Introduction to Qualtrics ITSC August 2015
Contents A. General Information... 4 B. Login... 5 New Qualtrics User... 5 Existing Qualtrics User... 7 C. Navigating Qualtrics... 9 D. Create Survey... 10 Quick Survey Builder... 10 E. Prepare Survey... 12 Add / Edit Question... 12 Delete Question... 15 Copy Question from Current Survey... 16 Copy Question from Another Survey / Library... 17 Move Question... 18 Add Page Break... 20 Add Skip Logic... 21 Add Display Logic... 22 Auto Number Questions... 23 Select a Survey Theme... 24 Preview Survey... 25 Setup Authenticator for UST Respondents... 27 Setup Authenticator for Non UST Respondents... 32 Allow Respondent to Resume Non Completed Survey... 35 Share Survey... 36 F. Setup Panel... 38 Create a New Panel... 38 Add Panel Members... 39 Import From a File... 41 G. Distribute Survey... 44 Activate Survey... 44 Set Survey Expiration Date... 45 Email Survey... 45 H. Results and Report... 49 View Report... 49 Add a Filter by Question... 50 Export Report... 51 View Recorded Responses... 51 2
View Responses in Progress... 52 Download Response Data... 53 I. Library... 55 Survey Library... 55 Block Library... 57 Question Library... 57 Graphics Library... 58 Files Library... 59 Message Library... 60 3
A. General Information Qualtrics is a cloud based general survey system, helping HKUST users to conduct surveys for their research studies, activities and events evaluation, etc. To use Qualtrics, please visit: https://ust.qualtrics.com For enquiry, please contact us at qualtrics@ust.hk. 4
B. Login 1. Open a web browser and type the address of the Qualtrics web site. https://ust.qualtrics.com 2. Login with your ITSC Network Account. New Qualtrics User 1. If you are a new user, click the I don t have a Qualtrics account button. 5
2. The Account Information dialog will appear. Enter your Email, First Name, and Last Name. Click the Update button. 3. Click the I accept button to confirm the Terms of Service. 6
4. You will be logged in. Qualtrics will display the contents at My Survey tab. Existing Qualtrics User If you are a user, using the HKUST Business School platform, you can migrate your account from the school platform to the university wide platform. 1. Click the I already have a Qualtrics account button. 7
2. The Migrate Account dialog will appear. Enter your existing Qualtrics login Email and Password. Click the Migrate Account button. 3. You will be logged in. Qualtrics will display the contents at My Survey tab. Your account is migrated. All surveys and response data would be kept in the new account. You can use your ITSC account to login into the system. 8
C. Navigating Qualtrics The tools of Qualtrics are distributed among different tabs, which are located at the top of the screen. When you work on your surveys, you may need to access the tabs. Brief descriptions of the tabs: My Surveys The area where you can organize your surveys Create Survey The area where you can create a new survey through 3 ways Edit Survey The area where you can manage your survey by adding/editing/deleting survey questions, formatting surveys, and applying controls, etc. Distribute Survey The area where you can launch your survey View Results The area where you can view the results of your survey Library The area where you can store, locate pre saved surveys, questions, graphics and messages. Panels The area where you can manage your respondent list Reporting The area where you can prepare reports for your survey results 9
D. Create Survey To create a new survey, you can either click on the Create Survey tab, or click the Create Survey button on My Surveys tab. It will direct to the Create Survey page, showing that there are three ways to create a survey, including Quick Survey Builder (building a survey from scratch), Create from Copy (creating a survey by copying from an existing one), and Survey Library (creating a survey by copying from a survey template). Here, we will focus on the Quick Survey Builder. Quick Survey Builder It allows you to create a survey from scratch and add questions to the survey one by one. 1. Click the Quick Survey Builder button. 10
2. In the Create a New Survey dialog, enter a Survey Name and/or select a Folder for it. You can leave Folder field blank if you do not need it, or you can enter a name for the field if you want a new folder. 3. Click the Create Survey button. 4. When saved, it will direct you to the Edit Survey tab, and you can add questions to the survey right away. 11
E. Prepare Survey To work on a survey, you can click on the Edit Survey tab, click on the link of the survey Name, or click the Edit button of the particular survey at the My Surveys tab. Add / Edit Question 1. Click the Create a New Question button. 2. The system will create a Multiple Choice question by default. If you need another type of question, you can click the Change Question Type dropdown and select the required question type. 3. You can also click on the down arrow button next to the Create a New Question button. 12
