When viewing survey data, a question's mean may differ between Reports and the Advanced Data Tool if the survey's respondent data changed after the survey closed. Reports reflect respondent data at the time the survey closes (or when it closes again later, if it was reopened). However, the Advanced Data Tool reflects the current state of respondent data.
The following example illustrates how this works. An organization conducts an engagement survey in May 2025 with the following responses:
| Respondent | Response (1-5 scale) |
|---|---|
| Employee A | 5 |
| Employee B | 4 |
| Employee C | 4 |
| Employee D | 3 |
| Employee E | 2 |
| Employee F | 3 |
In September 2025, Employee F leaves the organization and requests deletion of their data. The mean values now differ depending on where you view them:
- Reports: The mean remains 3.50 because Reports preserves the original six responses at the time the survey closed (i.e., 3.50 is the sum of all responses, 21, divided by six respondents).
- Advanced Data Tool: The mean is now 3.60 because the tool reflects the current data, which includes only the five remaining respondents (i.e., 3.60 is the sum of the remaining responses, 18, divided by five respondents).
Common Reasons for Data Changes
Respondent data can change after a survey closes for two main reasons:
- Subject Access Requests (SARs): When an individual leaves an organization, they may submit a legal request to delete their personal data, including survey responses.
- Respondent deletions: Administrators may delete a respondent, which excludes them from calculations without deleting their data.
- Account merges: Administrators sometimes combine duplicate accounts, which can affect respondent data.
Which to Use
Use Reports for most analyses, as it provides a snapshot of your team's engagement at the time of the survey and best represents their results.
Use the Advanced Data Tool when you need current data or greater flexibility, as it reflects current respondent data and lets you filter, segment and analyze data in more versatile ways.
Note: For historical comparisons and trend analyses, use Reports, as it ensures consistent data across survey administrations.