4. Edit and Update Your Data File

If changes occur in your organization, your GAIS Organization in the GAIS platform must be updated before you conduct the next GAIS survey. 

In this guide, we review some best practices that must be followed when updating the data file.

Your GAIS Organization is built around the data file. This file must be downloaded, edited, and re-uploaded.

Read here for a specific guide on how to update your GAIS Organization.

Download Existing Data File and Save a Dated Copy

Download the existing data file from the platform, make a copy of the file, and name it with the current date. It is very important to keep track of the different versions of the data file. Make it a habit to create a copy of the file whenever you make changes and name it with the current date.

Avoid Common Errors in the Data File

Read the checklist to avoid common errors in the data file.

Principles for Comparison

If you want to compare the upcoming survey with the most recent one, there are some important principles you need to be aware of.

✅ Maintain the structure of the data file—build it the same way as last time. Name the columns the same as last time. Be aware that if you delete or add columns, you will not be able to compare data for that column with previous surveys.

✅ Be consistent in naming and spelling. If you spell a direct manager's name or a department name differently from the previous data file, the system will assume it is a new person/department.

What Are Typical Updates?

These are typical updates due to the ongoing development of a company:

✅ Deleting and adding participants.

✅ Correcting data for individual participants: e.g., new position, new direct manager, new department, etc.

✅ Correcting age and seniority due to the passage of time.

Updating the Data File While the Measurement Is in Progress

If an error is discovered in the data file after the survey has been sent out, you should be cautious before updating the Organization with a new data file. 

Once a participant has completed the survey their response is "locked." If the data file is updated with different information about this participant, it will cause problems because there will be a discrepancy between the information in the Organization and the actual response.

A submitted response cannot be moved to another department or direct manager.

It is therefore only possible to make changes for participants who have NOT completed the survey. Once a response is submitted, it is locked, and no further changes can be made. It also cannot be moved to another department or direct manager.

Changes that can be made while the measurement is in progress:

✅ New employees can be invited. Remember to fill in all fields.

✅ Employees who have left can be deleted from the participant list, provided you are sure they have NOT completed the survey.

✅ Updated information for individual participants, if they have NOT completed the survey.

Changes you should NOT make while the measurement is in progress:

❌ Column names—this will cause problems across the entire survey.

❌ Changes in intervals, such as age or seniority.

Deleting Participants

There are some things you should be aware of regarding the deletion of participants.

If a participant is removed from the data file/organization, the participant's personal GAIS profile is not automatically deleted. The profile still exists and can be accessed by the participant unless they request for the profile to be deleted. In that case, all responses will be anonymized. A deleted user profile therefore does not affect the survey results.

If you remove a participant from the data file while the survey is running, the participant will only disappear from the survey if they have not yet completed it. If the survey has been completed, the response and the employee are locked to the survey and will only be removed from future survey.

It is therefore important to have reviewed and updated your data file before sending out a survey.