Survey responses in a database view

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Survey Responses in a Database View

    The database view for survey responses allows users to analyze and report on survey data efficiently. Each survey instance is presented as a single row, with answers to questions displayed in corresponding columns, making it easy to review and export the data.

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    Key Features

    • View survey responses in rows with questions as column headers.
    • Export survey responses using ServiceNow's standard export capabilities.
    • Create reports on survey responses through the Reporting module.
    • Access key information such as instance ID, assigned user, and task in the first three columns.
    • Display of up to five active metrics by default, with conditions that limit visibility based on active metrics, response count, or lack of responses.
    • Access to additional dates (start date, due date, expiry date, completed date) is available but not shown by default.
    • Ranking and multiple-choice metrics may display multiple records per survey instance.

    Key Outcomes

    Users can effectively analyze survey data, export results for further use, and create custom reports. The functionality aids in understanding survey performance while ensuring that any updates to survey configurations are communicated through generated events, prompting necessary actions for data synchronization.

    You can view survey responses in a database view for reporting purposes. For each survey instance, you can view the instance as a single row and the answers to each survey question (metric) in the corresponding columns. Analyze the responses easily and, if you want, export the survey responses.

    You can create a database view on the Survey Definition form. After the database view is created, you can either export the survey response using the standard capabilities of the ServiceNow® platform or choose to create a report of the survey responses using the Reporting module.

    Use the View Responses in Rows related link on the Survey Definition form to view each survey instance response in a separate row and each survey question as the name of the corresponding column. The answer to the question is displayed in that column. To export the survey response in a tabular form, in the context menu, click Export.

    The first three columns of the form show the number of the survey instance (instance ID), who the survey is assigned to, and the task. A maximum of five active metrics are displayed in the view by default. The Survey Definition form doesn’t show the View Responses in Rows related link when the following conditions occur.
    • There are more than five active metrics.
    • There are no responses to the survey instance.
    • There are more than 100 K responses for that particular survey. To view this database view of the survey responses, the number of responses must be less than or equal to 100 K. But, the database view is still accessible for more than 100 K responses when it’s already open in a new tab.
    The database view can show the start date, due date, expiry date, and completed date, but this information is not available by default. If the survey instance is triggered, then the trigger record is displayed in the Task column. The total number of survey responses isn’t displayed in the database view. For the ranking and multiple-choice metrics, based on user survey responses, multiple records are displayed instead of one record per survey instance.
    Note:
    Any change or update to survey configuration or metadata (For example, addition or deletion of a new metric or category) might affect the database view. In such cases, an event (survey.results_view.updated) is generated so that users can take necessary actions to synchronize the data.