Analyze Results

User Manual

Analyze Results

1. Results Overview

1.1 Purpose of this User Manual

This user manual explains how to use the Analyze Results section in XEBO.ai to review, manage, and interpret survey responses. 

It guides users through features such as viewing summaries and individual responses, applying filters, analyzing trends, creating cross tabs and derived variables, exporting data, monitoring dropouts and quotas, scheduling and sharing reports, and using advanced analysis tools like audio/video analysis, participant statistics, integrations, and MaxDiff. 

Overall, its purpose is to help users effectively analyze survey data and generate actionable insights.

1.2 Getting Started for Results

1.2.1 XEBO.ai Login

Step 1: After clicking the XEBO.ai, you will be redirected to the login page and the landing page of XEBO.ai.

1.2.2 Navigating to Results

Step 1: Click the Surveys tab from the header.

Step 2: Select an existing survey for which you want to analyze results.

Step 3: Click  Results from the survey navigation header.

Step 4: You will be directed to the Results page.

2. Analyzing Survey Results

The Results section offers various tabs and reports that help you understand your survey responses in depth and with more clarity. The following section provides an overview of how the analyst can review individual responses and customize the data visible to them.

2.1 Individual Responses

The Individual Responses page displays all submitted or partially submitted response for the selected survey, allowing you to review and manage responses at the record level. 

The page presents a table with one row per response, showing details such as:

1. Respondent identifiers 
2. Collection mode 
3. Completion status 
4. Start and end timestamps

2.1.1 Navigating to Individual Response

Step 1: Click the Reports dropdown menu to view the available options. From

Step 2: Click  Individual Response to navigate to the response page. 

2.1.2 Viewing Response Information

The Individual Responses page gives you a record-level view of all submitted survey responses. From this page, you can:

• Features include viewing respondents' personal details and their responses to each question.
• You can also edit or delete a response directly from this page.
• Search and filter responses using the Search bar, which scans all visible columns in the response table to return matching results.

NOTE: Please refer to Section 5: Filters for a complete overview of the filtering capabilities available on the Results module.

 By default, the Individual Response page displays the following information:

• Response ID: Uniquely identifies each individual response gathered on the survey.
• Contact Information: Displays the name, Email Address and Phone Number of the contact from whom the response is recorded.
• Mode: Displays the distribution channel through which the response was recorded.
• Response Status: Displays the response status. A response can be complete, partially complete / incomplete or disqualified due to quality checks.
• Timestamp: shows both the start and end time of the response 
• Score: Displays the numeric and percentage score of a response if Survey Scoring is enabled for the specific survey.

2.1.3 Modifying Response Table

The Data Settings option allows you to add or remove the information fields shown on the Individual Response Page. To access data settings,

Step 1: Click  Settings on the Individual Response page.

Step 2: Expand the dropdowns for the fields which you want to show / hide in the response table. The available options are:

• Meta Data — Displays standard data collected with every response. 
• Questions — Lists the individual questions of the survey. 
• Review Status — Indicates whether a response has been approved or rejected.

Step 3: After clicking Meta Data, select or deselect the fields you want to display.

Step 4: Click Save to apply the changes.

Once updated, the Individual Response Page reflects the selected fields.

2.1.4 Modifying Responses

The actions section allows you to manage the changes you can make with an individual survey response. To act on response,

Step 1: Click the three dots beside the response on which you want to act.

Step 2: Select Edit to open the response page or select Delete to permanently remove the response.

Alternatively, you may use the bulk select ability to modify multiple responses at once. To do so:

Step 1: To select specific responses, check the checkbox beside each entry, or to select all, use the checkbox in the column header.

Step 2: Click Approve or Reject to update the response status or click Delete to permanently remove the selected responses.

Delete Responses for a Collector / Distribution Channel

You may delete responses that belong to a specific collector or distribution channel. To do so:

Step 1: Click  the Delete Responses button.

Step 2: Click the Select collector dropdown and specify the collector or distribution channel for which you want to delete the responses.

Step 3: Click Delete to delete the responses for the selected collector / distribution channel.

Adding / Modifying Survey Responses

You may modify the embedded data variables or question answers for existing responses or upload additional responses from other surveys or external platforms. You may follow these steps:

Step 1: Click the Upload Responses (Excel) icon.

Step 2: Select the collector for which you want to modify responses and click Download Template.

