qualtrics survey tool (blueq 2015) · welcome to the new blueq survey tool – qualtrics. overview...

QUALTRICS SURVEY TOOL

(BlueQ 2015)

Creighton University – DoIT Training Course

Facilitator’s Guide

Qualtrics Survey Tool Building A Basic Survey Creighton University Division of Information Technology

NOTES:

BlueQ – Building a Basic Survey 2 Last updated: 4/30/2015

Table of Contents HOW TO USE THIS GUIDE .................................................................................................. 3

OVERVIEW – OBJECTIVES .................................................................................................. 3

LOGGING INTO QUALTRICS ............................................................................................... 5

SURVEY DASHBOARD ......................................................................................................... 7

CREATE SURVEY ................................................................................................................ 8

ADDING CONTENT TO SURVEYS ........................................................................................11

CONTENT EDITING TOOLS ................................................................................................20

ADDING FILL-IN-THE-BLANK QUESTIONS ...........................................................................22

ADDING DIFFERENT QUESTION TYPES ..............................................................................24

ADDING LOGIC TO A QUESTION ........................................................................................28

EDITING SURVEY OPTIONS ...............................................................................................32

ACTIVATING SURVEY ........................................................................................................35

DISTRIBUTING YOUR SURVEY ...........................................................................................37

VIEW RESULTS .................................................................................................................46

DELETING, CLOSE, and COPY PROJECTS ............................................................................56

SUMMARY ........................................................................................................................60


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HOW TO USE THIS GUIDE

This guide provides step-by-step instructions for each course. Anything that you are supposed to type or select is noted with various types and colors.

WHEN YOU SEE THIS… YOU DO THIS…

Note: Important information that will assist you in using this program.

Facilitator Note: Provides information that will assist the facilitator.

Practice: These are interactive projects to be completed by the class. Step by Step procedures usually follow.

Important: Pay close attention to this as it will provide important information about the process or procedure.

OVERVIEW – OBJECTIVES

Welcome to the New BlueQ Survey Tool – Qualtrics.

Overview

With the implementation of Qualtrics you will immediately notice some changes in how we create surveys. The new survey tool, Qualtrics, provide wonderful features such as:

A true enterprise solution. Allowing every faculty, staff and student a private user account,

a “Files Upload” feature for survey respondents,

the ability to create an “SMS Text” survey (with a “per message” fee to be paid by the initiating user/department/group), and

A 2-month crossover period for users to transition from the current BlueQ (Verint) to the new BlueQ (Qualtrics), beginning in May 2015.

Scalable Surveys – ability to use the survey on both your computer as well as a mobile device.

Objectives

Training today will focus on the following key areas:


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A review of the new interface,

How to create a basic survey,

How to edit a survey,

How to distribute a survey, and

How to analyze the results.

Upon completion of this course participants will be able to create a basic survey, publish and distribute it, then review the results.

Support

Should you have any problems or questions, please contact our DoIT Support Staff or the DoIT Training Team at the following numbers:

Faculty and Staff

Hours: Monday – Friday, 8:00 AM to 5:00 PM Phone: 402-280-1111, or 800-329-1011, Select Option 3 Email: [email protected] Desk Location: Lower Level of Reinert Alumni Memorial Library Submit a Help Ticket Through ITSM

Student

Hours: Monday – Friday, 9:00 AM to 5:00 PM Phone: 402-280-1111, or 800-329-1011, Select Option 2 Email: [email protected] Desk Location: Lower Level of Reinert Alumni Memorial Library Submit a Help Ticket Through ITSM

For additional questions or concerns, please check the BlueQ FAQS, or contact one of the following:

Qualtrics Support [email protected] 800-340-9194

Service Desk [email protected] 402-280-1111

Creighton’s BlueQ web site https://doit.creighton.edu/blueq-survey

Qualtrics University web site http://www.qualtrics.com/university/

mailto:[email protected]




https://doit.creighton.edu/blueq-survey

http://www.qualtrics.com/university/


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Facilitator’s Note: About this course. It is important to understand that although there will be

a lot of repetition in our activities throughout this packet, all the activities have a specific

purpose. By repeating many of the activities we can demonstrate element such as how to

change survey questions, how to add the different logics associated, and also how to change

numbering. Be sure you make this clear to your participants before we begin the course.