4. The system will show a list of question types. You can select the required question type. 5. Click on the area Click to write the question text to enable the text editor and type the question text there. 6. If you want to format the question text, you can click on the Rich Content Editor button. 13
7. Format the text as you prefer. When you finished, click at anywhere outside the text editor to close the editor. 8. After you close the editor, the system will automatically generate the answer options. If you find the options are not appropriate, you may change them by updating the text of each answer option, adding new option, deleting exiting option, and/or using automatic choices. 9. You may set validation checking for the question. To set the question as a mandatory question, check the Force Response checkbox. 14
10. Sometimes you may also want to set specific validation checking for the question. You may select the appropriate option for the Validation Type and add your criteria (e.g. you may require the answer must be a number and must be within a range from 1 to 10). Note: The options available in Validation Type depend on the Question Type you select. Delete Question 1. Click on the question, so that the checkbox next to the question number is checked. 2. Click the red minus (remove question) button. 15
3. The question will be moved to the Trash / Unused Questions at the bottom of the page. Click to expand the block to see the deleted question(s). 4. Click the Permanently Delete button to remove the question from the trash block or click the Restore button if you want to get back the question. 5. If you do not need the questions any more, you can click the Empty Trash button to remove all the questions from the trash block. Copy Question from Current Survey 1. Click to select the question. 2. Click the Copy Question link. 16
3. A copy of the selected question would be created. Copy Question from Another Survey / Library 1. Click the Copy Items From button at the bottom of the question block. 2. The system will display the Library dialog. Click to select My Surveys. 3. Click to select a survey. 17
4. Select a survey question from the left and click the Add 1 Question button. 5. A copy of the selected question will be added to the survey as the last question. Move Question 1. To move a question, put your mouse on top of the question, the Up and Down Arrow buttons will appear at the left of the question. 18
2. Click the Up Arrow button to move the question upward, or click the Down Arrow button to move the question downward. 3. You can also select the question and select the Move Question link. 4. The question will be highlighted in light blue. 5. Move your mouse to the new location of the question, and click to finish the move. 19
6. The selected question will be moved to the new location. Add Page Break 1. Select the question, and click the Add Page Break link. 2. A page break will be added after the selected question. 20
Add Skip Logic 1. Select the question, and click the Add Skip Logic link. 2. Apply the rule by selecting the required criteria. 3. Click the Done link. 4. The details of the skip logic will be displayed. 21
Add Display Logic 1. Select the question, and click the Add Display Login link. 2. Apply the rule by selecting the required criteria. 3. Click the Save button. 4. The details of the display logic will be displayed. 22
Auto Number Questions 1. Click the Advanced Options dropdown. 2. Select Auto Number Questions from the dropdown list. 3. Select the number format you prefer from the Auto Numbers Questions dialog. 4. The dialog closed and the question numbers will be re ordered sequentially. 23
Select a Survey Theme 1. Click the Look & Feel button at the Edit Survey tab. 2. The Look and Feel dialog will appear. The survey will use the HKUST Clean Blue as the default theme. 3. You can change the theme by changing the theme library from Hong Kong University of Science and Technology to Qualtrics. 24
4. Click on the HKUST Clean Blue dropdown and select a theme you prefer. 5. To display a progress bar in the survey to show the progress, click on the Progress Bar dropdown to select the progress bar format. 6. To change the page transition method, click on the Page Transition dropdown to select it. 7. Click the Save button to save the changes. Preview Survey 1. Click the Preview Survey button at the Edit Survey tab. Or click the View button of the particular survey at the My Surveys tab. 25
2. It will direct to a new web browser tab, showing the preview of the survey. The left side displays the view for a computer, and the right side displays the view for a smart device. 3. If your mobile device has a QR code scanner, you can use it to scan the QR code at the top right corner of the preview page. The survey preview will also be displayed on your mobile device. 26