Step 3: The template file contains the format in which existing responses need to be modified, or new responses need to be added.

Step 4: Once your changes are complete, click Upload Responses to import the updated file.

2.2 Response Details

Detail section under Individual Response allows you to analyze and update the individual response.

The steps to accessing the Detail sections are as follows: 

Step 1: Click the three dots and click Edit. Alternatively, click the Response ID to access the response details.

 

Step 2: You will see the response details open in a separate tab.

You can perform the following operations on the response details page:

You can switch between responses by clicking the left & right arrows or by selecting the response from the dropdown.

Mark Response: lets you mark the response as either Approved or Rejected. 

Edit:  lets you manually edit the response for the respondent. You can retake the survey and answer each question as per your preference. 

Delete:lets you delete the individual survey response. 

Download:  allows you to download the individual survey response as PDF. 

2.2.1 Response Details

eData: This section contains additional response details, including Collector type, IP Address, Device, Time Spent and custom embedded data if any. You may search based on key type and value.

 Respondent Details: This section contains the details of the respondents including contact information, response date, response status, and survey version.

2.2.2 Response Statistics

You can view the individual questions and answers for each response. The page displays the following information by default

Pages: You can view each page in the survey individually in the details section. 

You can also manually update the response for questions on each page. Click the Edit button on the right side to manually update it for the questions inside page. 

Questions: Each question shows the answer provided by the respondent. Based on the question type, the answer may be shown differently for each of the questions. Each question also displays the amount of time the respondent spent per question.

You can edit the question response by clicking the Edit button on the right side. 

Language: If your survey is multilingual, you can switch between different languages by clicking on the language drop-down on the top right corner.

2.2.3 Modify Response View

PnQ Numbers: Show or hide the question codes for individual questions.

Survey Media: Show or hide the survey media for questions such as File Upload and Audio Video Analysis.

Hidden Questions: Show or hide hidden questions from the response details.

You may exclude certain embedded data from being visible on the response details page or part of the PDF download. To do so,

Step 1: Click the Settings icon beside the eData table.

Step 2: Select which fields need to be excluded from the response details page.

Step 3: Click Save to exclude selected fields.

3. Reports

Reports provide you with comprehensive insights on your response data. Reports consolidate your survey responses into enriching charts, trend visualizations and advanced statistics.

3.1 Summary

The Summary page displays response statistics, individual question charts, and question-level statistics. You can select between various chart types, visualizations, and themes.

3.1.1 Response Statistics

The response statistics section summarizes how participants interacted with your survey from first landing on it to final completion. Together, these metrics show the full response funnel, helping you understand at which stage respondents are leaving the survey.

You can view the following metrics for response statistics: 

• Viewed: Number of respondents who opened the survey link and saw the first page, regardless of whether they answered any questions.
• Disqualified: Number of respondents who were screened out based on logic (for example, failing a screening question or not meeting eligibility criteria) and therefore could not proceed to complete the survey.
• Dropouts: Number of respondents who started but did not complete the survey, excluding those who were disqualified by logic.
• Completed: Number of respondents who reached the final page and submitted all mandatory questions in the survey.
• Average Time: The average duration that completing respondents took from starting the survey to submitting it; very low or very high values can indicate data quality or usability issues.
• Completion Rate: The percentage of started responses that ended in a completion, calculated by taking percentage of number of completed responses by number of views.

By modifying the filters, you can view response statistics specific to a time range or distribution channel.

3.1.2 Net Trends

The Net Trends section visualizes how total responses change over time and lets you switch between different time resolutions to analyze patterns. This view helps you link response spikes to specific events, such as reminders sent, campaign launches, or changes in survey distribution.

You can switch the Net Trends view between Daily, Weekly, Monthly, and Yearly to adjust how responses are grouped on the chart.

3.1.3 Question Summary

The Question Summary section on the Results page provides a quick, visual overview of how respondents answered each question. It combines charts, statistics, and tables so you can understand trends and distributions at a glance.

For every question in the survey, the Question Summary typically shows three elements:

• Chart Visualization – Displays a chart for each question (for example, a distribution of responses by option for multiple‑choice questions, or gauge charts for NPS and Rating questions). Helps you quickly identify the most or least selected options, as well as overall patterns in the data.