Additionally, it will be helpful to also identify that participants will need to do exactly what

you are doing in order to create their very first survey. These surveys can be stored in their

own folder for review at a later time. This will work as a reference tool for them to go back to

at a later time and see how it was done. Good to explain as well.


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LOGGING INTO QUALTRICS

To log into the Qualtrics Survey Tool you will need to open a web browser and enter the following web location into the address bar: https://blueq.qualtrics.com/

1. At the Login prompt you will be asked to enter your Username and Password.

Your Username is: NetID

Your Password is: BluePassword

2. Once entered press “Sign In” to reach the main page.

Facilitator Note: Please first review the process of logging in, then have everyone attempt to log into the location using the information provided.

Once entered you will be directed to the Survey Dashboard.

Congratulations! You are now logged into Qualtrics. In our next section we will begin to explore Qualtrics Survey Dashboard, then begin to build our first survey.

Facilitator Note: Please explain to the group that moving forward we will provide activities that allow you to create your first survey. It will be important for everyone to try and follow the steps exactly, so that they will all have examples to fall back on at a later time.

https://blueq.qualtrics.com/


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SURVEY DASHBOARD

Now that you have logged in you will see the Survey Dashboard set up for Creighton University members. In this dashboard you will notice immediately a series of tabs across the top of the page. The tabs we will cover first include:

My Surveys

Create Surveys

Edit Surveys, and

Distribute Surveys

To begin with we will focus on the My Surveys tab.

My Surveys Tab

The My Surveys tab is your home page. You will be able to see all your surveys, determine if that survey is active or not, see responses as well as your basic tasks associated with the survey.

Facilitator Note: Please allow a few moments for participants to familiarize themselves with this interface. Be sure to identify the different tabs and the ribbon to them.


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1. Tabs The tabs across the top are used to View Existing Survey’s, Create, Edit, and Distribute your Survey’s. Additionally, you will also have some administrative features such as View Results, Library, Panels, and Reporting.

2. Tool Ribbon The tools in the Ribbon are associated with the specific Tab. By clicking on each Tab you will notice the tools in the Ribbon will change based on the tab.

3. Additional Features That allow you to manage and view your shared surveys.

4. Job Pane This area displays your surveys and their status, whether open, draft, etc.

5. Data Drop Down Allows you to customize your Job Pane. Add or remove columns per your requirements.

6. User Drop Down This drop down houses the Logout option and some other functions as they relate to customizing your account.

Facilitator Note: Now that you have allowed time for participants to review the user interface ask for any questions.

In our next section we will begin the process of creating a survey and exploring some of the new features associated with Qualtrics.

Facilitator Note: Have Participants click on the “Create Survey” tab.

CREATE SURVEY

Create Survey Tab


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Once you have clicked on the “Create Survey” tab you will notice the ribbon disappears. The Create Survey tab interface provides you with simple action panel layout from which to begin creating your survey.

The 3 Action Panels on this page include:

1. Quick Survey Builder Allows the user to build their Survey from scratch.

2. Create from Copy Allows users the option to utilize an existing survey, copy and reuse.

3. Survey Library Allows you the ability to explore and utilize surveys from Qualtrics via an existing library of survey templates. The Qualtrics Library contains hundreds of ready-to-use surveys. At some point, the Creighton University templates may also be added to this Library.

Facilitator Note: For the purpose of this training we will focus on using the Quick Survey Builder option.

To start, we will explore the Quick Survey Builder option and create a survey from scratch.


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Facilitator Note: Moving through this course you will encounter a series of activities that help you build your survey. These practice activities will help you to create your very first survey. It is important that you follow these steps exactly as creating your own survey could cause confusion on the part of the participant.

Quick Survey Builder Option

In the next series of steps we will start the process of creating our new survey. The Quick Survey Builder allows you to create a survey from scratch and start adding questions immediately.

