Bulk Update: Recoding Data

This article will show you how to Bulk Update or Recode Data 


Background

Cmix will allow you to Bulk Update (Recode Data). This will allow you to create a CSV file which contains one row per respondent. You will then be able to upload this spreadsheet into the system to recode the data.

You may also need to refer to the 'System Variable Glossary' to understand which variables may or may not be able to be updated.

You will learn about the following:


Creating a File for Processing

  1. The first thing you will need to do is download your data as needed. The easiest format to use would be CSV
    1. See article: Downloading Data
    2. Make sure you have at least one of the following variables in your spreadsheet because it will be used as the key for the system to lookup and recode the data:
      • 'CID' - The respondent id 
      • 'RESP_TOKEN' - This is also referred to as the passcode. 
      • NOTE: You can use one or the other but if you have BOTH 'CID' and 'RESP_TOKEN' in your recode file, the 'CID' will take priority and the system will treat the 'RESP_TOKEN' as a variable you are trying to recode 
    3. Do not upload the full data set to Bulk Update data. Only include the questions/variables you wish to update because:
      1. It will take longer to upload the file since you are updating the entire data set because that is what was included in your file AND
      2. You could inadvertently update any of the other data points. In the example above only "Q1", "QC" and "Q2" are being updated. 
  2. For each CID/RESP_TOKEN (respondent), update the data as needed in the corresponding cells in each column. 
  3. Save your Excel file in .CSV format to your computer once you are done. 

Accessing the 'Bulk Update' Feature

  1. Access the 'Survey Dashboard' 
  2. Click on the 'Bulk Update' option in the Survey Navigation Menu
  3. The 'Bulk Update Queue' will then be available in the main screen. It will appear as seen above if nothing has been 'Bulk Updated'

Uploading Your File

  1. Click on the '+ New Bulk Update File' on the top right 

  2. The area will expand for you so that you can search for the file you just created. 
  3. Click on the 'Choose File' button
  4. Search and select your file 
  5. You will see the file name, so you can confirm you have selected the correct one
  6. If you are going to set some of the data to blanks, make sure to select the 'Allow data clearing' box
  7. Click on the 'UPLOAD' button 
  8. You will then get a message either confirming the updates have been made or a message alerting you of any issues. 

    If you have any errors you will be able to see them by clicking on the 'Errors Occurred' button which will expand to show details

  9. Always download the data to confirm that all the updates have been made

Review 'Bulk Update' History

  1. Go back to the 'Bulk Update Queue' 

  2. The 'Bulk Update Queue' will provide a log of all the 'Bulk Updates' uploaded into the system. This will allow you to view the following:

    1. View the Date and Person who uploaded the file
    2. Job Number and a link the exact file for review
    3. If the 'Allow Data Clearing' option was selected
    4. The total number of 'Records Updated'
    5. File Upload Status

Troubleshooting

If you are trying to troubleshoot any Bulk Updates please keep the following in mind:

  • Your file must have either a 'CID' or a 'RESP_TOKEN' in order for the system to be able to link the updates to a specific respondent
  • If you have any question/variable names which do not exist in your data you will get an error. The question/variable names must match those within your project. These are also case sensitive.
  • Make sure your question/variable names do not have a space before or after them
  • If you are trying to update and/or clear an 'other specify' ('_SP') you must clear or recode the corresponding question and then you will have to upload a separate file to clear out the '_SP'. You cannot do both at the same time.

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