Overview
After Pirai AI processes your survey document, the result is stored as a structured 7-column Excel file — the universal intermediate format that powers all platform exports. The bulk edit workflow lets you download this file, edit it in Excel, and re-upload it to update your survey before generating any platform output.
This is the recommended approach when you need to make changes across multiple questions simultaneously — such as renaming block sections, correcting question types, adding or removing answer options at scale, or adjusting recode values across the entire survey.
Correct question text
Fix typos, rephrase questions, or update wording across multiple items at once.
Change question types
Switch a TE:Essay to MC:SingleAnswer, or convert a single-answer to multiple-answer.
Add or remove answer options
Insert new choices, delete outdated options, or reorganise answer rows for any question.
Rename blocks
Reorganise survey sections by renaming Block Name values across all rows in bulk.
Update recode values
Resequence or standardise numeric codes across all answer options in the survey.
Extend matrix questions
Add new statements or scale points to an existing matrix question block.
The Bulk Edit Workflow
The complete workflow consists of five steps. Each step is described in detail in the sections that follow.
Navigate to the Review Workspace
Access your converted survey from your conversion history.
Export the Excel file
Open the table editor and download the current survey data as an Excel file.
Edit the file locally
Open the downloaded file in Microsoft Excel or Google Sheets and make your bulk changes.
Import and validate
Upload the edited file back into the Table View. Validation runs automatically.
Save and finalise
Confirm changes and generate your platform-specific output file.
Step 1 — Navigate to the Review Workspace
Your Review Workspace is where all conversion history, editing tools, and download options are accessible.
- 1Log in to platform.piraiai.com and open the main navigation.
- 2Click History in the left sidebar to view all past conversions.
- 3Locate the conversion you want to edit and click Workspace to open the Review Workspace for that survey.
The Review Workspace displays your survey in Qualtrics View by default. All editing tools — including the Table View and AI Editor — are accessible from the toolbar at the top of the workspace.
Step 2 — Export the Excel File
The Export Excel function downloads the current state of your survey as a 7-column Pirai AI intermediate Excel file.
- 1In the Review Workspace toolbar, click the table icon (Edit with Table View). The Table View panel will open displaying all survey rows.
- 2Click the Export Excel button in the Table View header. The file will download to your local machine immediately.
- 3The downloaded file is named based on your survey identifier (e.g.,
survey-questionnaire.xlsx). Save it to a working folder before making edits.
What you receive: A 7-column Excel file with headers in Row 1 and all survey data from Row 2 onwards. This file accurately reflects the current state of your survey, including any edits already applied via the AI Editor.
Step 3 — Edit the File Locally
Open the exported file in Microsoft Excel or Google Sheets. The Pirai AI Excel format uses a strict 7-column structure. All edits must conform to this structure to pass validation on re-import.
The 7-Column Structure
| Column | Name | Requirement | Editing Notes |
|---|---|---|---|
| A | Block Name | Required | Fill in for every row. Use Find & Replace to rename a block across all rows at once. |
| B | Question ID | Required | Must be unique per question. All rows for the same question share the same ID. Do not duplicate IDs across different questions. |
| C | Question Text | Required | Only the first row of each question contains text. Continuation rows (answer options) leave this column empty. |
| D | Question Type | Required | Must use exact supported values. For Matrix questions, the type appears on every row. For all other types, leave blank on continuation rows. |
| E | Answer Option Text | Conditional | Required for MC, Matrix, RankOrder, ConstantSum, and TE:Form question types. Leave empty for TE:SingleLine and TE:Essay. |
| F | Recode Value | Conditional | Required for most question types with answer options. Values must be unique within each question. Use sequential integers starting from 1. |
| G | Matrix Type | Conditional | Only used for Matrix questions. Value must be exactly Statement or Scale Point. Leave empty for all other question types. |
Do not alter the column headers in Row 1 or change the order of the 7 columns. The platform uses column positions and exact header names to parse the file. Any structural change to the header row will cause the import to fail.
Common Editing Scenarios
Renaming Block Names
Block Names group questions into survey sections. To rename a block, update column A for every row that belongs to that block. The most efficient method is Excel's Find & Replace (Ctrl+H on Windows / Cmd+H on Mac).
Search for the existing block name exactly as it appears (e.g., Block 1) and replace with your new name (e.g., Demographics). Ensure all rows for that block are updated consistently — inconsistent naming across rows of the same question will cause a validation error.
Changing a Question Type
To change a question type, update column D on the question's first row. For most types, continuation rows leave column D empty — this does not need to change.
For Matrix questions, column D must contain Matrix on every row (statements and scale points), and column G must be populated. If you are converting a question to or from Matrix type, add or remove the Matrix Type column values accordingly and restructure the rows so all Statements appear before all Scale Points.
When changing from a question type that requires answer options (e.g., MC:SingleAnswer) to one that does not (e.g., TE:Essay), delete all continuation rows for that question — only the single header row should remain.
Adding Answer Options
To add a new answer option to an existing question, insert a new row directly below the last existing option row for that question. Populate the row as follows:
- Column A (Block Name): Same value as the other rows for this question.
- Column B (Question ID): Same ID as the other rows for this question.
- Column C (Question Text): Leave empty.
- Column D (Question Type): Leave empty (except for Matrix questions, where it must be
Matrix). - Column E (Answer Option Text): Enter the new answer option text.
- Column F (Recode Value): Assign the next sequential integer (e.g., if existing options go up to 4, use 5).
