Word Specification Format Guide

Master the bracket notation and structured table approach for creating Word-based survey specifications. Built by Pirai AI's survey automation experts.

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Overview

What is Word Specification Format?

Word Specification Format is a standardized way to write survey documents that can be automatically converted to Qualtrics Advanced Format. This format uses bracket notation and structured tables to define survey elements in a natural, document-friendly way.

  • Bracket Notation: Use [TYPE] to define question types and special elements
  • Structured Tables: Organize answer choices in standardized 3-column tables
  • Logic Integration: Embed conditional logic directly in the document flow
  • Natural Flow: Write surveys as you would naturally think about them

Document Structure

1. Basic Document Layout

Every Word specification document should follow this basic structure:

[INTRO]
Your survey introduction text here...

[Page Break]

Q1. Your first question text here?

[QuestionType]

[Answer choices table]

[LOGIC IF Q1=1]

Q2. Your conditional question here?

[QuestionType]

[Answer choices table]

2. Required Elements

Every Word specification must include:

  • Introduction: [INTRO] section with survey description
  • Question Numbers: Sequential numbering (Q1, Q2, Q3...)
  • Question Types: Bracket notation for each question type
  • Answer Tables: Properly formatted choice tables where applicable
  • Logic Statements: Conditional flow using [LOGIC IF...]

3. Special Elements

Standard Elements You Can Use:

  • [INTRO] - Survey introduction text
  • [Page Break] - Force a new page
  • [LOGIC IF condition] - Conditional display logic
  • [TERMINATE] - End survey for specific responses
  • [Statement] - Matrix question statements
  • [Scale Point] - Matrix scale points
  • [Options] - Form field options

Question Types

1. Single Answer Multiple Choice - [SingleAnswer]

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

Q1. Which of the following best describes your role?

[SingleAnswer]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Manager             │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Individual Contributor│ 2                 │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Executive           │ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Other               │ 99                  │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

2. Multiple Answer Multiple Choice - [MultipleAnswer]

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

Q2. Which of the following tools do you use regularly? (Select all that apply)

[MultipleAnswer]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Qualtrics           │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ SurveyMonkey        │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Google Forms        │ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Microsoft Forms     │ 4                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Other               │ 5                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

3. Matrix Questions - [Matrix, SingleAnswer]

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

Q3. Please rate your agreement with each statement.

[Matrix, SingleAnswer]

[Statement]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ The tool is easy to use│ 1                │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ The tool saves time │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ The tool is reliable│ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ I would recommend it│ 4                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

[Scale Point]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Strongly Disagree   │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Disagree            │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Neutral             │ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Agree               │ 4                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Strongly Agree      │ 5                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘
Critical for Matrix Questions: Always define [Statement] table first, then [Scale Point] table second. The order matters for proper conversion.

4. Single Line Text - [SingleLine]

Use Case: Short text responses like names, numbers, or brief answers.

Q4. What is your current job title?

[SingleLine]

5. Essay Text - [Essay]

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

Q5. Please describe your experience with survey automation tools.

[Essay]

6. Form Fields - [Form]

Use Case: Multiple related text fields in one question.

Q6. Please provide your contact information.

[Form]

[Options]

┌─────────────────────┐
│ Full Name           │
├─────────────────────┤
│ Email Address       │
├─────────────────────┤
│ Phone Number        │
└─────────────────────┘

7. Rank Order - [RankOrder]

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

Q7. Please rank the following features in order of importance.

[RankOrder]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Ease of Use         │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Speed               │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Accuracy            │ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Cost                │ 4                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

8. Constant Sum - [ConstantSum]

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

Q8. Please allocate 100 points across the following categories based on importance.

[ConstantSum]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Product Features    │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Customer Service    │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Pricing             │ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Brand Reputation    │ 4                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

9. Descriptive Text - [DB]

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

Q9. Thank you for completing our survey!

[DB]

Table Formats

Standard 3-Column Table Structure

Most question types use a standardized 3-column table format:

Column 1: Choice Text Column 2: Recode Value Column 3: Conditions/Logic
Answer option text Numeric code (1, 2, 3...) Optional: [TERMINATE], [LOGIC IF...]
Choice 1 1
Choice 2 2
None of the above 99 [TERMINATE]

Table Rules:

  • Column 1: Always contains the choice text that respondents will see
  • Column 2: Always contains the recode value (typically numeric)
  • Column 3: Contains special conditions, logic, or termination rules
  • Recode Values: Use sequential numbers (1, 2, 3...) or meaningful codes (99 for "Other")

Special Table Formats

Form Fields (Single Column)

[Options]

┌─────────────────────┐
│ Field Name 1        │
├─────────────────────┤
│ Field Name 2        │
├─────────────────────┤
│ Field Name 3        │
└─────────────────────┘

Matrix Tables (Two Separate Tables)

[Statement]
[Table with statements]

[Scale Point]
[Table with scale points]

Logic & Flow Control

1. Conditional Logic - [LOGIC IF...]

Use conditional logic to show questions based on previous responses:

[LOGIC IF Q1=1]
Q2. Since you selected "Manager", how many people report to you?

[LOGIC IF Q1=1 AND Q2>5]
Q3. As a manager with a large team, what is your biggest challenge?

[LOGIC IF Q1=2 OR Q1=3]
Q4. What tools do you use most frequently?

2. Supported Logic Operators

Available Operators:

  • = - Equals (Q1=1)
  • > - Greater than (Q2>5)
  • < - Less than (Q3<10)< /li>
  • AND - Both conditions must be true
  • OR - Either condition can be true

3. Survey Termination - [TERMINATE]

End the survey for specific responses by adding [TERMINATE] in the third column:

Q1. Are you currently employed?

