To perform data import, it is important to request the release of the import screen to the CSM responsible for the account.
Within the Qulture.Rocks performance review product, you have the ability to create separate questions or use different topic structures. The number of questions in your review will depend on your organization's needs and scenario. It's important to note that there are two ways to add questions to the platform:
Directly through the platform
Via importation
In this article, we will provide detailed instructions on how to import questions for your review using the platform's import feature. For more information on how to create the structure of your review form within the product, I suggest referring to the article titled "How to register and adjust the structure of a Review assessment?"
Important information for creating the import file
Before we proceed with the import file, there are some preliminary details that need to be set up in the platform to correctly populate the file and upload the information. We need the following:
The performance review created in order to import the questions.
The ID of the grading scale that will be used in the review questions.
All the tags that will be used in the review questions should be created in the platform (optional).
The review should not have the "hide review" icon enabled.
⚠️ Attention: To obtain the ID of the grading scale, you first need to have a question created in order to create the desired grading scale. You can create a test question just to create the grading scale. Obtaining the ID of the scale is straightforward. Once created, follow these steps:
Go to the question settings that use the grading scale.
Click on "Edit grading labels".
In the browser's address bar, copy the number that comes immediately after "grading-types/". This is the ID of the grading scale.
🟣 If you have any doubts about how to create the grading scale, this article can help you.
Where can I find the spreadsheet?
With access granted to use the spreadsheet, you can find it on the Imports screen, under the Organization tab. Follow these steps when clicking on the blue "New Import" button:
Go to the "Organization" button;
Click on "Imports";
In the top right corner, click on "New";
Select the import called "[REVIEW] Computable questions";
Click on the "Template" button.
Understanding the questions import file
To comprehend the import file, it is essential to understand how the tool organizes question information. For this purpose, we will utilize the example of a fictitious form to illustrate how the levels of information are organized and reflected in the file.
Ready, now that it's clearer how the information is organized, we can move on to the import file.
🟣 The blue section of the file refers to the topic information, the red section to the subtopic information, and the yellow section to the question information. Since the file is organized so that each row represents a question that will be created in the evaluation, we will explain the information in the following order: 1 - Questions, 2 - Topics, and 3 - Subtopics.
1 - Questions
As mentioned earlier, each row in the file represents a question in the evaluation. In the first part of this section, we have the basic information for each question:
Some important considerations for this first part:
It is necessary to register the question title in Portuguese. If your review is in another language, you can register the question name in both Portuguese and English, for example, in the question title without any problem.
The question title must be unique. If it is repeated, only the information of the question in the lowermost line of the file will be loaded into the platform.
The question titles in other languages, as well as the description fields, are not mandatory information.
In the second part of the question information, we have the specific settings for each question:
Some important considerations for this second part:
None of the fields are mandatory to fill in.
We mentioned earlier how to find the grading scale ID. If you do not include the scale ID in the question, the numerical response options will be shown instead of the labels.
If comment or N/A options are to be used for the question, you need to write "Yes" for each of them. If they are not used, you can leave the cell blank.
The same applies to relationships: if you are creating a question filter based on relationships, you need to put "Yes" for those that the question should appear for, and leave it blank for others. If the question should appear for all relationship types, you can leave all fields empty.
If you are using tag filters for questions, you need to register each of the tags in the question, separating them with a semicolon (;).
Before importing the file, make sure the tag is created in the platform. For more information about tags, we have this article that can help you.
The participant tags field is used in very specific cases where a question should only appear for a specific reviewer-reviewee pair.
For example, when you want a certain question to appear only when John evaluates Maria. Since they are used for very specific cases, our recommendation is to avoid using this field unless it is absolutely necessary.
2 - Topics
In this section, we will register the information related to the topic of each question in the review.
Some important considerations regarding the topic registration:
It is necessary to register the topic title in Portuguese. If your review is in another language, you can register the topic name in English, for example, in both the Portuguese and English topic titles without any issue.
If a topic has multiple questions, it is necessary to repeat the topic information on the corresponding line of each question. If the topic name is the same but the description or weight information is different, the information on the lower line in the file will be loaded.
The topic title in other languages, as well as the description fields, are not mandatory.
The topic weight is also not mandatory. If left empty, it will be considered a weight of 1.
3 - Subtopics
If you want to create subdivisions within a topic, we have the ability to register subtopics within the form. In this section, we can register the information related to the subtopic of each question in the review.
Some important considerations about subtopic registration:
This field is NOT MANDATORY. If there is no need to register this level of information, you can leave these fields empty without any problem.
Subtopics do not have any impact on how the scores are calculated in the review. Therefore, it is an optional field that exists only to provide an additional level of organization.
If a subtopic has more than one question, you need to repeat the subtopic information in the corresponding line of each question. If the subtopic name is the same but the description information is different, the information that is lower in the file will be loaded.
How to import on the Qulture.Rocks platform?
With the spreadsheet filled in with all the required and optional fields, you need to make the Sheets spreadsheet public and editable for everyone.
Click on "Share".
Set the access level to "Anyone with the link".
Set the role to "Editor".
Click on "Done".
⚠️ The link will be available on the same screen to make it easier to copy when needed.
In the import screen, we will paste the link in the indicated field, choose the review. and save it.
If the spreadsheet does not have any errors, when it is completed, the status will appear as "Done" If there is an error, the platform will indicate where it is located.
How to know which error occurred in my import?
The platform displays the errors directly on the Import screen, making it easier to identify issues in the spreadsheet. To fix the errors, you will need to investigate in more detail what needs to be corrected in the spreadsheet. It is recommended to check the error messages provided by the platform and review the corresponding fields in the spreadsheet. Make sure to correct any incorrect or missing information to ensure a successful completion of the import.
It is crucial to thoroughly review the spreadsheet and correct any identified errors before proceeding with the import. If errors persist, the data will not be imported into the platform. Feel free to import the data multiple times until all issues are resolved.
⚠️ If your importation encounters an error, no data will be updated. It is necessary to fix the spreadsheet and import again until the status shows "Complete".
Below are some articles that can be helpful at this time:
FAQ
1) I use a different cloud storage other than Google. How can I import the file if I don't have the Google Sheets link?
Currently, we do not have integration with other cloud environments for this type of action. If you are unable to have the file in Google Sheets, you will need to request assistance from the chat team to perform the import for you. Simply provide the complete file and specify which assessment you would like to import the questions to.
2) I couldn't find the review in the list of review when importing. What happened?
As we mentioned earlier, in order for you to be able to perform imports for an evaluation, it must be visible to everyone. Therefore, the button should be as shown below.
Questions? #CallUsOnChat 🚀 😄
What did you think of the article? Leave your feedback below 👇