Dynamic Filter Upload
This tab collects the participant information, both their basic identification (columns A-J) and the demographic question responses (starts with column K and will continue through however many Dynamic Demographic Filter questions are built into the survey).
2) Response Data
This tab shows, for quick reference, the response options for the Dynamic Demographic Filter questions built into the survey.
IMPORTANT: The response options displayed on the Response Data tab must match the employee information provided by the human resource information system (HRIS). This is important because the responses to these survey questions will be completed using the data exported from the HRIS. The response options in the survey must be consistent with the employee information exported from the HRIS.
For example: If the age options in the HRIS are:
<20, 21-29, 30-39, 40-49, 50-59, 60-69, 70+ then the response options within the survey need to match EXACTLY, and there cannot be more or less options.
Before adding data, review each field below to understand the information required so your upload goes smoothly.
Dynamic Filter Upload Fields
User ID - This will be the participant's username for login. We highly recommend using their work email address.
First Name - First name of the participant
Last Name - Last name of the participant
Alias Name - Add an alias to maintain anonymity on reports produced by Metolius. Note that using the participant's employee ID may be too obvious and not provide enough anonymity. The alias must be a minimum of five characters. We highly recommend an alpha-numeric series that can be produced easily from within a spreadsheet software.
Email ID - The participant's email address. This is the email address that Metolius will use to send all the system communications; For example, the assignment and reminder emails.
Department - Follow the structure in which the company has its employees organized, or use the department segmentation to devise something that works for the survey.
Print/Download Permission - Adding Yes or No determines whether or not the participants can download a report of their responses.
Unique Identifier - Add a unique Identifier of your choice that is different from the Alias and employee ID
Employee ID - This is the identification number that the company has assigned to the employee. All participants will have an employee ID.
Manager ID - To reflect the company's managerial hierarchy, an employee ID will be added to the Manager ID column for those employees with managers and will determine which employee is a manager of another. This managerial hierarchy will be reflected in charting allowing data to be filtered by managers revealing the data of their direct reports.
Not all employees will have a Manager ID assigned to them. Only those employees who have someone they report to will have a Manager ID to identify which employee is their manager. Employees in higher positions may not have a Manager ID, as they will not have a manager.
For example, if Michael Scott is the highest in rank at the Dunder Mifflin Scranton branch, he will not have a Manager ID. Michael Scott is Dwight Schrute's manager; Therefore, the manager ID for Dwight is Michael's employee ID.
| First Name | Last Name | Employee ID | Manager ID |
| Michael | Scott | MS001 | |
| Dwight | Schrute | DS002 | MS001 |
Adding Data to the Template
Ideally, data for the template is exported from a Human Resource Information System (HRIS) and supplies most of the data necessary. Especially the responses to the Dynamic Demographic Filter questions. Only a few items will need to be filled in that the HRIS would not provide:
- Alias - if using something other than the Employee ID
- Print/Download Permission - will need either a Yes or No
Upload the Template
5) From the same location as downloading the template, click on Upload Participants.
6) Choose the completed template.
7) Click Upload