• Question Statistics – Displays a statistics panel for numerical and scale questions, showing metrics such as mean, variance, standard deviation, standard error, and confidence interval. Helps you assess central tendency and variability in responses.

• Tabular View – Lists each answer option (or response value), with its response count and percentage of total responses. Provides an exact numerical breakdown that matches what is shown in the visualization.

3.1.4 Customizing Summary Page

You can customize the Question Summary using Chart Type, Display Options, Colors, and Labels. You can also change the appearance of a particular Chart type using the customized option. 

Change Chart Type

This option allows you to change the chart type of a particular question. Certain questions support multiple visualizations and using this functionality you can switch between them.

Step 1: On the Results tab, click the Chart Type to view all visualizations available.

Step 2: Select the available options. Typically, you can switch between Column Chart, Bar Chart, Pie Chart or Line Chart.

Report Settings 

You can configure all information that is visible on the Summary page by checking what information needs to be displayed on the report.

Step 1: On the Results page, click the Configure button to access Report Settings.

Step 2: Select or deselect elements you want to include as part of the Question Summary report.

 

Step 3: Click Save to apply your changes.

Themes

This option lets you change the color of individual answer choices, which will help you identify them easily on the chart.

Step 1: On the Results page, click the Themes icon.

Step 2: Select from the available themes or click + Create New Theme to start from scratch.

Step 3: Add an appropriate name for your theme and click the color picked to set the colors for the visualizations.

Step 4: Click Apply to save your theme and apply it to all your visualizations.

Recode Values

The answer choices are marked with a label, which indicates the individual answer choices. These labels can be changed via the Recode functionality.

For example, if you have Yes and No as two answer choices, their labels are set as Yes and No, which can be modified via this functionality. There is also an option of reverting, which will take you back to the original label.

Step 1: On the Results page, for a specific question summary click the Settings gear icon.

Step 2: Click Recode Values to change the label values for the question.

Step 3: Recode the values as per your preference and click Save. Alternatively, you can click Reset to revert to the original values.

Upload Logo

You can include a logo with your Question Summary report, which appears at the top of your report and in your PDF to download. To add a logo,

Step 1: On the Results page, click Upload Logo

Step 2:  Click the Upload button to upload an image from your system or select an existing media file from your library.

Step 3: After selecting a media file for the logo, click Save to add the logo to your report.

3.1.5 Share and Export Question Summary

Using the Sharing Question Summary View allows you to share the view of the question summary data with others by generating a shareable link. 

You can secure the link by setting up a password, allowing access only to authorized users. Follow the steps below to share the Question Summary view:

 Step 1: Under Results, click the Share icon.

Step 2:  Click the Copy icon to copy the shareable link to your clipboard.

Step 3: Alternatively, you can enable password protection to secure your report by clicking the toggle beside Enable Password Protection.

Step 4: Enter the password which you want to keep for your report, copy if required, and click Save to enable password protection.

3.2 Audio & Video Analysis

The Audio & Video Analysis section allows you to analyze responses collected through audio and video questions and generate reports. Please note that this report analysis is available only if your survey contains responses from the following question types:

• Audio Feedback
• Video Feedback
• Audio Video Feedback

3.2.1 Creating an Audio & Video Analysis Report

Step 1: Select an existing survey which contains responses for the support question types.

Step 2: Navigate to Results.

Step 3: Click the Reports dropdown and select Audio & Video Analysis.

To create a new Audio & Video Analysis Report

Step 1: On the Audio & Video Analysis tab, click Create Report.

Step 2: Enter a Report Name and select the support question types.

Step 3: Click Save to begin creating the Audio & Video Analysis report.

3.3 Report Scheduler

The Report Scheduler in XEBO.ai lets you automatically generate and send survey reports by email on a recurring schedule based on your chosen frequency, time, and recipients.

Combined with filters, you can ensure key stakeholders are delivered with monthly or weekly performance of your survey results along with all other reports.

3.3.1 Creating a Scheduled Report

Step 1: On the Results page, click the Reports dropdown and select Report Scheduler.

Step 2: Click Schedule New Report to create a scheduler.

Step 3: Select the medium to which the report needs to be delivered. You can select between Email and SFTP server. Select your preferred medium and click Continue.

