Historical Data Import Guide

Overview

Perceptyx enables organizations to incorporate historical survey data from third-party platforms into the Perceptyx platform—supporting continuous insights, trend analysis, and a unified employee listening strategy.

To ensure a smooth and accurate import, specific data files and formats are required. This guide outlines the requirements and what to expect throughout the process.

All imported trend data is stored within the Perceptyx platform for use as trend in future events. While this data is accessible for historical comparison, it cannot be used for direct viewing or action planning in the same way as active event data. Please note that only scaled question data is imported; comments do not support trending and are excluded. Trend data can be imported for all Point in Time and Lifecycle events, provided the questions and scales align with future surveys.

Required Data

To proceed with an historical import, we require the following datasets from your previous vendor. These may be delivered in 1–3 files, as long as all required information is included.  Additionally, providing Perceptyx with a selection of organizational and manager-level reports will ensure a more accurate validation process.

Accepted File Formats:

• Microsoft Excel (.xlsx)

• UTF-8 encoded CSV (.csv)

Sample Historical Data Template

1. Survey Question Data

• Complete list of survey questions with defined response scales (e.g., Likert scales, multiple choice)

2. Demographics Data

• List of all demographics (e.g., department, tenure, location) with defined list of values for each demographic

3. Respondent Data File

• Raw, record-level data (one row per response)

• Respondent Unique identifier required (e.g., emp_id)

• If multiple responses exist per individual, include a unique response ID per record

• Separate columns for each survey question and each demographic field

• Preserve formatting (e.g., leading zeros in IDs)

4. Overall Aggregated Company Report

• Provide Perceptyx with an overall company report with aggregated scores for every item and category

• Optional: Provide up to two additional organizational or manager-level reports (this will ensure a more accurate validation process)    

Optional Enhancements (May require additional cost)

Survey Completion Rates - Strongly recommended

To calculate participation rates, provide an Invitee Data File:

• One row per invited participant

• Demographics aligned with respondent data

• Matching unique identifiers across files (Employee ID, Respondent ID)

Lifecycle Surveys

• Perceptyx finds that most customers utilize a vendor transition to refresh their content and scales; consequently, historical trending is often not required. 

• However, when necessary, our best practice is to import lifecycle data into a standalone application—similar to Point-in-Time Events—to ensure historical continuity is available.

• Additionally, historical data can be imported directly into a lifecycle survey to generate seamless data. This requires additional time and effort.

• Only data that aligns with current survey questions and demographics will be imported

Manager Hierarchy (Organizational Reporting)

To enable hierarchical reporting, provide a full invitee list or a Manager Hierarchy File with: 

• Employee ID (unique)

• First Name

• Last Name

• Manager ID

Key Requirements:

• All managers must also exist as employees - Manager ID must match a valid Employee ID

• No circular reporting or self-reporting

• All employees must roll up through the hierarchy

What Happens Next

1. Application Setup

Perceptyx will configure a dedicated historical survey application based on your data. Estimated timeline: 1–2 weeks, depending on data quality.

2. Data Import

• Validate file structure

• Import your data

3. Quality Assurance

• Initial QA is conducted against the files provided to validate accuracy

• Formal QA ensures correct trend mapping

• Comparison checks will be based on similar question scales and score calculations and compared against any historical reports provided.

Best Practices for Success

• Use consistent naming conventions across all files

• Ensure exact matches between

  • Question text & Response scales

  • Demographic data values

• Verify unique identifiers are consistent across datasets

• Provide complete files upfront to avoid delays

Need Help?

Your Perceptyx Project Manager is here to guide you through the process and ensure a seamless historical data transition.