Text Analysis Report ✨

The Text Analysis Report is designed to help you analyse written responses efficiently at scale. It will show in your reporting section if your survey contained free-text questions.

To get the most out of this report, we recommend you enable AI for reporting in your survey settings. This will give you access to the following time-saving features:

• automatic topic generation and assignment
• automatic sentiment assignment
• sensitive comment detection
• summary of responses to a specific question
• topic summaries within a specific question
• sentiment and topic filters.

We'll explain more about these features throughout the guide.

Reporting tabs

There are three tabs in the Text Analysis report:

• All questions: Lists all free-text questions in your survey and provides a summary of responses for each question.
• Sensitive comments: Tab that contains comments that mention sensitive topics, like sexual harassment or bullying.
• Starred comments: Tab you can use to add comments to that you'd like to easily refer back to later.

Let's learn more about what you can do in each one.

All questions

This is the default view for the Text Analysis Report. It contains a list of all the questions in your survey that received a comment.

Each question has a card that shows the following:

• question
• question type (like free text or agree-disagree scale)
• number of comments received
• sentiment breakdown
• create action button (allows you to create and assign actions to specific questions)
• summary button.

Question summaries

When you select the summary button on a question card, it will expand to show a summary of the responses received as well as some example comments.

Question summaries are informed by topics. If there aren't enough comments to generate topics, then you won't be able to expand the summary button, as there will be nothing to show.

Topic summaries

Select the question title itself to drill down into a list of topics that came through in the comments or to view all comments.

Topics will only show if there are at least three valid comments tagged with that topic. A valid comment is one that has at least 15 characters and a sentiment attached to it. A response like 'N/A' is not considered a valid comment.

Select a topic to expand it and view the topic summary and example comments. The summary allows you to explore issues in more detail. If the topic is communication, what specifically is it about communication that is an issue? Is it mainly just one area or a few?

View all comments

You can choose to view:

• all comments for the question or
• all comments for a topic within the question.

To view all comments received for the question, select the All comments toggle above the bubble chart.

To view all comments tagged with a specific topic, select the topic to expand it and then select Read all comments.

Individual comments

Each comment has a card that shows the following information:

• comment
• response (e.g. 'Strongly Agree' or 'Yes')
• topics assigned to that comment
• sensitive comment label (if it has been manually or automatically marked as sensitive)
• sentiment assigned to that comment. 

There is also a star icon to the top left of each comment. Selecting the star allows you to save the comment in the Starred tab.

You can select Edit within the comment card to:

• change the topics selected
• mark or unmark the comment as sensitive
• change the sentiment. 

Topic sentiment bubble chart

The topic sentiment bubble chart shows when you select a specific question.

It displays popular topics found in the comments. These are topics that show up in at least 10% of the comments. If you want to see the full list of topics on the chart, turn on the Show all topics toggle.

Each bubble represents a topic. Where the bubble sits reflects the average sentiment. What colour it is reflects which sentiment was most assigned.

There are four sentiments and they are each represented by a colour:

• Green: Positive
• Yellow: Mixed
• Grey: Neutral
• Red: Negative

The topic sentiment bubble chart is generated for individual questions only. You can hover over a bubble in the chart to see the sentiment breakdown. Selecting the bubble will filter the topic summaries view to that topic only.

If you toggle the view to All comments, the bubble chart will disappear. It is only viewable when Topic summaries is toggled on.

Find out how topic sentiment is calculated.

Add or remove a topic on a comment

Topics will be assigned automatically if you have AI for reporting enabled. Otherwise, you will need to assign them manually from a pre-defined list. You might also want to use the manual option if there is a topic assigned by AI that you disagree with.

To add a topic:

1. Select Edit in the top right corner of your comment.
2. Select the Add topic dropdown
3. Search or type to find the topic you think best describes the comment.
4. Select that topic. This will create a grey pill on the card with the topic's name inside.
5. If you want to add more than one topic, repeat the process.

To remove a topic:

1. Look for the topic in the grey pills next to the comment.
2. Select the 'X' on the topic you want to remove.

You can bulk-remove topics using the manage topics feature.

Change comment sentiment

If you think the sentiment assigned to a comment is incorrect, you can change it.

To change the sentiment:

1. Select Edit in the top right corner of your comment.
2. Select the Sentiment dropdown and choose the option that best describes the comment.
3. Select Save.

Find out how topic sentiment is calculated.