Step 4: For email delivery, enter the following fields:

• Report Name: Write a descriptive name. This will be shown on the Report Scheduler tab in your list of scheduled reports.
• Scheduler Frequency: Select between daily, weekly, monthly, yearly frequencies or deliver a report immediately.
• Time: Based on the account time zone, specify the time at which the report needs to be delivered.
• Report Type: Select between Summary PDF, Excel, and CSV formats. 
• Add Emails: Enter the email addresses who need to receive the scheduled reports.
• Notification Emails: Enter the email addresses who should be notified when a scheduled report is sent. 

Step 5: Alternatively, for SFTP server, enter the Host, Location, Username and Password.

Step 6: You can expand the Configure dropdown and add a saved filter to be part of the scheduled report. 

Step 7: Click Save to create a new scheduled report with your applied configurations.

3.4 Share Report

The Share Report feature lets you create a simple, read-only report and share it with others without giving them full access to the survey.

3.4.1 Sharing Multiple Reports

Step 1: On the Results tab, click the Reports dropdown and select Share.

Step 2: Click Create Report to start sharing a report.

Step 3: Enter an appropriate Report Title.

Step 4: From the Attributes dropdown, select the fields or metrics you want to include in the shared report.

Step 5: (Optional) Turn on Enable Password Protection if you want viewers to enter a password before opening the report, then set the password as prompted.

Step 6: Click Save to create your consolidated reports.

Step 7: On the Share Report page list, hover over a created report and click Share to copy the report link.

4. Studies

The XEBO.ai platform is equipped with advanced studies that help you generate statistical analysis that are based on your survey responses. The XEBO.ai platform contains the following studies: Cross Tabs, Derived Variables, Dropouts, Screen Out, Quota Analysis, Participant Statistics, and MaxDiff.

4.1 Cross Tabs

The Cross Tabs (Cross Tabulation) study helps helps you understand the correlation between survey variables. It shows how correlations change from one variable grouping to another. You can compare two or more questions to against each other and the tool analyzes each answer choice against the others to provide a statistical relationship between them.

Example

For example, suppose your survey contains the following two questions:

“Were you happy with the purchase?” 

“Select the product you have purchased”. 

Using Cross Tabs, you can analyze the correlation between the answer choices of the first question and those of the second question. This view displays the data for all products, showing whether respondents were happy with their purchase or not.

4.1.1 Creating a Cross Tab Study

Step 1: On the Results tab, click Studies dropdown and click Cross Tabs. 

Step 2: Click Create Cross Tabulation to begin creating a cross-tabulation study.

Step 3: Select Stub Question. To add a stub question, click + Add question in column

Step 4: Select a Banner Question. To add a banner question, click + Add question in row

Step 5: Once a cross-tabulation study is created, you can manage the configurations for it via the options available in the top right of the study.

There are several options available for a cross-tabulation study:

1. Count: When enabled, this option shows the number of times respondents selected each answer choice.
2. Row Percentage: Row percentage is the percentage-wise response based on stub question.
3. Column Percentage: Column Percentage is the percentage-wise response based on the banner question.
4. Increase Decimal: This option increases the decimal places. You can have a maximum of three digits after a decimal.
5. Decrease Decimal: You can decrease the number of digits after decimal with this option.
6. Export: This option helps you export your cross tabs data.
7. Filters: Filter your cross tab study by creating a new filter or using one of your saved filters.
8. Share: You can share your cross tabs using this option

Create Multiple Cross Tabs

With the Cross tabs section, you have the option of creating multiple cross tabs. You can simply do it by adding more stub and banner questions to create multiple tabs. 

If you want to add more Stub Questions, click +Add question in row. If you wish to add more questions to the banner, click +Add question in column. 

Multiple Cross tabs are used to perform data analysis of one question against multiple other questions and their answer choices.

4.1.2 Exporting & Sharing a Cross Tab Study

You can share cross tabs data with your team without granting full survey access. When you share Cross Tabs using this feature, the report opens in read‑only mode. Users who access the report through the shared link can only view the cross tab, export the data, and change data settings.

If you wish to share the cross tabs, use the share button to generate a link you can share with anyone. The steps are as follows:

Step 1: For a cross-tabulation study you want to share, click the Link icon.

NOTE: The user to whom the cross tabulation is shared can modify Count, Row Percentage, Decimal Places and Export the file.

You can export cross tabs from the analysis section. The steps are as follows:

Step 1:  Click the Studies dropdown, then select the Cross Tabs section on the Results page.

