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Introduction 
Once you have activated your questionnaire as an organization, city or state and region, you can complete your response within our Online Response System (ORS) or you can work on your response offline by exporting your response. If you export your response via an Excel document, you can import this back into the ORS once you have completed your answers.
Follow the guidance below on how to export and import your questionnaire response from and back into the Online Response System.   

You can export your questionnaire response to:

  • Word
  • Excel

Export to Word
Users can download their response from the ORS into Word, which will show your response exactly as it is in the ORS, i.e. it will show which questions are shown/hidden. This function is for viewing and sign off purposes only, you will not be able to import any changes made in word back into the ORS. Please note the word export timestamp is GMT+1 (UK time).

Follow the steps below to export your response to a Word document.

     1. Sign in to your account

     2. Navigate to the questionnaire block in your dashboard

     3. Open the ORS by clicking Enter questionnaire from your dashboard

     4. In the ORS, click on Export Response in the top ribbon. From the dropdown, select Word

     5. Select either Portrait or Landscape. CDP recommends exporting to Word in Portrait format, then click OK. The export of your response will now download, which can be saved and shared in a read-only format.

When exporting to Word, numbers will display as per the format of your ORS cultural setting. However, dates in the body of your response will revert to English-US format.

Export to Excel
Users can download their response from the ORS to a specially formatted Excel document. This enables you to edit your response in Excel, save and reimport it into the ORS.
The Excel export shows every question in the questionnaire. Therefore, you may see questions which are hidden in the ORS due to conditional logic (e.g. some lead questions not answered).

Please use the CDP Guidance to determine whether each question is relevant to your response.

Please make sure you have set your language before exporting your response to excel if you wish to import it after making change. 

Follow the steps below to export your response to an Excel document.

     1. Sign in to your account

     2. Navigate to the questionnaire block in your dashboard

     3. Open the ORS by clicking Enter questionnaire from your dashboard

     4. In the ORS, click on Export Response in the top ribbon. From the dropdown, select Excel

     5. You can choose to export one section or the entire questionnaire. After selecting the options, click OK and wait for the Excel spreadsheet to download. The download speed will vary and the download may take several minutes to complete.

            

 If you have already entered data and/or comments into the ORS and want to remove these from the export, then you can untick ‘Include data’ and/or ‘Include comments’. However, if you want the data and/or comments to be exported into the excel spreadsheet, then the relevant boxes should remain ticked.

Exporting C7 Emissions breakdown questions to Excel
Due to a systems issue, the C7 emissions breakdown questions in the Climate Change 2022 questionnaire cannot be exported individually to an Excel spreadsheet. Please see a workaround for this issue below.

To export C7 Emissions breakdown questions to an Excel spreadsheet, you can do the following:

     1. Export the whole questionnaire response rather than individual C7.x question(s).

     2. In the full export, the C7.x questions may be located on a spreadsheet tab that is numerically lower than itself.

For example:
- C7.6a may be found on spreadsheet tab C7.5
- C7.9 may be found on spreadsheet tab C7.6b

This issue is expected to be resolved for 2023.

Reviewing questions in your Excel export
The Excel extract will show you every question in the questionnaire, each section of the questionnaire and some specific questions will be spilt into separate worksheets within the excel. 

Please use the CDP Guidance to determine whether each question is relevant to your response.

Help text is still available in the excel export. It will appear in an italicized grey font to differentiate it from the question text which is in black font. Please note links to guidance documents will not be displayed.

You can also find the question pathway in the excel file help text.  For example, in the question shown below, you should only respond to C2.2g if you have selected ’No’ in response to C2.1.

Import your response(s) to the ORS
To import your response from Excel into the ORS:
 

     1. Sign in to your account

     2. Navigate to the questionnaire block in your dashboard

     3. Open the ORS by clicking Enter questionnaire from your dashboard

     4. In the ORS, Select Import Answers in the top ribbon

      5. Use the file finder to upload your Excel file and click OK. Ensure your Excel document you are importing is saved as the format of ‘xlsx’. 

Information Important: Please note to only import the same file once. Importing the same file multiple times may cause new rows in questions with the option to add new rows.  

       6. Select All worksheets or the section you wish to import and tick the checkbox below if you wish to overwrite empty fields in the response.  Click OK.

     7. If the import has been successful you will see the following screen. Please note that even if some fields fail, the successful fields will still have imported into the ORS.

If the import fails, please download the import results file. In the import results file, look for the cells with the red triangle in the corner as this indicates an error. Please review and amend these responses and reimport. Ensure mandatory questions are completed when importing into the ORS.

Please be aware some questions in the Excel may be hidden in the ORS if your answer to the lead question renders them hidden in the ORS. In the Excel it is possible to enter invalid dropdown answers that will be hidden by conditional logic once imported to the ORS. Please check through answers carefully once imported.

Your imported answers will now be displayed in the ORS. Your imported answers will be reflected in the Answer Audit Log.

Excel import best practice

  • Only use the Excel import sheet once to avoid duplicate rows being created in the ORS. If you need to import more data, please take a new excel export first and edit this version before importing.
  • Only use the Excel import sheet for the response you exported it from. Sheets cannot be shared between responses. Do not unprotect sheets as this will cause the import to fail.
  • If it has been a long time since you took your Excel export and your import fails, then you may need to take a new export.
  • The language of ORS must match that of the import (do not change the ORS language between exporting and importing.)
  • Ensure mandatory questions are completed when importing into the ORS
  • Make sure to double-check your data before importing.

For more guidance on editing your response in your exported Excel document and other platform guidance, please refer to our user guides for companies, cities, states and regions.

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Keywords: export, import, response, answers, questions, Word, Excel, ORS, system, offline, document
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