Exporting Your Data

Caplena makes it easy to export your coded data so you can analyze, share, or report outside the platform. Whether you want a detailed row-by-row file or a high-level summary, you’re just a few clicks away.

Where can I export from? 

You have two main options:

• From the Topic Assignment view → export one open-ended question at a time.

• From the Data page → export the entire dataset with multiple questions at once.

How to export 

1. Open your project and go to the Topics view.

2. Click Export (top right).

3. Choose your File type (Excel, CSV, etc.).

4. Select the Topic format:

   • Topics in order of assignment → Each response is shown once, with topics listed in the order they were assigned. 

   • Topics in order of appearance → Topics are listed in the order they occur in the original text. Useful if you want to mirror how respondents phrased their answers.

5. Under Data to download, pick what you need:

   • Additional columns (metadata you uploaded)

   • Text (original responses)

   • Translated text (if enabled)

   • Topics

   • Metadata

6. Choose Topic attributes like Category or Topic label.

7. (Optional) Use advanced settings:

   • Legacy format – single header row, older format for compatibility.

   • Add category columns – adds a column for each category, showing whether a topic from that category is present.

8. Click Export, and your file will be ready to go. 🎉

Exporting with filters 

Exports respect any filters you apply in the Topics view. This means you can download just part of your data instead of the full dataset.

You can filter by:

• Topics & Categories

• Sentiment

• Reviewed / Highlighted

• Demographics & other variables (Age, Gender, Area, etc.)

Export Options:

Topics in order of assignment 

This is the most commonly used format and the one you’ll see by default.

• Each response is represented by a single row.

• Topics are placed in Topic 1, Topic 2, Topic 3… columns, in the order they were assigned (manually or by AI).

• If a response has fewer topics, later columns will remain empty, that’s normal. 

• It’s different from order of appearance: instead of reflecting how topics were phrased in the verbatim, it prioritizes clarity for analysis.

Topics in order of appearance

This format mirrors how respondents expressed themselves.

• Topics are shown in the exact sequence they appeared in the original text.

• Each topic is exported as a pair: Topic Category + Topic Name.

• If a verbatim contains many topics, they’ll stretch across multiple column pairs.

• Best for contextual analysis, keeping the flow of the response visible.

BI Tool export (Power BI / BigQuery)

If you want to connect Caplena directly to Power BI (or another BI tool), use the BI Tool export option. This sets up a live connection through Google BigQuery so your dashboards always have the latest data.

How it works:

• When you export, you receive:

  • Account Email

  • Service Account Key

• Use these credentials in Power BI (via Power Query → BigQuery connector) to set up your data source.

• Data is updated nightly — so new topic assignments or changes in Caplena automatically sync with your BI dashboards.

Choose your format:

• Long format

  • Each row = one topic.

  • If a response has multiple topics, it will appear multiple times (once per topic).

  • Best for topic-level visualizations (bar charts, trends, filtering by topic).

  • Watch out: numerical values (e.g. NPS) will be repeated — so you’ll need to aggregate carefully.

• Wide format

  • Each row = one response.

  • Topics are stored in arrays (multiple topics in one field).

  • Best for numerical aggregations (averages, NPS, KPI tracking).

  • Requires more BI/SQL knowledge to manipulate topics.

Best practices:

• Use Long format if your focus is on open-text analysis and topic mentions.

• Use Wide format if your focus is on survey metrics or KPIs, and you want one row per respondent.