Practice 1

To Create a New Survey

1. Begin by clicking on the “Quick Survey Builder” option on this page

2. Type in the “Survey Name” for your new survey. For this example we will use the following survey name:

Training Survey 1

Note: At this point you will not need to do this, but later down the line you may also wish to create a folder to house specific surveys.

3. Click on “Create Survey”


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Congratulations! You have now created your first training survey, “Training Sample 1”.

Now it is time to add some content to your survey. In our next section we will begin adding content to your survey.

Facilitator’s Note: Please be aware that as we move forward throughout this course you will see procedures repeated a couple of times. Keep in mind that although this seems repetitive it is designed with purpose in mind. As you progress through the course, those repeated questions will contain other elements such as Skip Logic. Please remain true to the lesson and have them complete each section as instructed.

ADDING CONTENT TO SURVEYS

In this section we will begin to explore the “Edit Survey” tab features more in depth and begin to add content to our survey.

The Edit Survey Tab

Now that you have created your first survey it is time to add content. Upon initial review you will notice that your Toolbar has changed to now reflect the tools needed to further build and develop your survey. In other words now that your survey has been created you will move to


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the “Edit Survey” tab automatically allowing access to all the tools necessary to add content to your survey.

The “Edit Survey” tab is the starting point for creating questions for your new survey. Below is a high-level overview of the functions associated with the “Edit Survey” tab.

Look and Feel Allows you to explore and utilize the preset options for how your survey will look and feel. This includes Survey Templates, General Options, Fonts, Colors, and Additional Elements.

Survey Options This allows you additional options including the Survey Experience, Survey Protection, Survey Termination, Inactive Surveys, Partial Completion, and Response Set.

Survey Flow The Survey Flow allows you to customize where participants go and what they see in your survey. It also gives you a quick overview of your survey and its subpages.

Print Survey Allows you to Print your survey.

Spell Check Provides a basic spell check feature.

Preview Survey Allows you to preview your full survey prior to launching it.

Launch Survey Makes your survey live and ready for respondents to participate.


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Let’s explore adding a simple question to your survey.

Facilitator Note: For our next practice we will begin to add some basic content into our

survey. It is important that you advise everyone to please follow everything that is being

asked of them. This will make the training more consistent. Participants may create their own

surveys at a later time.

Practice 2

Creating a Question

1. In the middle of the page you will also see a button to “Create a New Item”.

2. To begin creating your survey’s content you must first click on the “Create a New Item” button. When you do a “Default Question Block” will appear. Note: This will automatically default to a multiple choice question, but this can be changed per your requirements (We will explore this later). For now just leave it.

As you can see from the example you are presented with:

Question Number Question numbers – can be changed as needed.

Tool Options Sprockets Both are different and offer different elements. (Please review.)


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Question Text Field Allows a blank field for your question text to be entered.

Answer Text Fields Allows blank fields for you answer text to be entered.

Up and Down Arrows Allows you to move your question up or down on the survey. Will change numbering.

Plus and Minus boxes Allows you to add or delete questions quickly.

Congratulations! You have now created your first content element to the survey.

In or next practice we are going to begin to add more questions to this survey and explore

some additional features.

Now that you have created a question, you need to add some text to it. As you can see from the question added it is a Multiple Choice option. This is the default option for questions, you can and will be changing this later in this course. However, let’s move into our next Practice.

For this practice example you have already created this Multiple Choice question. Now we need to add text.

Practice 3

1. To begin: Locate the “Click to write the question text” field click on and type in the following text:

Did you attend this week’s webinar?

2. Press “Enter”

Note: When you press “Enter” you will see Qualtrics use the “Automatic Choices” option of “Yes” and “No” appear automatically for the answers. This new Automatic choice feature will work for a variety of different question options (See Image Below). There is also a Drop-down option to see a variety of different Automatic Choices. (Seem Image Below)


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Congratulations! You have just created your first actual “Yes/No” question.

Facilitator Note: Please make sure to check and see if anyone has any specific questions at this point.