Setup Authenticator for UST Respondents Sometimes you want to control who can answer the survey, you can use an authenticator to manage it. 1. Click the Survey Flow button at the Edit Survey tab. 2. The Survey Flow dialog will appear. Click on the Add a New Element Here link. 3. Click the Authenticator button. 4. If the target respondents of the survey would be any UST user, select SSO (Single Sign On) as the Authentication Type. 27
5. Uncheck the Associate Respondent With Panel checkbox. 6. Select Use Brand Settings as the SSO Type. With this setup (Step 4 6), respondents are required to login with their ITSC network account when they take the survey. Respondents with valid ITSC network account would login successfully and they can take the survey. 7. (Optional) If you want to collect respondents information without asking them through survey questions, you can check the Capture respondent identifying info checkbox. However, only the respondent s ITSC network account username can be collected. 28
Click the Add Embedded Data link. Type Username in the Embedded Data to Set field, and uid in the Field From SSO field. 8. If the target respondents of the survey would be specified UST users, besides the above setup (Step 4 6), you may need to put the target respondents into a panel, and add the panel in the authenticator. Note: The panel setup will be discussed in later section. Check the Associate Respondent With Panel checkbox. 29
9. At the dropdown Select Library, select My Library. 10. At the dropdown #SelectPanel, select the panel you need. 11. Select External Data Reference as the Identified By Field(s). Note: When you prepare the panel, you need to provide the ITSC network account username in the field External Data Reference. 30
With this setup (Step 4 11), respondents are required to login with their ITSC network account when they take the survey. Respondents listed in the panel with valid ITSC network account would login successfully and they can take the survey. 12. Put the mouse on top of the word Move at the right side of the Question Block. The mouse icon will change to a cross. 13. Drag and drop the Question Block to the sub level of the Authenticator. 31
The question block is now placed a level below the Authenticator. Be aware that the Authenticator should always be at the top level of the survey flow. 14. Click the Save Flow button. Setup Authenticator for Non UST Respondents If the target respondents of the survey would be specified non UST users, you can also setup a panel and an authenticator to manage it. 1. Click the Survey Flow button at the Edit Survey tab. 2. The Survey Flow dialog will appear. Click on the Add a New Element Here link. 3. Click the Authenticator button. 32
4. Select Panel as the Authentication Type. 5. At the dropdown Select Library, select My Library. 6. At the dropdown #SelectPanel, select the panel you need. 7. At the dropdown Panel Field, select a field you want to use for authentication checking. With this setup, respondents are required to login with specified authentication field(s) when they take the survey. Respondents listed in the panel with valid authentication information would login successfully and they can take the survey. 33
8. (Optional) Check the Password checkbox, so that when user enters the required information for authentication, the characters entered will be displayed as dots. 9. Put the mouse on top of the word Move at the right side of the Question Block. The mouse icon will change to a cross. 10. Drag and drop the Question Block to the sub level of the Authenticator. The question block is now placed a level below the Authenticator. Be aware that the Authenticator should always be at the top level of the survey flow. 34
11. Click Save Flow button. Allow Respondent to Resume Non Completed Survey With the panel setup in the authenticator, you can also allow the target respondents resuming their non completed survey, until it is completed. The system would count it as one completed response from the respondent. 1. Click the Survey Flow button at the Edit Survey tab. 2. The Survey Flow dialog will appear. Click the Options link of the Authenticator. 3. The Options dialog will appear. Check the Reload any previously saved progress upon authentication checkbox. 35
4. Click the OK button to close the dialog. 5. Click the Save Flow button to close the Survey Flow dialog. 6. Click the Survey Options button at the Edit Survey tab. 7. The Survey Options dialog will appear. Uncheck the Save and Continue checkbox. 8. Click the Save Changes button to close the dialog. Share Survey 1. Click the Collaborate button of the particular survey at the My Surveys tab. 2. The dialog will appear. Enter the user s username in the textbox. 36
3. Click on the link of the search result. 4. Click the Add button. 5. The selected user will be listed in the table below. Check the checkboxes to share different rights to the user. 6. Click the Save button. 37
