All Zoho Survey tables explained

Introduction

Hey everyone! Sometimes, deciphering the structure and meaning of data in Zoho Analytics, especially when Zoho’s native syncs and integrations are activated, can be quite challenging. That’s why I’ve put together an overview, not only to aid myself but also to assist others in navigating through these complexities.

I hope that this article is helpful and would be pleased to receive additions and corrections (if there are still errors despite my checking).

If you want to see prettier tables, have a look here :D

Collectors

The table plays an important role in the administration of surveys, especially when using the multi-collector feature. This feature makes it possible to distribute a survey to different groups and then filter the results by group.

What is a collector?

A collector is basically a way to distribute a single survey in different ways. Normally a survey is shared via a single link, but with this feature separate links can be created for different groups. This makes it easier to filter and analyze responses by group. In addition, numerous settings such as restrictions, quotas, visibility and hash URLs can be set separately for each collector.

A practical example illustrates this: Suppose you are organizing a workshop for many different customers from different companies and want to get feedback from the participants. Instead of creating separate surveys per company, you can create a single survey and send it to each participant using multi-collectors. This way, all incoming responses are already automatically segmented by company without participants having to provide information manually.

The Collectors table therefore makes it easier for you to organize survey activities.

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Respondents.Collector ID
Name	Text	Name of the collector
Unique URL	Text	The public URL where the survey can be accessed
Survey ID	Text	Reference to the survey to which this collector belongs	Surveys.ID
Status	Text	Indicates whether the collector is still accepting submissions or is already closed.		open, closed
Type	Text	Specifies whether the collector is public or private. If a survey is set as private, it can only be opened by logged-in Zoho users.		public, private
Offline URL	Text	Zoho Survey offers the option of completing surveys offline. This means that responses can be received even without an Internet connection and can be viewed and uploaded after authentication. Further information can be found here: https://help.zoho.com/portal/en/kb/survey/launch/offline-survey/articles/offline-surveys Attention: Even if this function is deactivated, a URL is displayed here. If this is opened, a corresponding message appears stating that it cannot be accessed.
Offline Enabled	Boolean (DecisionBox)	Indicates whether the offline feature is activated or not.		Yes No
Published Date	Date + Time	Time at which the Collector was published.
Cut Off Date	Date	Time at which the collector should be closed (this is the deadline specified in the settings).If a collector was closed manually, the date is not entered here (unfortunately this cannot be found anywhere else).
Multiple Response	Text	This column is always empty, even the support team couldn’t help me here. It looks as if information on restrictions is stored here (Editor 🡆 Publish 🡆 Restrictions 🡆 Response Restriction).

Surveys

This table stores basic information about a survey.

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Responses.Survey IDQuestions.Survey IDVariables.Survey IDResponse Variables.Survey IDCollectors.Survey IDPages.Survey ID
Language	Text	Identification of the standard language selected for the survey		Set 1 of the ISO 639 language codes
Created Date	Date + Time	Date on which the survey was created (the publication date can be found in the Collectors table!)
Modified Date	Date + Time	Time of the last editing of the survey
Page Count	Positive number	Indicates the total number of pages in the survey.
Title	Text	A different title can be configured in the settings if the name of the survey (table column ‘Name’) is not to be used.
Submit Button	Text	The text stored in the settings for the button to send the survey
Back Button	Text	The text stored in the settings for the button to go back to the previous page has been changed.
Enable Back	Text	Indicates whether the respondent can return to the previous page or whether the button is not displayed.		true, false (Attention! Zoho uses the text true and false here and not the data type Desicion Box, this inconsistency is confusing and must be taken into account).
Next Button	Text	The text that was defined in the settings for the button to go to the next page
Group ID	Number	Reference to the department in which the survey was created	Departments.ID
Name	Text	Survey name
Type	Text	As a rule, the value “survey” is available here. However, if scores have been configured under Editor 🡆 Advanced settings, the value scoring is available instead.		survey, scoring

Hint

If a survey is missing, please check the data source settings. Go to the Zoho Survey data source and select ‘Edit setup’. There you can select the desired or missing table. If the option Automatically import new surveys is selected, there should normally be no missing data!

Pages

The table contains all the information about the pages in the survey. Normally, this table should not play a major role in evaluations, unless you want to use the page title for segmentation.

Table structure

Column name	Data type	Explanation	Table relationships
ID	Number	Primary key	Responses.Page ID Questions.Page ID
Title	Text	Title of the page
Description	Text	Description text
Question Count	Positive number	Indicates the total number of questions on the corresponding page
Survey ID	Number	Reference to the survey in which this page exists	Surveys.ID

Questions

All data relating to the individual questions is stored here.