Step 2:  Click the Edit button to open the Cross Tabs you want to export.

Step 3: Click the Export button and select between XLS and PDF. The export will start automatically and download it on your system.

4.1.3 Deleting a Cross Tab Study

With the Cross tabs feature, you also get the option to remove or delete cross tabs. When you create different cross tabs, they all are cataloged under the cross tabs section. You can edit them and delete them from the list itself. The steps to deleting cross tabs are as follows:

Step 1:  Click the Studies dropdown, then navigate to the Cross Tabs section on the Results page.

Step 2: Click the Delete Button on the Cross tab you want to delete.

Step 3: Click Yes, Remove it! on the popup.

4.2 Derived Variables

4.2.1 Derived Variables Overview

Derived variables allow you to create and add new custom variables to responses after they have already been recorded. You can categorize your respondents based on their responses or a pattern of responses to the survey. 

You can use Derived Variables for exporting raw data, creating advanced dashboards, or building generating Cross Tabs.

When creating a Derived Variables, you can select from the following types: They are as follows:

• Bucketing: Bucketing allows you to group multiple fields like questions, Embedded data and Agents details and create new custom variables.
• Logical: Logical allows you to create new custom variables based on a condition and their values. You can create multiple conditions by using if and else if condition and set a value for the condition.
• Formula: Formula derived variable allows you to calculate some scores based on questions in the survey / Embedded data. With Formula option, you can do advanced calculations and use BODMAS.

4.2.2 Creating a Bucketing Derived Variable

The Bucketing feature allows you to group multiple response values into custom categories (buckets). This is useful for simplifying analysis by combining detailed answer options into broader, meaningful segments.

Bucketing helps you create Derived Variables based on selected source questions and their response values.

When to Use Bucketing

Use Bucketing in the following scenarios:

• When you want to combine multiple answer choices into a single category
  (Example: Combine “Very Satisfied” and “Somewhat Satisfied” into “Satisfied”)
• When grouping numerical ranges
  (Example: Age 18–24, 25–34, 35–44 into “Young Adults”)
• When simplifying large datasets for reporting purposes
• When preparing data for dashboards or exporting summarized insights
• When creating custom segments for comparison

Bucketing is especially useful when detailed response options are not required in final reporting and need to be consolidated.

Step 1:  Click the Studies dropdown, then select the Derived Variables section on the Results page.

Step 2: Click Create Derived Variable

Step 3: Select Bucketing as the derived variable type.

Step 4: Select Derived Variable Name.

Step 5: For the Bucketing type, select Source. You can select from Questions or Embedded Data.

Step 6: If you have selected Questions as the Source, Select the question you wish to add. If you have selected Embedded Data, select Source Data.

Step 7: Drag and drop the options from Source Values to Buckets.

Step 8: Click Create Variable to create the variable.

NOTE: You can create multiple Buckets by clicking on + Add New Bucket.

4.2.3 Creating a Logical Derived Variable

The Logical Derived Variable in feature allows you to create custom variables based on definedspecified conditions and assigned values. You can create multiple conditions  using If and Else If statements and assign values to each condition.

Example of Logical Derived Variable

If you collect respondents' age in the survey and want to group them into categories such as below 18, 19–25, 26–30, and 30 and above, this can be done using a Logical Derived Variable.

The steps to creating a logically derived variable are as follows:

Step 1: Go to Derived Variables section on the Results page by selecting it from the Studies dropdown.

Step 2: Click Create Derived Variable

Step 3: Select Logical as derived variable type.

Step 4: Enter an appropriate Derived Variable Name.

Step 5: In the If (Condition), select Source Type — Question, Embedded Data, or another Derived Variable.

Step 6: Once you have selected the source, select the Source Value, Operator, and Value.

Step 7: Enter the value you want to set for the logical derived variable.

Step 8: Enter the value for Else, if none of the above for the logical derived variable.

Step 9: Click Create Variable.

NOTE: To add more conditions to the Logical Derived Variable, click Add Condition Set to create an Else If condition, then repeat the steps to select the Source Type and define the required condition values.

4.2.4 Creating a Formula Derived Variable

Formula derived variable by XEBO.ai allows you to calculate some scores based on questions in the survey / Embedded data. With Formula Derived Variable do advance calculations and use BODMAS. You can create formulas such as x+y, x*y+z.