[SingleAnswer]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Yes, full-time      │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Yes, part-time      │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ No                  │ 99                  │ [TERMINATE]         │
└─────────────────────┴─────────────────────┴─────────────────────┘

4. Page Breaks - [Page Break]

Force a new page in your survey flow:

Q1. Your first question here...

[Page Break]

Q2. Your second question on a new page...

Best Practices

✅ Do's

  1. Use Clear Question Numbers: Sequential numbering (Q1, Q2, Q3...)
  2. Write Concise Questions: Clear, unambiguous question text
  3. Follow Table Structure: Always use the 3-column format
  4. Test Logic Flow: Verify conditional logic makes sense
  5. Use Meaningful Codes: Logical recode values (99 for "Other")
  6. Group Related Questions: Keep similar topics together
  7. Include Instructions: Clear guidance in [INTRO] section

❌ Don'ts

  1. Don't Skip Question Numbers: Always use sequential Q1, Q2, etc.
  2. Don't Mix Bracket Formats: Use exact notation like [SingleAnswer]
  3. Don't Forget Recode Values: Every choice needs a numeric code
  4. Don't Use Complex Logic: Keep conditional statements simple
  5. Don't Forget Matrix Order: [Statement] must come before [Scale Point]
  6. Don't Leave Empty Tables: Ensure all required choices are included
  7. Don't Use Special Characters: Stick to standard alphanumeric characters

Quality Checklist

Before finalizing your Word specification:

  • Document Structure: [INTRO] section present and complete
  • Question Numbering: Sequential Q1, Q2, Q3... without gaps
  • Bracket Notation: All question types properly formatted
  • Table Completeness: All answer choices include recode values
  • Logic Consistency: Conditional statements reference correct questions
  • Matrix Structure: [Statement] and [Scale Point] in correct order
  • Termination Logic: [TERMINATE] conditions are appropriate
  • Flow Testing: Survey logic makes sense from start to finish

Common Issues & Solutions

❌ Problem: "Invalid question type" error

✅ Solution: Check bracket notation exactly matches supported types: [SingleAnswer], [MultipleAnswer], [Matrix, SingleAnswer], [SingleLine], [Essay], [Form], [RankOrder], [ConstantSum], [DB]

❌ Problem: Matrix question displays incorrectly

✅ Solution: Ensure [Statement] table comes before [Scale Point] table. Both sections must be properly formatted with 3-column tables.

❌ Problem: Logic conditions not working

✅ Solution: Verify question references are correct (Q1, Q2, etc.) and use supported operators (=, >, <, AND, OR). Check that referenced questions exist above the logic statement.

❌ Problem: Answer choices not displaying

✅ Solution: Check that tables follow the exact 3-column format with choice text, recode value, and conditions. Ensure table borders are properly formatted.

❌ Problem: Survey termination not working

✅ Solution: Verify [TERMINATE] is placed in the third column of the choice table and is spelled exactly as shown.

❌ Problem: Form fields not creating properly

✅ Solution: Check that [Form] is followed by [Options] and then a single-column table listing each field name.

Complete Example Document

Sample Word Specification

Here's a complete example showing proper formatting:

[INTRO]

Thank you for participating in our survey! Your feedback helps us improve our product and enhance your experience. This should only take a few minutes to complete.

[Page Break]

Q1. What is your current role?

[SingleAnswer]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Product Manager     │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Developer           │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Designer            │ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Other               │ 99                  │ [TERMINATE]         │
└─────────────────────┴─────────────────────┴─────────────────────┘

[LOGIC IF Q1=1 OR Q1=2]

Q2. Which tools do you use regularly? (Select all that apply)

[MultipleAnswer]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Jira                │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Slack               │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ GitHub              │ 3                   │ [LOGIC IF Q1=2]     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Figma               │ 4                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

Q3. Please rate your satisfaction with each aspect.

[Matrix, SingleAnswer]

[Statement]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Ease of use         │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Performance         │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Reliability         │ 3                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

[Scale Point]

┌─────────────────────┬─────────────────────┬─────────────────────┐
│ Very Dissatisfied   │ 1                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Dissatisfied        │ 2                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Neutral             │ 3                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Satisfied           │ 4                   │                     │
├─────────────────────┼─────────────────────┼─────────────────────┤
│ Very Satisfied      │ 5                   │                     │
└─────────────────────┴─────────────────────┴─────────────────────┘

Q4. Any additional comments?

[Essay]

Q5. Thank you for your feedback!

[DB]

Getting Started

Ready to Create Your First Word Specification?

  1. Start Simple: Begin with basic question types like [SingleAnswer] and [Essay]
  2. Use the Template: Copy the example document structure as your starting point
  3. Test Early: Process a small survey first to verify your format
  4. Build Gradually: Add more complex elements like matrix questions and logic as you become comfortable
  5. Review Guidelines: Keep this documentation handy as you write your specifications
Success Tip: The key to successful conversion is precision in formatting. When in doubt, follow the examples exactly as shown in this guide.

Getting Started

Ready to Create Your First Word Specification?

  1. Start Simple: Begin with basic question types like [SingleAnswer] and [Essay]
  2. Use the Template: Copy the example document structure as your starting point
  3. Test Early: Process a small survey first to verify your format
  4. Build Gradually: Add more complex elements like matrix questions and logic as you become comfortable
  5. Review Guidelines: Keep this documentation handy as you write your specifications
Success Tip: The key to successful conversion is precision in formatting. When in doubt, follow the examples exactly as shown in this guide.