Understanding export data in Reviews
For any particular review cycle, you can export the submitted answers, scores and status by going to 'Reviews' > 'Cycles' > select your target review cycle > 'Actions' > choose one of the three export options.
Export Answers
All users in Leapsome are assigned an individual user ID. 'Export Answers' exports information like questions and answers submitted by each participant of the review (reviewee, peer, primary and additional managers and direct reports).
To extract and match the corresponding name and question data in the export files, we recommend using the VLOOKUP function in Excel.
The 'Export Answers' will include all of the user-specific attributes (including custom attributes); You will find these user-specific & custom attributes by navigating to 'Settings' > 'Employees' > 'Sections & Attributes'. The export respects the ‘Read access’ settings in the employee attributes settings. Therefore, if the person who is exporting doesn’t have access to a specific attribute, we exclude it from the exported file.
Export Scores and Status
This export action is relevant to get an overview of different scores and statuses in the review cycle.
As all deadlines in the Leapsome platform are soft deadlines, this export can be particularly helpful for you to identify users who may still need to complete their respective actions on the Leapsome platform.
The four statuses are typically shown in the export are:
- Incomplete: This is a blanket status that is shown when any of the tasks that need to be done in the review is not done. You can check the details by reading each column in the row to see who's review assessment is missing (the cell will be empty if incomplete).
Note: The status ‘Not Started’ will be displayed as 'Incomplete' in the excel export. -
Started: User has clicked and opened their task and they have started writing some responses to their review (all draft versions of review assessments are auto-saved by the platform).
- Completed/Done: User has clicked 'Finalize' after writing their entire review. Users still have the option to go back and edit their review assessment that has been saved.
- Shared: Depending on the visibility setting of the review, review has been shared with the user (by admins/cycle owners/managers).
- Signed: User has received, reviewed, and signed the review assessment they received from peers/managers/direct reports.
You might also sometimes see:
- Nomination pending: Users have not nominated peers who will review the reviewee.
- Approval pending: Peers have been nominated by reviewee and is awaiting approval from reviewee's manager.
The 'Export score & status' will include all of the user-specific attributes (including custom attributes); You will find these user-specific & custom attributes by navigating to 'Settings' > 'Employees' > 'Sections & Attributes'. The export respects the ‘Read access’ settings in the employee attributes settings. Therefore, if the person who is exporting doesn’t have access to a specific attribute, we exclude it from the exported file.
Export Review PDFs
You can export reviews as a PDF as well. To bulk download PDF reports as an Admin, simply navigate to Reviews > Cycles > Select the desired cycle > Actions > Export review PDFs. When you confirm, you will receive an email with a download link once they are ready.
Additionally:
- The PDF download can be done at any point of time in the cycle.
- The export is based on the applied filters.
- The export takes into account Admin visibility settings.
- If the Admins don’t have visibility of the review in the admin settings under the ‘Visibility for admins’ section, they can still access the review PDF — although the review PDF will not show any scores and comments - only a list of questions.
Note:
You can also download individual PDF reports. Navigate to the results overview for a person via the participants' list in the view dashboard. Download the report via 'Actions' > 'Download PDF' tab.
If you would like to exclude the rating of contributors in the PDF export you can just select the contributors shown in the assessment and then click on the PDF download. This also works for private questions. To hide private questions in a PDF export, you just need to select 'presentation mode' first and then download the review.