Excel Specification Format Guide

Master the 7-column template that enables seamless conversion to any platform (Qualtrics, QuestionPro, etc.). Built by Pirai AI's survey automation experts for programmers, researchers, and students.

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Overview

What You Need to Know

This Excel template enables you to create survey specifications that can be successfully converted to Qualtrics Advanced Format. Following the exact structure is critical - any deviation may cause conversion errors or question malformation.

  • Structure is mandatory - Do not alter column headers or data patterns
  • Each question type has specific requirements - Follow examples precisely
  • Row relationships matter - Question options must follow the documented patterns
  • Empty cells have meaning - Leave cells empty as shown in examples

Quick Start Checklist

Before You Begin:

  • Keep the 7-column structure intact: Block Name | Question ID | Question Text | Question Type | Answer Option Text | Recode Value | Matrix Type
  • Start entering data from Row 2 (Row 1 contains headers)
  • Use the provided examples as templates for each question type
  • Test with a small survey before building large questionnaires

Column Reference Guide

Column Name Purpose Requirements
A Block Name Groups questions into survey sections Required for each new question. Use consistent naming (e.g., "Block 1", "Demographics")
B Question ID Unique identifier for each question Required for each new question. Use alphanumeric (e.g., "Q1", "DEMO_AGE")
C Question Text The actual question respondents will see Required for new questions. Leave empty for continuation rows
D Question Type Defines how the question behaves Must match supported types exactly. Leave empty for option rows
E Answer Option Text Choice text, statements, or labels Required for most question types. Content varies by question type
F Recode Value Numeric codes for data analysis Required for most options. Use integers or strings as appropriate
G Matrix Type Specifies matrix component type Only for Matrix questions. Use "Statement" or "Scale Point"

Supported Question Types

1. Multiple Choice - Single Answer (MC:SingleAnswer)

Use Case: When respondents can select only one option from a list.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 1 Q1 Your question here MC:SingleAnswer Choice 1 1
Block 1 Q1 Choice 2 2
Block 1 Q1 Choice 3 3

Rules:

  • First row contains the question text and type
  • Subsequent rows contain only answer options (leave Question Text and Question Type empty)
  • Each option needs a unique recode value
  • Minimum 2 options required

2. Multiple Choice - Multiple Answer (MC:MultipleAnswer)

Use Case: When respondents can select multiple options from a list.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 1 Q2 Select all that apply MC:MultipleAnswer Choice 1 1
Block 1 Q2 Choice 2 2
Block 1 Q2 Choice 3 3

Rules:

  • Same structure as single answer, but allows multiple selections
  • Consider using descriptive recode values for easier analysis

3. Matrix Questions (Matrix)

Use Case: Grid-style questions with statements rated on a scale.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 2 Q3 Rate each statement Matrix Statement 1 1 Statement
Block 2 Q3 Matrix Statement 2 2 Statement
Block 2 Q3 Matrix Statement 3 3 Statement
Block 2 Q3 Matrix Strongly Disagree 1 Scale Point
Block 2 Q3 Matrix Disagree 2 Scale Point
Block 2 Q3 Matrix Agree 3 Scale Point
Block 2 Q3 Matrix Strongly Agree 4 Scale Point
Critical: List ALL statements first with Matrix Type = "Statement", then list ALL scale points with Matrix Type = "Scale Point"

Rules:

  • Question Type must be "Matrix" for all rows except the first
  • The first row contains the question text
  • Statements must be defined before scale points

4. Text Entry - Single Line (TE:SingleLine)

Use Case: Short text responses (names, numbers, brief answers).

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 3 Q4 Enter your name TE:SingleLine

Rules:

  • Only one row needed per question
  • Leave Answer Option Text, Recode Value, and Matrix Type empty
  • Perfect for demographic information

5. Text Entry - Essay (TE:Essay)

Use Case: Long-form text responses with multiple lines.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 3 Q5 Describe your experience TE:Essay

Rules:

  • Single row format
  • Provides larger text input area than SingleLine
  • Good for open-ended feedback questions

6. Text Entry - Form (TE:Form)

Use Case: Multiple related text fields in one question.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 3 Q6 Contact Information TE:Form Name
Block 3 Q6 Email
Block 3 Q6 Phone

Rules:

  • First row contains question text and type
  • Each subsequent row represents a separate input field
  • Answer Option Text becomes the field label

7. Rank Order (RankOrder)

Use Case: When respondents need to rank items in order of preference.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 3 Q7 Rank in order of preference RankOrder Option 1 1
Block 3 Q7 Option 2 2
Block 3 Q7 Option 3 3

Rules:

  • Standard multi-row format
  • Recode values typically sequential (1, 2, 3...)
  • Consider the number of items - too many can be overwhelming

8. Constant Sum (ConstantSum)

Use Case: When responses must total a specific number (e.g., 100%).

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 3 Q8 Allocate 100 points total ConstantSum Category 1 1
Block 3 Q8 Category 2 2
Block 3 Q8 Category 3 3

Rules:

  • Specify the target sum in the question text
  • Each option represents a category for allocation
  • Qualtrics will enforce the sum constraint

9. Descriptive Text (DB)

Use Case: Display information, instructions, or thank you messages.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Thank You END Thank you for participating! DB

Rules:

  • Single row format
  • No response collection - display only
  • Useful for introductions, instructions, or conclusions

10. Page Break (Page Break)

Use Case: Force a new page in the survey flow.

Structure Pattern:
Block Name Question ID Question Text Question Type Answer Option Text Recode Value Matrix Type
Block 1 Page Break

Rules:

  • Only Question Type is filled in
  • All other columns remain empty
  • Use strategically to control survey pacing

💡 Pro Tip

Each question type has specific column requirements. Review the examples carefully before creating your specifications.

Best Practices

✓ Do's

  1. Follow the exact column structure
  2. Use consistent Block Names
  3. Test small surveys first
  4. Keep recode values sequential
  5. Leave required cells empty as shown

✗ Don'ts

  1. Don't alter column headers
  2. Don't skip question IDs
  3. Don't mix question type formats
  4. Don't use special characters in IDs
  5. Don't leave required fields empty

Troubleshooting

Common Issues

Problem: Conversion fails with "Invalid structure" error

Solution: Verify all 7 columns are present and named exactly as specified in the template.

Quality Assurance

Pre-Conversion Checklist:

  • All question IDs are unique
  • Block names are consistent
  • Question types match supported formats
  • Recode values are present where required
  • Matrix types correctly specified
  • No empty rows between questions

Need Help?

Get Support

If you encounter issues or have questions about the Excel specification format, contact our team at admin@piraiai.com