Example of Formula Derived Variable

For example, if your survey includes two scoring questions (Q1 and Q2) and you want to calculate a total score, you can create a Formula Derived Variable using the expression x + y, where x = Q1 score and y = Q2 score.

The steps to creating a formula derived variable are as follows:

Step 1:  Click the Studies dropdown, then select the Derived Variables section on the Results page.

Step 2: Click Create Derived Variable.   

Step 3: Select Formula as derived variable type.

Step 4: Enter an appropriate Derived Variable Name.

Step 5: Enter the formula you want to create. You can create formulas such as x+y or x-y/z. You can use extra functionality such as f(x), abs, ceil, and floor. Here is a brief description on the functions:

• abs =  Absolute value returns the positive value of the argument. For example, when you apply the abs function to a value of −3, it returns 3 in the formula.
• 
  
• ceil = The upper value rounds a number up to the nearest integer. For example, when you apply this function to a value of 2.3, it returns 3.
• floor = The lower value rounds a number down to the nearest integer and uses that value in the formula.
• For example, if the value is 2.3, it will be considered as 2.

Step 6: Select the X Value by choosing a question answer choice, Embedded Data, or a Derived Variable. Select whether to display values or codes and include additional answer text if available.

Step 7: Similar to the previous step, select the value for y.

Step 8: Click Create Variable to create the formula derived variable.

4.2.5 Deleting a Derived Variable

Navigate to the Derived Variables page under the Results section to view all created variables. From here, you can edit or delete any variable. To delete a derived variable, follow the steps below.

Step 1:  Click the Studies dropdown, then select the Derived Variables section on the Results page.

Step 2: Click the delete button on the right side of the variable you want to delete.

Step 3: Click Yes! on the popup window.

4.3 Dropouts

Survey dropout refers to respondents who abandon the survey before completion, due to reasons such as question complexity, technical issues, or lack of interest. The analysis of such dropout rates is called Dropout analysis.

Dropout analysis informs decisions such as question type selection, survey length, reminder timing, and survey flow. It helps you design more efficient surveys in the future. 

In the Dropouts section, you get a complete analysis of the survey dropouts. To navigate to dropouts:

Step 1:  Click the Studies dropdown, then select the Dropouts section on the Results page.

You will get the question list on which the respondent has not responded and the required analysis along with the question such as frequency of the question dropped and the percentage of respondents who have dropped.

4.3.1 Analysis Dropouts

This section helps you analyze the dropout rate for each question. It provides information about the questions where respondents dropped out, the percentage of respondents who dropped out, and how much each question contributed to the overall dropout rate.

Count: Shows the number of respondents who dropped out at this question. 

Base %: Indicates the percentage of respondents who dropped out at this question relative to the total number of dropouts.

Cumulative %: Shows the total percentage of respondents who dropped out to and including this question.

4.3.2 Filters in Dropouts 

Filters in Dropout Analysis lets you sort your data as per various collector responses and different time periods. To access filters,

Step 1: Click the Filters button on the top right.

Step 2: You will see all the filter options available to you.

You can use the following filters:

Collectors: The Collectors filter lets you analyze dropout data by survey distribution source. They are the distribution channels used to share the survey, such as Email campaigns, Web Live links, Email test campaigns, and distribution batches.

Each collector has a checkbox, allowing you to select one or multiple sources for analysis. 

Use this filter to compare dropout rates across channels, review the performance of a specific campaign batch, identify which collector is driving higher dropouts, or separate test responses from live responses.

Collection Date: The Collection Date filter lets you analyze dropout data for a selected time period. It helps you focus on responses collected within a specific date range.

The filter includes From and To date fields, using the format DD-MM-YYYY. Select a start date and end date, then click Apply to update the data.

Use this filter to review dropouts during a campaign period, measure the impact of survey changes, compare performance before and after reminders, or track dropout trends over time. 

To delete an applied filter, click the Filter button and then click Clear next to the active Collector Type filter. To change the collector type, click the dropdown adjacent to the Collection Date filter. If

4.4 Quota Analysis

The Quota Analysis page allows you to review your quota and survey response data.. 

A quota is used to limit a specific type of response once it reaches a threshold you define.