Make bulk changes to topics

The Manage topics feature allows you to make bulk changes to the topics your comments are tagged with. These changes are applied at question level. This means changes are only applied to comments that belong to the question you've selected.

You can use manage topics to rename or remove topics.

Learn more about managing topics.

Search or filter comments

If you want to find specific comments within a question, you can:

• search for comments, or
• filter comments. 

You can search for comments by entering a keyword or exact phrase.

You can filter comments by:

• sentiment
• topic
• response (e.g. 'Strongly Agree' or 'Yes').

You can also apply:

• more than one option within a filter
• more than one filter at a time
• a filter to a search (and visa versa).

Translating comments

If you have the Comment Translation upgrade, comments in the Text Analysis report will be translated into English where possible. For example, if a comment is written in Spanish, you will see an English translation above it.

Comments are translated using Google Translate. Google Translate supports around 133 languages.

We are currently working on extending this feature so you can translate comments into languages other than English. For example, Spanish to Vietnamese.

Sensitive comments tab

The Sensitive comments tab acts like a folder. It highlights comments on sensitive topics like bullying, sexual harassment, and mental health risks. Everyone with full access to the Text Analysis report for that survey will see the same comments and be able to add or remove them.

If you have AI for reporting enabled, sensitive comments will be detected and added to the tab automatically. Otherwise, you will need to add them manually.

To add a comment to the Sensitive comments tab:

1. Select Edit in the top right corner of your comment.
2. Select the checkbox Mark as sensitive.
3. Select Save.

To remove a comment from the Sensitive comments tab:

1. Select Edit in the top right corner of your comment.
2. Unselect the checkbox Mark as sensitive.
3. Select Save.

Starred comments tab

The Starred comments tab acts like a folder. You can use it to store comments you'd like to refer back to. For example, if you want to collect comments for a report or presentation.

It is a private tab. No one else can view or edit what's in your Starred comments.

To add a comment to the Starred comments tab:

1. Find the comment.
2. Select the Star icon in the top left of the comment box.

When you return to the tab, you will see your comment listed there.

To remove a comment from the Starred comments tab:

1. Find the comment.
2. Unselect the Star icon at the top left of the comment box. Refresh your page for the comment to disappear from the tab.

Export the Text Analysis report

To export the Text Analysis Report:

1. Select Export at the top right of your screen.
2. Choose an export format, Excel, PDF or PowerPoint.
3. Select Text Analysis.
4. Select Export.

If you want to export data for a specific question within the Text Analysis Report:

1. Select Apply filters at the top right of your screen.
2. Select the question you want to export comments for and select See results.
3. Select Export.
4. Choose an export format, Excel, PDF or PowerPoint.
5. Select Text Analysis.
6. Select Export.

Which export format you choose has an impact on what comments you can export:

• Excel: Exports all comments
• PDF: Exports all comments
• Powerpoint: Exports starred comments only. Unless you're running a Leadership Effectiveness survey, which allows you to export all comments and/or starred comments.

FAQs

Can I apply filters to the Text Analysis Report?

Yes, you can but the question and topic summaries won't show when demographic filters are applied. This is because AI summaries are generated to show organisation-wide results only.

I'm running an ongoing survey, can I apply a different date period to the Text Analysis Report?

Yes, you can but the question and topic summaries won't show for the new date period applied. This is because the AI summaries need to be generated periodically. You can choose how frequently they're generated in your survey settings by selecting a reporting period. For example, monthly or quarterly.

Why can't I see my question summary?

If you can't see your question summary, this might be because:

• Your survey hasn't closed yet. For surveys with an end date, your question summary won't generate until your survey closes.
• There are filters applied. If you've applied demographic filters, the question summary won't display as it's generated to show organisation-wide results only.
• No topic summaries were generated. Your question may have received comments, but not enough to generate topic summaries. Topic summaries are used to generate the question summary.

Why doesn't my question have any topic summaries?

If your question doesn't have any topic summaries, this might be because:

• Your survey hasn't closed yet. For surveys with an end date, topic summaries won't generate until your survey closes.
• There are filters applied. If you've applied demographic filters, topic summaries won't display as they're generated to show organisation-wide results only.
• Not enough comments were tagged with the same topic. Topics will only show if there are at least three valid comments tagged with that topic. A valid comment is one that has at least 15 characters and a sentiment attached to it. A response like 'N/A' is not considered a valid comment.