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Qualtrics

Qualtrics is a powerful online survey tool for building, distributing, and analyzing surveys.

Within Your Organization

Use these instructions when the user you want to collaborate with has an account within Montana State University's license.

1. Next to any survey, click Collaborate.

Don't see the collaboration icon next to a survey? Visit the Qualtrics Troubleshooting Guide to learn where it is.

2. Click User and Group Address Book.

3. From the list, select the user or user group you want to collaborate with and click Add Selected.

If you do not see the person you are looking for, make sure they have a Qualtrics account within your license. To send them an invitation to create an account, follow these steps for collaborating with new users.

4. Next to each person or group you've added, indicate what level of access they will have for this survey.

You can give permission to Edit the survey, View Results, Activate/Deactivate the survey, Copy the survey, and Distribute. You can further customize Edit and View Results by clicking Details.

5. Click Save

The next time the user refreshes their account (or logs in again), they will see your survey listed on their My Surveys page.

If the collaborated survey does not show up on the My Surveys page upon login, try refreshing the account by clicking on the black box in the top right of the account, and selecting Refresh Account.

Adapted from Qualtrics.

Outside of Your Organization

If the users you want to collaborate with are not under the same license as you or if they don't have an account, you can still send them an email invitation to collaborate on your survey.

To send a collaboration invitation:

1. Click Collaborate.

2. Enter the email of the person you want to share with.

3. Click Add.

4. Enter a message and click OK

4. Next to each person or group you've added, indicate what level of access they will have for this survey.

You can give permission to Edit the survey, View ResultsActivate/Deactivate the survey, Copy the survey, and Distribute. You can further customize Edit and View Results by clicking Details.

5. Click Save

This will send an email to the person you want to collaborate with. The collaboratee must follow the instructions in the email in order to access the collaborated survey.

Adapted from Qualtrics.

Users outside of MSU want to collaborate with you

Since we sign into Qualtrics with our MSU NetIDs, the system creates an automated user id for you. The non-MSU user will add you to their survey using this auto-generated ID.

To find your MSU Qualtrics ID:

1. Sign into Qualtrics from the MSU Library link.

2. Click your name in the upper right corner, select Account Settings.

3. Scroll down to Recent Logins area, your user name is under the User column on left side. It will be a long string of numbers and letters followed by =#montana. 

 

If someone outside of MSU wants to collaborate with you, this is the username they use to find you. Note that they must have an account that has the ability to collaborate.

 

Group Collaboration

A group is a set of Qualtrics users with access to a shared library of surveys, panels, and other survey data. If you want to create a group, contact the Qualtrics administrator within your organization. Rather than collaborating with individual user accounts, you can collaborate with a group to give everyone in that group access to your survey.

To collaborate with a group:

1. Click Collaborate.

2. Click User and Group Address Book.

3. Select the group you want to collaborate with, and click Add Selected.

You will only see a group listed if you are a member of that group. 

4. Next to the group you've added, indicate what level of access group members will have for this survey.

You can give permission to Edit the survey, View ResultsActivate/Deactivate the survey, Copy the survey, and Distribute. You can further customize Edit and View Results by clicking Details.

5. Click Save

Adapted from Qualtrics.

Accepting Shared Surveys

If a survey has been shared with you, either by email invitation or with the address book, all you need to do to see that shared survey is refresh your account. To refresh your account:

1. Click the black account settings button at the top right of your account.

Coming Soon

2. Select Refresh Account

Coming Soon

If a survey is collaborated with someone who does not have a Qualtrics account, the collaboration will still work. The individual just needs to create a Qualtrics account using the same email address that was used for collaboration. The collaborated survey will show up as soon as they login.

Adapted from Qualtrics.

Edit Survey Permission Details

Edit Surveys: Collaborator can use the entire Edit Survey tab and make changes to your survey. If you don’t give access to the Edit Surveys permission, all other permissions are overridden.

Set Survey Options: Allows collaborator to use the Survey Options button on the Edit Survey tab.

Delete Survey Questions: Just like it sounds, you can specify if you want to allow your collaborator to delete questions.

Use Conjoint: Give permission to access the self-explicated conjoint tool under Advanced Options on the Edit Survey tab.

Translate Surveys: Decide whether you want to allow the person to view, add, and edit translations for the survey.

Create Response Reports: Pick whether or not you allow the option to create Response Sets in the Survey Options window.

Edit Survey Flow: Control whether the collaborator can work with branch logic, end of survey elements, randomizers, and other elements within the Survey Flow.

Use Triggers: Give the ability to use Email and Panel Triggers, under Advanced Options on the Edit Survey tab.

Copy Survey Questions: Give the ability to use the Copy Question feature to the right of each question in the blue column. 

Edit Survey Questions: Provide the ability to edit or remove the questions already in the survey, as well as add new questions.

Use Blocks: Give the ability to create new question blocks within the Edit Survey tab.

(Adapted from The Complete Research Suite)

View Results Permissions Details

Edit Survey Results: Allow the collaborator to access data and be able to delete or import data on the Responses page on the View Results tab.

Use Cross Tabs: Decide whether the collaborator can build and work with Cross Tabulations on the View Results tab.

View Survey Results: Allows the collaborator to access the View Results tab. If unchecked, the collaborator can not access the View Results tab. If you don’t give access to the View Survey Results permission, all other permissions are overridden.

View Response ID: Decide whether the collaborator can view the Response ID column on the Responses page and in the files downloaded from the Download Data page.

(Adapted from The Complete Research Suite)