Import Responses via Automation

Overview

The Import Responses via Automation feature in SurveySensum allows you to automatically pull survey response data from external storage servers into your surveys on a scheduled basis. Instead of manually uploading response files each time, you can configure a recurring automation that fetches the latest files, maps the columns to your survey questions, and imports the responses seamlessly — saving time and eliminating the risk of manual errors.

This feature is especially useful when:

• You have existing response data stored in an SFTP server or Azure that needs to be reflected in your SurveySensum.

• You want to keep your survey data continuously updated without manual intervention.

• You need to consolidate response data from external systems into a single survey project on a recurring schedule.

Supported Import Sources: SFTP (Secure File Transfer Protocol) and Azure

How to Access Import Responses via Automation

Step 1: From the top navigation bar, click on Automation.
Step 2: On the Automation listing page, click Create Automation in the top-right corner.
Step 3: On the Create Automation screen, three automation types will be displayed. Select Scheduled and click Schedule Now.
Step 4: Configure the Schedule Trigger. Fill in the following details on the Schedule configuration panel:

Automation Start Date: Select the date from which the automation should begin running. Click the calendar icon to pick a start date.
Schedule: Choose how frequently the automation should run. The available frequency options are:

Daily
Weekly
Monthly
Quarterly
Half Yearly
Annually

Time Zone: Select the appropriate time zone for the schedule. By default, it is set to Asia/Calcutta.
Time of Day: Set the exact time (hour, minute, and AM/PM) at which the automation should run. You can add multiple time slots using the (+) icon beside the time field.
Skip Weekends: Toggle this option ON if you want the automation to skip running on Saturdays and Sundays.
Automation End Date: Choose when the automation should stop:

Select Never if you want the automation to run indefinitely.
Select On and pick a specific date if you want the automation to stop after a certain date

Use the Automation End Date option when you are importing a batch of historical response files within a defined time window. Setting an end date ensures the automation stops automatically once all files have been imported, preventing unnecessary runs

5. Step 5: The Add Action panel will open on the right side. Scroll down to the Import Responses section and select Import Responses. This action allows you to import responses for existing surveys from your connected storage server.

Configure Your Import Action

After selecting the Import Responses action, you will configure it in four sequential steps. The steps are structured the same for both SFTP and Azure Storage — only the connection credentials in Step 2 differ. Follow the appropriate path based on your storage provider.

Import via SFTP

Step 1: Select Survey

From the Select a survey dropdown, choose the survey into which you want to import the responses. Only existing surveys in your account will be listed then Click Save & Continue to proceed.

Step 2: Connect to Import Source – SFTP

From the Select Location dropdown, select SFTP.

Enter the following SFTP server credentials:

• Host: Enter the IP address or hostname of your SFTP server (e.g., 18.212.28.32).

• Port: Enter the port number. The default SFTP port is 22.

• Username: Enter the SFTP username configured to authenticate into the server.

• Authentication Type: Select the authentication method to connect to your SFTP server. Two options are available:

Basic (Password): Select Basic from the dropdown and enter the password associated with your SFTP username in the field provided.
SSH: Select SSH from the dropdown and then choose an SSH key from the Select SSH Key dropdown. If no SSH key has been added yet, click Create SSH Key to generate and configure one before proceeding.

Your credentials are encrypted and stored securely. SurveySensum does not expose them in plain text at any point

Once all credentials are entered, click Test Connection to verify that SurveySensum can successfully connect to your SFTP server. A confirmation Toast will appear if the connection is successful.

Step 3: Import File

Configure the file-level settings so the automation knows which files to pick up from your SFTP server:

Specify the folder path of your files: Enter the full directory path on the SFTP server where the response CSV files are located (e.g., /uploads/Pratik/ResponseImport).
Specify the file name you wish to import (.csv format only): Define the file name matching rule using the File Name condition:Use Starts with and enter the prefix of the file name (e.g., NPS 1 L).

Any file in the specified folder whose name begins with this value will be imported.

What do you want to do with the synced file? After the file has been successfully imported, choose what happens to it on the SFTP server:

Delete the file from SFTP Server: The file is permanently deleted from the server once imported.
Move to another folder: The file is moved to a different directory path on the SFTP server. Enter the destination folder path in the Enter the folder path where you want to move the synced file field (e.g., /uploads/Pratik).

Is file encrypted?: If your file is PGP-encrypted, check this box and provide the decryption key to allow SurveySensum to decrypt the file before importing.
Click Save and Continue.

File Encrypted

If your response file is encrypted, check the Is file encrypted? box. Two additional fields will appear:

Select Encrypted File Extension: Choose the encryption format of your file. The supported formats are enc and pgp.
Select PGP Key: Select the PGP key to be used for decrypting the file before import. The keys available in this dropdown are the ones already configured in your account settings.

Step 4: Map Responses from File

SurveySensum will read the sample file from your SFTP server and display the column headers along with a preview of the data. Map each column header from your uploaded file to the corresponding survey question or response property in SurveySensum.

Before you can map responses from your file, you must have a template file already present in your SFTP server. The system reads the column headers from this template file to identify and match the response fields during mapping.

The mapping table contains four columns:

Mapped Status: Indicates the mapping result for each column.

Auto Mapped (green checkmark) means SurveySensum matched it automatically.
No data (orange icon) means the column was found but no data preview is available.

Column Header From Uploaded File: The column name exactly as it appears in your CSV file.
Preview Content Information: A sample of actual values from that column to help you verify the mapping.
SurveySensum Header: Two dropdowns — first select the mapping type (Question or Response property), and then select the specific question or property it maps to.
Once all column mappings are verified and set correctly, click Save to finalize the SFTP Import Responses action.