F. Setup Panel If you have a list of target respondents for your survey, you can setup a panel and make your target respondents be the panel members. Create a New Panel 1. Click the Panels tab. 2. Click the Create New Panel button. 3. The Create New Panel dialog will appear. Enter the Panel Name. 4. Click the Create button. 5. It will direct to a page, showing that there are three ways to add members to the panel, including Add Panel Members (add panel members manually), Import From a File (import a.csv file), and Import From a Survey (import contacts from people who have taken a survey). Here, we will focus on the Add Panel Members and Import From a File. 38
Add Panel Members 1. Click the Add Panel Members button. Or click the Add New Members button. 2. The Add Panel Members dialog will appear. Click the + button. 39
A new column External Data Reference is added to the table. Follow the column headers to add necessary information into the table. Email, First Name, Last Name and External Data Reference are mandatory, while External Data Reference should be filled with ITSC network account username. 3. Click the Save button. 4. The page will refresh to show the member list. 40
Import From a File 1. Click the Import From a File button. Or click the Import/Update Members button. 2. The Import/Update From a File dialog will appear. Follow the instructions to prepare a CSV file or download the sample file (Example Document) to update the contents. 3. Update the contents of the CSV file in Excel. Email, First Name, Last Name and External Data Reference are mandatory, while External Data Reference should be filled with ITSC network account username. Save and Close the file. 41
4. Click the Browse button at the Import/Update From a File dialog. 5. Select the CSV file and click the Open button. 6. Verify the fields displayed at the dialog. You may also select Ignore for the fields EmbeddedDataA and EmbeddedDataB. 7. Click the Import button. 8. When the import completed, the dialog will close. Click the Click here to view your new panel! link. 42
9. Click the link Click here to view your updated panel! at the Import Panel Results dialog. 10. The page will refresh to show the member list. 43
G. Distribute Survey A survey must be activated before you can collect data from respondents. An activated survey would have a survey link, you can send the survey link to the respondents through email. You can also use other social media to distribute your survey to the respondent. Activate Survey 1. This is the simplest way to activate a survey. At My Surveys tab, check the Active checkbox next to the survey. The survey is now active. 2. There are other ways to activate a survey. Click the Distribute Survey tab. 3. Click the Activate Survey button or click the Activate your survey to collect responses link to activate a survey. 4. The page will refresh. The survey link is displayed on the page. 44
Set Survey Expiration Date 1. Click the Survey Options button at the Edit Survey tab. 2. The Survey Options dialog will appear. Check the Survey Expiration checkbox. 3. Enter the date range for the survey. 4. Click the Save Changes button. Email Survey The Survey Mailer tool allows you sending email to your target respondents, inviting them to take the survey. 1. Click the Email Survey button at the Distribute Survey tab. 45
2. It will display the Survey Mailer tool. 3. Click the Please Select dropdown at the To field. 4. Select My Library > Panel > Select Entire Panel. 46
5. Click to select When to send out the survey, e.g. Send Now. 6. Enter the From Address, From Name, Reply To Email and Subject. Note: Qualtrics allows us to use email address with @ust.hk or @connect.ust.hk. 7. You can customize the email message. 8. Click the Save or Save As button to save the email message into your message library, so that you can reuse the message. 9. Give a Name for the message. 10. Click the Save button. 47
11. (Optional) Click the Send Test Email button to send a test email to a particular email address. The Send Test Email dialog will appear. Enter an Email address and click the Send button. 12. Click the Send Now or Schedule Mailing button to send out email message to the target respondents. 13. It will display a distribution warning message, alerting you the From Address is updated. Click the Send Anyway button. 14. It will direct to the Email History page, showing the delivery status of the emails. 48
H. Results and Report When a survey started collecting responses, you can see the results right away. View Report 1. Click the View Results tab. Or click the Results button of the particular survey at the My Surveys tab. 2. It will direct to the View Reports page. An initial report is prepared. Click on the Initial Report link to read the contents. 3. The initial report displays the question one by one. 49
4. You can go to a specific question by clicking on the question text link. 5. You can also click the Previous Page or Next Page button to view the previous or next question. Add a Filter by Question 1. Click the Add a Filter to This Report link. 2. Add the filter rule by selecting the question from the Select Question dropdown. 3. Select the option from the Select Choice dropdown. 4. Select the requirement, either Selected or Not Selected. 5. The rule would be displayed. 6. Click the Apply Changes button. 7. If you want to hide the filter from your report, click the cross (x) button. 50
