How to securely share your participant import file

Importing participants is a key task in setting up your AskYourTeam account. It allows you to run surveys with specific people and provide thorough reporting.

If you've integrated your Human Resources system with AskYourTeam, participant import happens automatically. Otherwise, you'll need to follow the participant import process.

If you'd like support with this process, our Customer Success Team are on hand to help. In fact, importing participants is a great example of what you can use your support hours for!

To assist you with this process, we will need access to the Excel file with your participants' data. This file must be shared securely. We do not accept files sent over email.

Please use the following process to share your participants' data with us.

1. Accept the invite to access your folder SharePoint

Our Customer Success Team will create a folder for your organisation on our AskYourTeam SharePoint site. We will then invite you via email to access that folder.

When the invite arrives in your inbox, open it and select the link to the folder. This will open a new tab.

2. Enter the verification code

You'll be prompted to enter the email address we sent the invitation to. When you select Next, a verification code will be sent to your email. Enter the code to continue to the folder.

3. Add your file to the folder

Now that you can access the folder, it's time to add the Excel file with your participants' data.

To add your file:

• select Upload from the top menu, or
• drag and drop it into the empty folder.

Let your Customer Success Manager know the file is in the folder, and then they'll get the import process underway!

Frequently asked questions

Can I invite other people from my organisation to the Sharepoint folder?

Yes, you can invite other people from your organisation to the SharePoint folder. However, we recommend keeping the number of people who can access this folder small. For example, no more than 2 or 3 people per organisation.

To invite others to your folder:

1. Select Share from the top menu.
2. Enter their email address, select what access you want to have (like Edit or View and include an optional message.
3. Select Send.

If you want to use the Copy link option and email it to someone instead, make sure to select the settings icon next to it and then the People you choose option.

Why doesn't AskYourTeam accept participant data over email?

This method of sharing data doesn't meet our security best practice standards.

When you select the 'Send' button on an email, it doesn't travel directly to the recipient's inbox. Although it might feel like that! Emails travel from server to server to get to your recipient. This extended journey can provide hackers with an opportunity to jump in and access data.

Our SharePoint process avoids this issue. When you upload your document(s) to the SharePoint folder we create for you, it's transmitted over HTTPS. This means it goes from you to us directly, reducing the risk of the document being accessed in transit.

How is participants' data kept safe in SharePoint?

SharePoint is a well-established Microsoft product. It provides a secure online place where you can store, share, and access information. Over 200,000 organisations and 190 million people worldwide use SharePoint for intranets, team sites, and content management.

It features a range of security features that help keep data safe.

These include:

• Secure Sharing and Collaboration:
  • Controls external sharing with specific permissions and expiration dates.
  • Allows administrators to monitor and control how information is shared within and outside the organisation.
• Advanced Threat Protection (ATP):
  • Protects against malware and other threats through advanced analytics and machine learning.
  • Scans and protects content from malicious elements
• Audit Logs:
  • Tracks user activities such as file access, edits, and sharing actions.
• Information Rights Management (IRM):
  • Protects sensitive documents by restricting printing, copying, or forwarding.
  • Controls who can view and edit documents, even after they are downloaded.
• Data Encryption:
  • Data-at-Rest Encryption: BitLocker is used to encrypt data stored in SharePoint.
  • Data-in-Transit Encryption: Encrypts data using SSL/TLS during transmission to prevent unauthorised access.

If you'd like to learn more about SharePoint security, check out the following resources: SharePoint Documentation on Microsoft Learn