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Responses.Question ID
Type	Text	Indicates the type of question
Text	Text	Question text
Page ID	Number	Reference to the page on which the question is located	Pages.ID
Trashed	Boolean (DecisionBox)	Indicates whether the question is visible or whether it has been deleted		Yes No NULL
Mandatory Enabled	Boolean (DecisionBox)	Indicates whether the question is defined as a mandatory fieldThis column can contain the value NULL! Further information on the supported question types can be found below.		Yes No NULL
Random Enabled	Boolean (DecisionBox)	Indicates whether a random order of answer options is activated for the questionThis column can contain the value NULL! Further information on the supported question types can be found below.		Yes No NULL
Hint Enabled	Boolean (DecisionBox)	Indicates whether a hint text is stored for the questionThis column can contain the value NULL! Further information on the supported question types can be found below.		Yes No NULL
Other Option	Boolean (DecisionBox)	An optional “Other” field can be activated for certain questions. This column indicates whether this setting is active. Please note that the “Other” field cannot be used for all question types. Therefore, this column may contain the value NULL. Further information on the supported question types can be found below.		Yes No NULL
Hint	Text	If configured, the information text is stored here
No. Of Stars	Positive number	Maximum number of stars to be awardedThis column can contain the value NULL! Further information on the supported question types can be found below.

Question types

Zoho Survey offers a variety of question types, and depending on which type you select, certain options may not be available, resulting in the corresponding Boolean (DecisionBox) fields having the value NULL. In the table below you will find an overview of all available question types.

Type	Field name (on the UI)	Note	Mandatory Enabled	Random Enabled	Hint Enabled	Other Option	No. Of Stars
full_name	Full name		NULL	NULL	Yes/No	NULL	NULL
demographic	Contact details		NULL	NULL	Yes/No	NULL	NULL
heading_descriptive	Heading and description	This is not a question! This element is only used to display text	NULL	NULL	NULL	NULL	NULL
single_drop_down	Dropdown field (one answer)		Yes/No	Yes/No	Yes/No	Yes/No	NULL
multi_select_dropdown	Dropdown field (many answers)		Yes/No	Yes/No	Yes/No	Yes/No	NULL
likert_rating	Rating Scale	The following setting is selected: Likert scale (can be selected when initially added)	Yes/No	NULL	Yes/No	NULL	NULL
image_star_rating	Image Selection	The following setting is selected: Star rating	Yes/No	NULL	Yes/No	NULL	Positive number
image_single_choice	Image Selection	The following setting is selected: Multiple selection (one answer)	Yes/No	Yes/No	Yes/No	NULL	NULL
image_multiple_choice	Image Selection	The following setting is selected: Multiple selection (multiple answers)	Yes/No	Yes/No	Yes/No	NULL	NULL
boolean_choice	Boolean		Yes/No	NULL	Yes/No	NULL	NULL
combined_file_upload	File Upload		Yes/No	NULL	Yes/No	NULL	NULL
calendar_box	Date/Time		Yes/No	NULL	Yes/No	NULL	NULL
email_textbox	Email		Yes/No	NULL	Yes/No	NULL	NULL
single_textbox	Short Answer		Yes/No	NULL	Yes/No	NULL	NULL
textarea	Long Answer		Yes/No	NULL	Yes/No	NULL	NULL
continuous_sum	Continuous Sum		Yes/No	NULL	Yes/No	NULL	NULL
matrix_text_box	Matrix Textbox		Yes/No	NULL	Yes/No	NULL	NULL
matrix_radio_box	Matrix Choice (One Answer)		Yes/No	NULL	Yes/No	Yes/No	NULL
matrix_check_box	Matrix Choice (Many Answers)		Yes/No	NULL	Yes/No	Yes/No	NULL
matrix_likert_rating	Matrix Rating Scale	The following setting is selected: Likert scale (can be selected when initially added)	Yes/No	NULL	Yes/No	NULL	NULL
matrix_grid	Matrix Grid		Yes/No	NULL	Yes/No	NULL	NULL
matrix_drop_down	Matrix Dropdown		Yes/No	NULL	Yes/No	Yes/No	NULL
matrix_star_rating	Matrix Star Rating		Yes/No	NULL	Yes/No	NULL	Positive number
multiple_textbox	Multiple Textboxes		Yes/No	NULL	Yes/No	NULL	NULL
single_choice	Multiple Choice (One Answer)		Yes/No	Yes/No	Yes/No	Yes/No	NULL
multiple_choice	Multiple Choice (Many Answers)		Yes/No	Yes/No	Yes/No	Yes/No	NULL
nps	NPS		Yes/No	NULL	Yes/No	NULL	NULL
ranking	Ranking		Yes/No	NULL	Yes/No	NULL	NULL
slider	Slider Scale		Yes/No	NULL	Yes/No	NULL	NULL
signature	Signature		Yes/No	NULL	Yes/No	NULL	NULL
star_rating	Star Rating		Yes/No	NULL	Yes/No	NULL	Positive number
numeric_textbox	Number		Yes/No	NULL	Yes/No	NULL	NULL
matrix_weightage	Matrix Rating Scale	The following setting is selected: Weighted selection (can be selected during initial addition)	Yes/No	NULL	Yes/No	NULL	NULL
choice_weightage	Rating Scale	The following setting is selected: Weighted selection (can be selected during initial addition)	Yes/No	NULL	Yes/No	NULL	NULL