- Column G (Matrix Type): Leave empty unless this is a Matrix question.
| Block Name | Question ID | Question Text | Question Type | Answer Option Text | Recode Value | Matrix Type |
|---|---|---|---|---|---|---|
| Block 1 | Q3 | How easy was it to get started? | MC:SingleAnswer | Very easy | 1 | — |
| Block 1 | Q3 | — | — | Easy | 2 | — |
| Block 1 | Q3 | — | — | Neutral | 3 | — |
| Block 1 | Q3 | — | — | Difficult | 4 | — |
| Block 1 | Q3 | — | — | Very difficult | 5 | — |
The highlighted row is the newly added option. It follows immediately after the existing Q3 options with no blank rows in between.
Removing Answer Options
To remove an answer option, delete the entire row for that option. Do not leave an empty row in its place — blank rows break the row continuity that the validator uses to group options with their parent question.
After deleting a row, review the remaining Recode Values in column F to ensure they remain sequential. If values are non-sequential (e.g., 1, 2, 4 after removing option 3), renumber them to restore the sequence.
Updating Recode Values
Recode values in column F are numeric codes used by the target platform for data analysis. They must be unique within each question's set of answer options.
To standardise recode values across an entire survey, sort the file by Question ID (column B), then manually review and update column F for each question block. Recode values are typically sequential integers starting from 1, but custom values (e.g., 10, 20, 30) are supported as long as they are unique within each question.
Extending a Matrix Question
Matrix questions require all Statement rows to appear before all Scale Point rows within the same Question ID block. When adding new statements or scale points, insert them in the correct position and ensure the Matrix Type column (G) is set correctly.
| Block Name | Question ID | Question Text | Question Type | Answer Option Text | Recode Value | Matrix Type |
|---|---|---|---|---|---|---|
| Block 2 | Q5 | Rate each of the following | Matrix | The product is easy to use | 1 | Statement |
| Block 2 | Q5 | — | Matrix | The product meets my needs | 2 | Statement |
| Block 2 | Q5 | — | Matrix | I would recommend this product | 3 | Statement |
| Block 2 | Q5 | — | Matrix | Strongly Disagree | 1 | Scale Point |
| Block 2 | Q5 | — | Matrix | Disagree | 2 | Scale Point |
| Block 2 | Q5 | — | Matrix | Agree | 3 | Scale Point |
| Block 2 | Q5 | — | Matrix | Strongly Agree | 4 | Scale Point |
The new statement (highlighted in green) is inserted before all Scale Point rows. All Statements must appear before all Scale Points for the same Question ID.
Reordering Questions
To change the order of questions in your survey, cut and paste the complete set of rows for a question — including its header row and all continuation rows — to the desired position in the sheet. Ensure the entire question block (all rows sharing the same Question ID) is moved together. Splitting a question's rows across different positions will cause a validation error.
Step 4 — Import and Validate
Once your edits are complete, save the file in .xlsx format and upload it back to the platform. Validation runs automatically on import.
- 1In the Review Workspace, click the table icon to re-open the Table View panel.
- 2Click Import Excel. A file picker will appear.
- 3Select your edited
.xlsxfile and confirm. The platform will immediately run structural validation against the file. - 4Review the validation result. If validation passes, the Save Changes button will become active. If validation fails, an error message will identify the specific issue to correct.
Validation Passed
The file structure is correct. The Save Changes button is now active. Review the Table View to confirm your edits appear as expected, then proceed to save.
Validation Failed
An error message will describe the issue and reference the affected row or column. Correct the specific problem in your local file and re-import. You do not need to re-export — only fix and import again.
Common Mistakes to Avoid
The following errors are most frequently encountered during re-import. Checking for these before uploading will save time.
| Mistake | Why it fails | How to fix it |
|---|---|---|
| Blank rows between option rows | The validator treats a blank row as the end of a question block. Options after the blank row become orphaned. | Delete all empty rows within a question's row group. No blank rows should appear between a question's header and its last option. |
| Duplicate Question IDs | Two different questions sharing the same ID are treated as one question, causing data merge errors. | Assign unique IDs to each question. All rows for the same question share one ID; different questions must have different IDs. |
| Question Type on continuation rows | For non-Matrix types, Question Type should only appear on the first row. Repeating it on option rows creates duplicate question entries. | Clear column D on all rows except the first row of each non-Matrix question. |
| Scale Points before Statements in Matrix | The converter reads Matrix rows in order. Scale Points appearing before Statements produce incorrect question structure. | Move all Statement rows above all Scale Point rows for the same Question ID. |
| Duplicate recode values within a question | Duplicate recode values within a question cause ambiguous data coding on the target platform. | Renumber column F so each option within a question has a unique value. |
| Modified column headers | The importer matches columns by exact header name in Row 1. Any change breaks the mapping. | Restore the original headers in this exact order: Block Name, Question ID, Question Text, Question Type, Answer Option Text, Recode Value, Matrix Type. |
| File saved as .xls instead of .xlsx | The importer requires the modern Excel format. The legacy .xls format is not accepted. | Use File › Save As in Excel and select .xlsx format before importing. |
Step 5 — Save Changes and Finalise
Once validation passes, save your changes to update the survey in the workspace, then generate your final platform output.
- 1Click Save Changes in the Table View header. This commits your imported Excel data as the current survey version in the workspace.
- 2Close the Table View panel by clicking the X button. You will return to the Review Workspace.
- 3Review your updated survey in the Qualtrics View or Survey Preview to confirm the edits are reflected correctly.
- 4When satisfied, click Finalize & Download in the top-right toolbar. Select your target platform and download the converted platform file.
Note: The Save Changes step updates the survey stored in your workspace. If you return to this workspace from History, your edited version will be the active version. You can repeat the export-edit-import cycle as many times as needed before finalising.
Ready to edit your survey?
Open the platform, navigate to History, and access your Review Workspace to get started.