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Access Viva Glint raw survey responses

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What are raw survey responses?

In Microsoft Viva Glint, "raw survey responses" refers to unaggregated survey responses that are directly tied to a survey taker. By default, Viva Glint admins have access to raw survey responses and can export that data using admin controls.

Note

"Raw survey responses export" can also be referred to as "Raw data export."

Important

Customers can use program setup features to respond to users' Data Subject Rights (DSR) requests.

For information on how to support a request to delete data, visit Delete user data from Viva Glint.

Acting on Data Subject Requests (DSRs) from data subjects

Viva Glint admins, who are assigned by your Microsoft 365 Global admin, are in control of your organization’s data. This role – Data Controller – can act on Data Subject Rights requests from Viva Glint survey takers. Read more about DSR obligations.

Note

Raw survey response export doesn't need to be enabled to fulfill these requests. Admins can send raw survey responses directly to the survey taker without gaining access and viewing this data.

Does enabling raw survey response export make survey takers identifiable in reporting?

Export of raw survey responses is only available to your organization through admin controls. Viva Glint admins should consult with their privacy, HR, and legal teams.

Note

Reporting is aggregated for surveys with a minimum threshold of three (3) or more respondents.

Configure raw survey response access

Your organization may not want access to raw survey responses for every survey. This data access decision could be because of the data's sensitivity, employee privacy concerns, regulatory or contractual obligations (such as Works Council agreements), or other reasons. Your role as the Viva Glint admin provides permissions for you to configure them at your discretion.

Important

When setting up each Viva Glint program, the Viva Glint admin decides whether raw survey response exports are available. Admins can change the raw response data toggle at any time during a survey program's lifecycle, but the change only applies to future survey cycles. Closed cycles are controlled by the raw response setting that admins established when the cycle launched. Raw survey export doesn't need to be enabled for an employee to request their personal data.

Admins can opt out of response exports

By default, raw survey responses are available for each new program, but Viva Glint admins can opt out of response exports.

Procedure to opt of our response exports

Opting out of response exports occurs within the Confidentiality section of Program Setup. Program Summary is accessible from the Survey Programs configuration page of the admin dashboard.

  1. Select Survey Programs in the Survey section.
  2. Select the survey and then Program Setup on the Program Summary page.

Note

A program can't be in Approved status to enable this feature. As necessary, toggle Approved to NO. The default setting for Enable Export of Raw Survey Responses is YES. Toggle to NO to opt out of raw survey response export. Read more about the confidentiality statement.

To ensure customers meet their Data Subject Rights (DSR) obligations, Viva Glint provides an alternative solution, allowing customers to fulfill DSR requests without accessing the requestors raw survey responses. Read on.

Important

Even when an admin has opted out of raw survey response exports, the Glint admin can still access data if it meets extreme circumstance criteria. It's possible that Glint needs to disclose survey feedback when there is a good faith belief that disclosure is reasonably necessary to protect your safety, the rights and safety of Glint personnel or others, or to investigate, prevent or take action regarding suspected illegal activity, suspected fraud, situations involving potential threats to the physical safety of any person, or if otherwise required by law to do so.

The privacy statement complies with GDPR notice requirements.

Use the People feature to export responses

As the Viva Glint Admin, you can export a survey taker's user attributes and raw survey responses and send this data - without viewing it - directly to the survey taker. Attributes are populated from the data sent to Viva Glint in your Human Resources Information System (HRIS) file.

Procedure to export user data:

  1. From the admin dashboard, select the Configuration symbol, then in Employees choose People.
  2. Search for the user in the Search People field.
  3. On the user's profile, select Send User Data from the Actions dropdown menu.
  4. In the Send User Data slider:
    1. Enter an email address in the User's Personal Email Address field if data should be sent to a personal email. If not, enter the user's work email address.
    2. There's the option to Include raw survey responses. Select this option to include the user's responses surveys. Data can't be extracted during a live survey.
    3. In the Send User Data slider, all attributes from your HRIS file are preselected.
      1. Select Clear All and then select the attributes you want to export, or
      2. Exclude attributes from the export by deselecting them.
  5. Select Send. A "User data export sent successfully" message appears.
  6. Send the encrypted, compressed file of the user's data that downloads to your device to the requesting employee.
  7. The employee receives an email with a password to decrypt their compressed folder.

Screenshot of the email that a user receives after their data has been exported from Glint, including a password to access their compressed, encrypted file.

Tip

For more information on how to support a request to delete data, visit Delete user data from Viva Glint.

Disable Raw Data Export access

Important: Disabling Raw Data Export (RDE) means that:

  • Admins can't access or export this survey data unless your organization believes extreme circumstance requirements exist. In this case, a Viva Glint admin can enable the export.
  • Microsoft won't facilitate direct transfers to third parties, such as alternative survey platforms or data analytics consultants.
  • The customer remains the data controller and Microsoft permanently prohibits customer access to non-RDE survey data at the customers' explicit instruction.

Export company-level raw data

For closed surveys where raw survey responses were enabled, admins can export raw survey responses from Viva Glint.

Export raw response data for Recurring and Ad Hoc surveys

  1. Go to configuration and select Survey Programs.
  2. Select your survey program and go to the Completed cycles tab.
  3. On the row with the appropriate cycle, select the ellipses (three dots) and then Export Raw Survey Responses.
  4. In the export pane that appears:
    1. Choose whether to include Comments, Survey Sent Date, and Use question's description instead of UUID in the Export Options section.
    2. Select attributes that you want to include in the Attributes section.
    3. After making all selections, select Export.
  5. Your .csv file downloads to your device. Larger files can take more time to generate; you receive an email when your file is ready to download.

Export raw response data for Lifecycle and Always-On surveys

  1. Go to Configuration and select Survey Programs.
  2. Select your survey program and then the Actions menu.
  3. Choose Export Raw Survey Responses.
  4. In the export pane:
    1. Select a Start Date and End Date in the Date Range section.
    2. Choose whether to include Comments, Survey Sent Date, and Use question's description instead of UUID in the Export Options section.
    3. Select attributes that you want to include in the Attributes section.
    4. After you make all selections, select Export.
  5. The .csv file downloads to your device. Larger files can take more time to generate; you receive an email when your file is ready to download.

Raw survey response file layout

The fields included in your Viva Glint raw survey response exports vary based on the attributes that your organization sends, the selections that you make for your export, and the items included in your survey. The following columns will always be included, with a field for every survey item:

Field Label Description Value Format
Survey Cycle Creation Date The date and time that surveys were generated for users. YYYY-MM-DD hh:mm:ss
Survey Cycle Completion Date The date and time that surveys were completed by each user. YYYY-MM-DD hh:mm:ss
Survey Cycle Title The name of the survey cycle. <Month> <Year> <Program name> Survey
ItemText1 Full text of survey item. Numeric response value.
ItemText2 Full text of survey item. Numeric response value.
ItemText3 Full text of survey item. Numeric response value.

Note

  • The export option is only be available to admins.
  • The export option is only enabled for a survey cycle if the raw survey response export was enabled for the selected survey program before the survey went live.

Caution

Once a survey is live, the choice to enable or disable raw survey response export can't be changed for that survey.