Respondents

This table stores data on the specific completion of the survey, including information on who completed it and when, and to which collector it belongs.

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Responses.Respondent IDResponse Variables.Respondent ID
Start Date	Date + Time	Time at which the respondent opened the survey
End Date	Date + Time	Time at which the respondent submitted/completed the survey. If the survey has not yet been completed, this value is of course empty
IP Address	Text	IP address of the respondent; whether this data is saved or not depends on the setting in the collector (under general restrictions)
Status	Text	Indicates whether or not the survey has already been completed or submitted by the user		completed, partial
Collector ID	Number	Reference to the collector through which the survey data was collected	Collectors.ID
Survey ID	Number	Reference to the survey	Surveys.ID
Time Taken in Minutes	Decimal number	Time difference between start and end time in minutes
Time Taken	Number	Time difference between start and end time in seconds
Survey Modified Time	Date + Time	Time at which the survey was last edited

Hint

This table also contains data records of survey responses that are not yet complete (type = partial). Please take this into account when evaluating the data, as these should generally be excluded…

Response Variables

URL parameters can be configured in the editor under Advanced settings. If data has been transferred in a survey link and a response has been submitted, this data is saved here.

In addition, URL parameters can also be used as response restrictions, whereby these can be set per collector. This means that only one submission is permitted per unique URL parameter value.

These parameters are not visible in the editor under Advanced settings, but are also saved in this table.

Table structure

Column name	Data type	Explanation	Table relationships	Values
Respondent ID	Number	Reference to the data set of the respondent	Respondents.ID
Variable ID	Number	Reference to the variable	Variables.ID
Variable Label	Text	Description
Variable Value	Text	Value of the variable
Skipped By Logic	Boolean (DecisionBox)	?		Yes No NULL
Survey ID	Number	Reference to the survey	Surveys.ID

Variables

This table contains the basic data of the variables (URL parameters).

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Response Variables.Variable ID
Name	Text	Name of the parameter, i.e. the exact string used in the URL
Label	Text	Description of the parameter
Type	Text	Data type		numeric text email choice date essay (only for parameters used for response restriction!)
Unique Order	Text	Order in which the parameters were added (in the advanced settings)		Capital letters (A, B, C, etc.)
Trashed	Boolean (DecisionBox)	Indicator whether the parameter has been deleted		Yes No NULL
Respondent / Custom	Text	If the parameter is used for the response restriction, the value is Respondent, otherwise it is Custom.		Custom Respondent
Survey ID	Number	Reference to the survey	Surveys.ID

Responses

This table is of particular interest as it contains the answers to the questions that were submitted.