For example, if you want your survey to collect only 50 male responses and 100 female responses, you can add a single-choice gender question and set a quota based on it. Once the quota limit is reached, any additional responses will either be disqualified or excluded from the analysis, depending on the quota type you select.

NOTE: Quotas can be set up while creating a survey. Please refer to the Survey Creation manual to learn more about creating and managing Quotas.

The quota analysis page in the Results lets you analyze the survey response data for each individual quota. You can view the quota and manage them from here.

Step 1:  Click the Studies dropdown, then select the Quota Analysis section on the Results page.

Step 2: You will be able to view all Quotas created for the specific survey along with its limit.

4.4.1 Analyzing Quotas 

You can view the quota limit for each question and its individual answer choices. For example, a quota of 10 has been set for Male responses and 10 for Female responses. Currently, there are 2 responses for Male, while Female has 0 responses out of the limit of 10.

Click the Refresh button to refresh your Quota Analysis.

To edit your quota, click Edit Quota to return to the Quota page, where you can make your changes.

4.5 Participant Statistics

Participant Statistics provides a summary of survey email distribution and response performance. It helps track how many invitations were sent, delivered, opened, and completed.

Step 1:  Click the Studies dropdown, then select the Participants Statistics section on the Results page.

Step 2: You will now arrive at the Email Statistics page.

4.5.1 Analyzing Email Statistics

The Participants Statistics page displays the following information:

• Total Sent – Number of invitations sent
• Bounced – Emails that failed delivery
• Pending – Not yet opened/responded
• Viewed – Survey link opened
• Completed – Survey submitted
• Participation Rate – % of completed responses

4.6 MaxDiff 

The Choice Modelling – MaxDiff view helps you understand which options respondents prefer the most and the least for a specific MaxDiff question.

NOTE: Your survey must contain a MaxDiff question for which responses must be gathered for this study to show data.

4.6.1 Creating a MaxDiff Study

Step 1:  Click the Studies dropdown, then select the MaxDiff section on the Results page.

Step 2: In the Select MaxDiff Question, select the MaxDiff question you want to analyze. By default, the first MaxDiff question of your survey will be selected.

4.6.2 Analyzing MaxDiff Results

The table below will display each attribute (products, services, features etc.) along with its Overall Preference percentage and a bar showing Least / Most Preference.

Use Filter by Date and Filters on the right-hand side if you want to restrict the analysis to a specific time period or subset of respondent

5. Filters

Filters allow you to narrow your dataset by applying one or more conditions, limiting the data shown in your analysis. 

For example, if you wish to see the data only for the respondents who received the survey through a particular distribution channel type, you can use the filters to do the same.

You can access Filters throughout the Results tab in most reports and studies such as Individual Responses, Question Summary, Cross Tabs, MaxDiff, etc. 

5.1 Filter by Date / Time Range

Filtering by time range allows you to see the responses between a specific start or end date time period. To filter on date, follow these steps:

Step 1: Click the Filter by Date button.

Step 2: Select from the available options or click Custom to select your own time range.

Step 3: For the Custom time range, select the From and To dates on which you want to view filtered responses.

Step 4: Click Apply to save the time range filters.

5.2 Basic Filters

XEBO.ai offers filtering functionalities based on various response attributes. To access these basic filters, follow these steps:

Step 1: Click the Filters button.

Step 2: Click Add New Filter.

Step 3: You will now view all the available filter options.

5.2.1 Filter by Responses

This filter lets you view survey data based on response completeness—Complete, Partial, or Disqualified. When you select Complete, the system displays only complete responses.

5.2.2 Filter by Distribution Channel / Collectors

This filter lets you view survey data by collector. For example, when you select Web Link, the system displays only responses submitted through the Web Link collector.

5.2.3 Filter by Quality Check

This functionality lets you filter responses that failed to a specific quality check criteria such as Duplicated IP Address. This helps you filter responses that failed quality checks and easily delete or reject those specific responses.

5.2.4 Filter by Quality Assurance

This lets you filter responses that are flagged by the Response Quality Assurance / AI-Based Quality Check. All responses that are flagged contain potential plagiarized and bad quality responses. When Response Quality Assurance is enabled, this filter will help you segregate between flagged and unflagged responses.

5.3 Advance Filters

Advance filters help you filter responses on a more granular level, such as specific options selected for a question or embedded data type.

You can combine advanced filters using logical expressions which help with complex analysis and segmentation of responses.

