External datasets

External datasets in QuestionPro BI let you bring structured data from Excel or CSV files into your BI workspace. This is useful when important reporting data lives outside QuestionPro surveys, such as operational records, offline research, customer lists, or any spreadsheet-based source that needs to be analyzed alongside other BI assets.

After uploading an external dataset, you can review imported variables, rename or remove fields, filter the response data, and keep the dataset current by reuploading or upserting new records. This workflow helps teams maintain clean, reusable datasets for dashboards, reports, and deeper analysis in QuestionPro BI.

Watch this video for a quick overview of creating and managing external datasets:

• Log in to QuestionPro, navigate to Business Intelligence, and select Datasets from the left navigation menu. This opens the workspace where BI datasets are created, reviewed, and managed.


• Click New Dataset to start creating a new data source. Use this when the data you want to analyze is not already available in QuestionPro BI.


• Select Fresh Data to import a standalone Excel or CSV file. This option is best when you are creating a dataset from a file instead of connecting to an existing survey dataset.


• Enter a meaningful datasource name so the dataset is easy to identify later in dashboards, reports, and the dataset list.


• Choose the template file format you want to use. Pick CSV for a lightweight text-based file, or Excel if your team prefers working in spreadsheets.


• Download the selected template file. The template gives you the expected structure, making it easier to prepare data in a format that QuestionPro BI can import correctly.


• Upload the completed template file after adding your records, then click Create. This submits the prepared data so QuestionPro BI can validate the file and create the external dataset.

• Open the survey dataset from the Datasets page when you want to review or manage the dataset.


• Here you can review and manage the imported variables and the associated data.


• Use the edit option when you want to rename a variable.


• Use the delete option if you want to remove a variable.


• To inspect variable data, select one or more variables. The selected variables' data will be shown in the detailed response data table.


• Use the search fields to quickly find a variable name or a specific response ID. Search is helpful when the survey dataset contains many mapped fields or a large number of respondent records.


• Use the Upload Data option when the mapped survey dataset needs to be refreshed or expanded. This opens the update workflow, where you can replace existing data or add changes from a new file.


• Choose Upsert when you want to update matching records or add new mapped values without replacing the entire dataset or Reupload if you want to overwrite the entire dataset.


• Download the template if you need the current structure for preparing the changes. Using the template helps maintain the correct response IDs, variable names, and data format.


• Upload the updated file using Choose File to Upload and click Update.