Table structure

Column name	Data type	Explanation	Table relationships	Values
Respondent ID	Number	Reference to the respondent’s data record	Respondents.ID
Question ID	Number	Reference to the question	Questions.ID
Option ID	Number	Reference to the option: “Option” refers to the selected value in a drop-down field or the selected answer in a multiple choice question. Image selection questions also refer to an option. However, it should be noted that this does not currently contain any information about the image, so it is unfortunately useless. For further details, please see the section on the corresponding table!	Options.ID
Text	Text	Answer to the question. This field is empty if it is a dropdown field or a multiple choice question (then the answer is the selected option)
Row ID	Number	Reference to the row	Rows.ID
Column ID	Number	Reference to the column	Columns.ID
Row	Text	The name of the row (this is simply a lookup, unfortunately the value at the time of the evaluation is not saved)	Rows.Text
Column	Text	The name of the column (this is simply a lookup, unfortunately the value at the time of the evaluation is not saved)	Columns.Text
Option	Text	The name of the option (this is simply a lookup, unfortunately the value at the time of evaluation is not saved)
Survey ID	Number	Reference to the survey	Surveys.ID
Field ID	Number	Reference to the field if it is a text field or a number field. Further information can be found in the section on the corresponding table!	Fields.ID
Not Applicable Enabled	Boolean (DecisionBox)	For certain questions, you can add the option “Not applicable”. If this option was selected by the respondent, this flag is set. The option can be activated for the following question types: ranking, image_star_rating, matrix_star_rating, matrix_likert_rating		Yes, No
Others	Text	For certain questions, it is possible to activate the “Other” option. You can find more information on this in the section on question types! If this option is activated and the respondent has used it, the answer is not recorded in the “Text” field, but in this field.
Page ID	Number	Reference to the page on which the answered question is located.	Pages.ID
Field	Text	The name of the field (this is simply a lookup, unfortunately the value at the time of the evaluation is not saved)	Fields.Text

Rows

The row information for multi-line questions, such as those that occur in a matrix, is recorded in this table. The data in this table relates to the following question types (Questions.Type):

• matrix_likert_rating
• matrix_grid
• matrix_check_box
• matrix_star_rating
• matrix_radio_box
• matrix_text_box
• matrix_weightage
• ranking
• matrix_drop_down
• image_star_rating

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Responses.Row ID
Question ID	Number	Reference to the question	Questions.ID
Text	Text	Name of the row
Survey ID	Number	Reference to the survey	Surveys.ID
Unique Order	Text	Specifies the sequence

Columns

The column information for questions with multiple columns that only occur in a matrix is recorded in this table. The entries in this table refer to the following question types (Questions.Type):

• matrix_grid
• matrix_text_box
• matrix_radio_box
• matrix_drop_down
• matrix_check_box
• matrix_weightage

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Responses.Column ID
Text	Text	Name of the column
Question ID	Number	Reference to the question	Questions.ID
Survey ID	Number	Reference to the survey	Surveys.ID

Fields

This table contains information on group input fields that are used to enable multiple entries per question. This also includes the file upload field and the Boolean (DecisionBox) field, as multiple fields can also be configured here as an option.

In the table, the fields of the following question types (Questions.Type) are listed:

• continuous_sum
• demographic
• Boolean (DecisionBox)_choice
• multiple_textbox
• full_name
• combined_file_upload

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Responses.Field ID
Text	Text	Name - Attention! If there is only a single switch, “Boolean (DecisionBox)” is displayed here. Otherwise, the corresponding values for the labels will of course appear.
Type	Text	Indicates the type of input field.		single_textbox, numeric_textbox, email_textbox, file_upload, single_choice
Unique Order	Text	Specifies the order.
Sequence No	Number	Specifies the order.
Question ID	Number	Reference to the question	Questions.ID
Survey ID	Number	Reference to the survey	Surveys.ID
Mandatory Enabled	Boolean (DecisionBox)	Indicates whether the field is defined as a mandatory field or not.		Yes, No

Options

The selectable values that are available in drop-down fields or for multiple-choice questions are saved here. There is also an option for image selection questions. However, it should be noted that this option currently contains no information on the image and is therefore unfortunately useless. In addition, this table is also important for weighted rating scales, as the weightings are saved here. A look at this table is therefore essential for evaluations with this type of scale.

Options are saved for the following question types (Questions.Type):

• matrix_drop_down
• single_choice
• single_drop_down
• image_single_choice
• multi_select_dropdown
• multi_select_dropdown
• multiple_choice
• matrix_weightage
• choice_weightage

Table structure

Column name	Data type	Explanation	Table relationships	Values
ID	Number	Primary key	Responses.Option ID
Text	Text	Name of the option/answer
Question ID	Number	Reference to the question	Questions.ID
Survey ID	Number	Reference to the survey	Surveys.ID
Column ID	Number	Reference to the column	Columns.ID
Weightage	Number	For questions of the rating scale type and the Weighted selection option set, the respective weighting is displayed here.

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  I generated serial numbers for items and there is no way to generate more serial numbers that the number of items being "sold" or created. This is annoying as how does one know what serial number they left off with when they go to receive or sell this

• Ensure every user starts right with Welcome Email Templates

  Adding a new user to your organization extends beyond account creation–it requires delivering the right information at the right time to ensure a productive start. New users typically require key details upon joining, such as login instructions, security

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