To access advance filters, expand the dropdown for Advance Filters:

To add a new condition, click Add New and select the logical operator (AND or OR).

5.3.1 Filter by Question

This feature lets you filter the survey data shown based on a specific question and its answer choices.

For example, if you  select the  question – “Have you purchased Jeans and Shirt from us?” and the answer choice “Yes”, only the responses from participants who selected Yes for that question will be displayed.

5.3.2 Filter by Embedded Data

This filter lets you view survey data based on metadata such as contact details or embedded data. The system displays data only for the fields you select.

5.3.3 Filter by Contact Data

Based on your distribution channel, if contact information is included then you can filter your responses based on the contact information such as First Name, Last Name, External Unique ID, Email and Mobile Address.

5.3.4 Filter by Location

If your responses contain location data collected via IP Address, the XEBO.ai platforms calculate a rough estimate of the Country and City based on which you can filter out your responses.

5.4 Managing Filters 

5.4.1 Applying a New Filter

Step 1: Navigate to any report or study on which you wish to apply filters and click the Filters button.

Step 2: Click Add New Filter.

Step 3: Enter an appropriate Filter Name that describes how responses are filtered.

Step 4: Select the available filter options and select the filters you want to apply.

Step 5: Click Apply or Save & Apply Filter to add it to your Saved Filters list.

After you have applied a filter rule to analyze the survey, you can make changes to the filter itself. You can edit the filter and its rules, filter types, and you can also delete the filter. 

5.4.2 Modifying an Existing Filter

You can change the filtering rule once you have applied it. This allows you to make changes to your analysis view without having to delete the filter manually. The steps to editing a filter rule are as follows: 

 Step 1: On the page where the filter is applied, click the Edit button on the right side.

Step 2: Modify the filtering rules as per your requirement.

Step 3: Click Apply to modify the filter rules.

5.4.3 Deleting an Existing Filter

Once applied, you can also delete a filter. The steps to deleting a filter rule are as follows:

Step 1: Go to filters under the view in which filter is applied.

Step 2: Click the Delete button next to the filter condition you wish to remove.

Step 3: Click Apply to modify the deleted filter rules.

6. Export Survey Responses

The Export Data feature allows you to download survey responses in multiple formats. You may also apply filters beforehand to filter the responses that are part of the export file. 

The following section describes the export capabilities and how you can modify export settings.

6.1 Export Now 

Navigate to the Results section, then go to Export Survey Responses and click Export Now. To create an export for your survey responses:

Step 1: Select the format in which you want to export the survey responses. You may select from Microsoft Excel (.xlsx), SPSS or CSV formats.

Step 2: Select the Date on which you wish to filter responses and select Filter by Date to apply a time range filter. 

Step 3: Toggle whether notification of export needs to be shared. Once toggled, you may add the emails on which notification needs to be sent.

Step 4: Enable / disable show codes to be as part of default labels. 

Step 5: You may include filters such as Collectors or Response Status as part of your export. You may also select from one of your Saved Filters.

Step 6: Once all configurations are made, click Export and the report will start processing in the background.

6.2 Export History

Once an export is initiated, you can navigate to the Export History page to view its progress and download the report once its finished. To do so,

Step 1: Click the Export History tab from the left-hand side of the screen.

Step 2: Hover over a report and click Download to download the finalized export file, or click Delete to remove it from the export history.

6.3 Data Settings

Data Settings allow you to modify how the data appears in your export. You may decide what columns need to be included or excluded or modify the question labels for the SPSS file format.

6.3.1 Embedded Data Exclusion

This functionality allows you to modify which eData columns are part of the export file. To access this, follow these steps:

Step 1: Navigate to Data Settings from the left-hand side of the screen.

Step 2: From the Exclusion screen, check which columns you want to exclude from the export file.

Step 3: Click Advance to see other options you can exclude from the export file.

Step 4: Toggle data to exclude from the export file and click Save.

Step 5: Once configured, click Save to apply changes for all future exports for this particular survey.

6.3.2 Modify Labels for SPSS File Format

You may choose to modify the question labels that appear when exporting in the SPSS file format. To do so, follow these steps:

Step 1: From the Data Settings tab, click Labels.

Step 2: Modify the question labels as per your requirement.

Step 3: Click Save to apply question label changes to all future exports via SPSS file format.