Export Report 1. Click the Word, PowerPoint, Excel, or PDF icon to download a report as a Word document, a PowerPoint presentation, an Excel spreadsheet, or a PDF file. 2. Click the Save button to save the report in the local PC. 3. Click the Close link to close the alert dialog. View Recorded Responses 1. Click the Responses button at the View Results tab. 2. The page will display a list of recorded (completed) responses by default. 3. Click on a Response ID link to view the details of the response. 4. If you want to delete a response, check the checkbox next to the response record. 5. Click the Delete link. 51
6. The Delete Responses dialog will appear. Click the Delete button to confirm the action. View Responses in Progress 1. Click the Responses button at the View Results tab. 2. Click the Responses in Progress tab. 3. The page will display a list of responses in progress (not completed responses). 4. Click on a Survey Session ID link to view the details of the response. 5. If you want to delete a response, check the checkbox next to the response record. 6. Click the Delete link. 52
7. The Delete Responses In Progress dialog will appear. Enter the word delete in field provided and click the Delete button. Download Response Data 1. Click the Download Data button at the View Results tab. 2. Select the questions you want to download. Select All Questions if you want to download data for the whole survey. 53
3. Select the options for Show Answers As, Decimal Format Delimiter, and Question Numbers. 4. Select a file format to download the data with the selected format, e.g. CSV. 5. Click the Save button to save the file in local PC. 54
I. Library Qualtrics provides libraries for you to store your additional contents. It includes Survey Library, Block Library, Question Library, Graphics Library, File Library and Message Library. Survey Library Survey library is used to store the survey templates. Templates in survey library can be copied to be a new survey for collecting responses. 1. Click on the Library tab. 2. The Library Overview page will display. You can see the number of items contained in each library. 3. Click the Survey Library button at the Library tab. 4. The page will display a list of survey templates. 5. Click the Copy a Survey to this Library button. 55
6. Select the Source Survey, assign it with a Category, and give a Survey Name for this template. 7. Click the Copy button. 8. A new survey template is added. 9. To make a survey from a template, click the Copy button of the particular template. 10. Select the Destination, and enter the Survey Name. 11. Click the Copy button. 56
Block Library Block can be defined as a group of survey questions. Block library is used to store groups of survey questions for future use. 1. Click the Block Library button at the Library tab. 2. Click the Copy a Block to this Library button. 3. Select the Source Survey, Source Block, assign it with a Category, and give the Description. 4. Click the Copy button. 5. A block is added into the library. Question Library Besides the complete survey and questions block, separate survey question can be stored in library as well. 1. Click the Question Library button at the Library tab. 2. Click the Copy a Question to this Library button. 57
3. Select the Source Survey, Source Question, assign it with a Category, and give the Description. 4. Click the Copy button. 5. A question is added to the library. Graphics Library Graphics library is used to store the images you uploaded into Qualtrics. 1. Click the Graphics Library button at the Library tab. 2. Click the Upload a New Graphic button. 3. The Upload a New Graphic dialog will appear. Click the Browse button, and select an image file from your PC. 58
4. Click the Save button. 5. An image is added to the library. Files Library Files library is used to store non image files uploaded into Qualtrics. Qualtrics supports uploading nonexecutable file up to 16MB in size. 1. Click the Files Library button at the Library tab. 2. Click the Upload a New File button. 3. The Upload a New File dialog will appear. Click the Browse button, and select a file from your PC. If the file size is larger than 16MB, a warning message The file you have attempted to upload is too large. will appear. 4. Click the Save button. 5. A file is added to the library. 59
Message Library Message Library is used to store all messages you can use in the surveys, from invitation email messages to validation alert messages. 1. Click the Message Library button at the Library tab. 2. Click the Create a New Message button. 3. The Create a New Message dialog will appear. Select the message Category and give the Description. 4. Enter the message in the text editor. 5. Click the Save button. 6. A message is added to the library. 60