Sonia Forms – Exporting Responses

 

Summary

Form responses can be exported from Sonia in raw data format to Excel for further analysis, or they can be exported as a PDF file.

 

Question

How do I export form responses from Sonia?

 

Answer

Form responses can be exported from Sonia in raw data format to Excel for further analysis, or they can be exported as a PDF file.

 

Exporting raw data responses to Excel

This is option is ideal for analysing, summarizing, and comparing results.

 

1. Open the Forms module
2. From the pane at the left, select the form
3. Click the Respondents button on the ribbon  
4. Use the filters to restrict the list to just the responses needed (#1 in the screenshot below; e.g., forms that have completion status of 1 of 2)
5. Narrow the selection by clicking the checkbox next to each row to be included in the export.  Click the top checkbox (2) to select all.
6. Click the Export button on the ribbon (3) to launch the export window

 

 

7. A dialog window will open
8. ALWAYS click the triangle caret when one is available at the left. This displays specific fields to select that are about the entity at the top of the level.

For example, when the triangle next to the form name is clicked in the screenshot below, multiple fields about the form are displayed.

9. The focus here is the Fields from the form. Click the caret to expand this level to see the field names.
10. Triangle carets under Fields indicate tables. Always expand the table, ensuring to select ONLY the fields that contain the actual response.
    1. In the example below, some fields* include the word ‘label’. This indicates that that field is the “question”, and the one not marked with ‘label’ is the answer – the answer is what needs to be exported.
11. Select the fields (1) needed for export. 
12. Once all of the necessary fields are selected, there is an option to save the “layout” (i.e., selected fields) at the top of the window.
    1. The layout will then be available for all of your colleagues.
    2. Since the fields are different for each form, the saved layout is only available for the current form. 
13. Once happy with the selected fields and saved layout, click the Export button at the bottom

 

 

14. There will be a prompt to save the file, and then 2-3 windows on which to click “OK” before Excel fully opens with the data.
15. NOTE: Once the data is outside Sonia, it is outside the scope of Sonia support. Sonia Support cannot assist with formatting or otherwise modifying the data at this point.

 

 

* The fields listed are identified by the Name of the field in the Item Properties pane when defining the Field on the Design page.

 

Exporting forms as PDF

1. Open the Forms module
2. From the pane at the left, select the form
3. Click the Respondents button on the ribbon  
4. Use the filters to restrict the list to just the responses needed (#1 in the screenshot below; e.g., forms that were assigned within a specific placement group)
5. Narrow the selection by clicking the checkbox next to each row to be included in the export.  Click the top checkbox (2) to select all.
6. Click the checkered flag icon at the right side (3)

7. All of the forms in the selection will open as a “continuous scroll” in one browser tab
8. Right-click anywhere on the page, and select Print
9. A print preview window will open
10. Select the Print to PDF option available with your browser

11. Click the “Print” button at the bottom, and then follow the prompt to save the file