For our next section we will look at the process for changing our question type. For example:

What if you wanted a “Fill in the blank” question, not a “Multiple Choice”. Let’s take a

look.

Change Item Type Toolbar

You will also notice another tool bar far to the right side. This contains the tools necessary to modify your questions and the question type.

Example: If you decided to use a “Fill in the blank” type instead of the default, this is where you could need to begin.

First you must add a new question. Then modify the existing question to meet your needs. We will explore the many options later in this course. To begin with, let’s explore the Change Item Type field a bit more.


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Change Item Type Allows you to change the type of question. Default is Multiple Choice. Select Dropdown for further options.

Choices Allows you to select how many answers you are provided.

Answers Allows you to select whether you will have a single answer or multiple correct answers.

Position Allows you to change the position of your question.

Validation Options Allow you to make the answer required or not.

Validation Type Allows you to select a custom validation.

Additional Tools Provides additional tools such as Display Logic and Skip Logic with will be covered later in this manual.

Facilitator Note: Please allow time for participants to review this field and its many features.

For our next practice we are going to add another question to our survey.


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Practice 4

This time we are going to continue with a multiple choice question, but we are going to use the “Plus Sign” or the “Create a New Item” button to create another question. Either will work fine and in a similar fashion.

1. Begin by creating another question.

2. Next activate the field so you can type in the following question:

What is your gender?

3. You will see that the “Automatic Choices” has again utilized the following answers, “Male” and “Female”.

Note: Automatic Choices Button – This feature automatically populates answers. However, if you do not like the options provided, or wish to edit these further, you may do so by using the “Drop Down” on the “Automatic Choices” option, you will be presented with other options.

Congratulations! You have now created another question.

In a previous question we asked “Did you attend this week’s webinar?”, but now we wish to find out what people thought of the webinar. In our next section we will begin to explore some of the other exciting features such as a “7 Point Scale”.

Adding Multiple Choices

Another exciting element is adding features such as a “7 Point Scale” to your question. This allows you to go from “Like” to “Dislike” and any number of combinations in between. The best thing about this is that it will default to 7 Point Scale, but you can adjust this with a simple click of the “Plus” or “Minus” sign under the Choices option.

For our next practice we will create another question and add a 7 Point Scale to it.


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Practice 5

1. Begin by select the “Create a New Item” button and type in the following:

How satisfied were you with this week’s webinar?

Note: As you can see this questions “Automatic Choices” feature will create a default series of

answer that contains a 7 point scale.

Question: But what if we want only a 5 point scale?

Answer: To edit the choices simply go to the “Editing Panel” and reduce the number of

answers in my question. Doing this will automatically adjust the scale with the appropriate

answer combination.

Congratulations! You have now added another question to the survey.

Facilitator Note: Please allow time for any questions.


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Let’s add another question while we are at it. Our next question we will create a question that

does not utilize the Automatic Choices option.

Practice 6

1. Select the “Create a New Item” button and type in the following:

Which survey software do you normally use?

Note: As you can see this does not automatically populate choices and you will need to

add your own.

2. Adding answers you will need to click in the field “Click to write Choice 1, 2, 3…”

Please click on the answer field and type in the following:

Survey Z

Surveys Inc.

Survey USA

Note: At this point we have run out of prepopulated answer fields. To add a new field

simply click “Enter” and another answer field will be added.

3. Go ahead and add the following and final answer. For this answer field we will just type

in the word:

Other

Congratulations! We have now created a multiple choice sample question.

In addition, we have explored the process of adding new questions and answers, and also

looked at some of the additional features located in our Editing Panel.

Facilitator Note: Any questions to this point?

For our next section we will explore the process for editing our questions and adding some

exciting new elements.


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CONTENT EDITING TOOLS

Editing Questions

In this next section we will take a step away from adding new content to explore the process

for editing our existing questions. For that we will utilize the Rich Content Editor. Let’s begin by

exploring this feature in more detail.

