3. Edit and Update Your Organization and Data File

If there are changes in your organization, your Organization in the GAIS platform must be updated before you conduct the next GAIS measurement. Your GAIS Organization is built around the data file. It is this file that needs to be downloaded, edited, and uploaded again. In this guide, we review some best practices that must be followed when updating the data file and 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.

Here you will find Organization 

Click on the 'Organization' tab at the top of the bar

Download existing data file and save a date-stamped 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 when you need to make changes - and name it with the current date.

Edit the data file

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.

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.

Avoid Common Errors in the Data File

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

Upload the updated file

Click "Update organization" and upload the new file. The system will automatically recognize the column setup, as long as no new columns have been added – just double-check that everything looks correct.

Once you have uploaded the data file, you will get an overview of the changes you have made compared to the most recent file.

Now you have to review the various organizational settings again. See the guide on creating an organization.

Updating the Data File While the Survey 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 survey 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 survey is in progress:

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

❌ Changes in intervals, such as age or seniority.

Now you have to review the various organizational settings again.

See the guide on creating an organization.

Note: The corrections made to the data file are now also available in the ongoing survey. You just need to remember to send the invitation to the new participants.

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.