Rich Content Editor

To access the Rich Content Editor select the question you wish to edit and click on it. You will

see the options for Rich Content Editor appear in tab format above the question. Once inside

you will see a variety of tools on the toolbar. Below is an image and list of all the functions.

Facilitator Note: Please take time to explore all the features in the tool bar.


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Rich Content Editor Toolbar Options

Insert Piped Text

Insert Graphic

Insert File

Insert Video

Insert Special Character

Table

Link

Unlink

Undo and Redo

Alignment Tool

Indent

Bullet and Numbered Option Tool

Remove Formatting

Font Options

Font Size

Bold, Italic, and Underline Tool

Subscript and Superscript Tool

Background Color and Text Color Tool

Source


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Practice 7

1. To begin, select a question. It can be any question,

2. Click anywhere in the field you wish to edit,

3. You will now see the tab option for the “Rich Content Editor”, select this by clicking on it,

4. Once the Rich Content Editor opens you will be able to edit your questions as you desire.

5. Press anywhere outside the edit field to close and review your changes.

Note: You may also do the same with your answer selections. To access this you will click on the drop down next to the answer and select the Rich Content Editor option.

Congratulations! You have now edited the text using the Rich Content Editor option.

ADDING FILL-IN-THE-BLANK QUESTIONS

While we are exploring the Editing Options for the answers. Let’s return to the question where we provided the answer “Other”.

Facilitator Note: This is why it is going to be important for everyone to have the same questions and answers.

In this example we opted to allow the survey respondent to provide their own answer. However, we did not provide a field. In this case we will use the “Editing Options” to do this.

Practice 8

1. Begin by going to the survey software question and select the answer with “Other” as

the choice.


NOTES:


2. Using the “Drop Down” next to the choice select “Allow Text Entry” from the

options. This places a small text box under the option allowing the respondent to

provide a small text answer to the question.

Note: What if we wish to have a response excluded from analysis? This is possible using

the “Exclude From Analysis” option.

Again, using the survey question with the “Other” answer we will follow these steps:

1. Begin by again using the “Other” answer and select it.

2. When the drop down appears “select” to open.

3. Select the “Exclude from Analysis” option.

Note: When you do you will notice a small red “X” appears next to the answer to identify

that this answer has been excluded. This will keep this answer from any calculations done

on the back end.


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Congratulations! You have explored the editing features and added some text based answers

to your question. Additionally, you have also explored how to exclude answers from survey

results.

Facilitator Note: Please check for questions at this point.

In our next section we will expand on adding some different question types to our survey.

ADDING DIFFERENT QUESTION TYPES

Change Item Type

For this section you will explore how to “Change Item Type”. To begin let’s select a question from our sample survey.

When we do we will look at our “Editing Options” field. The top option on the panel is to “Change Item Type”, by selecting the drop down you can make a choice some the many options available to you.


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Note: When you highlight your mouse over the top of an option another field opens explaining what that option is and provides an example of what it will look like.

The following is an example of what descriptions look like:

For the purpose of this training we will only explore three of these choices. However, feel free to expand upon your learning by trying some other options and see what they do.

The three option covered will include:

Multiple Choice – Already discussed. (Default Option)

Matrix Table – Allows you to rate your experience from one level to another

Descriptive Text / Graphic – Static Content


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For our next practice we will look at including an open-ended text option.

Practice 9

1. Begin by selecting the “Create a New Item” and a new Multiple Choice (Default)

question will appear.

2. Type in the “Click to write the question text” field the following information:

Do you have any suggestions to help us improve our webinars?

Note: Since it is apparent this is a “Yes” or “No” question, the Automatic Choices will default

to these answers. However, since we want this to be an open-ended text question you will

need to change the answer type.

3. To change the answer from “Yes” to “No” to “Open-ended Text” you will begin by

clicking on the “Change Item Type” option from the “Editing Options” field.

4. Next, change the item type from Multiple Choice to “Text Entry”. When you do this the

answer boxes will disappear and a single field will appear for Text Entry.

Note: When you change to Text Entry you will notice also that the Editing Options panel

will change to reflect that of Text Entry.

Note: It is also through the “Change Item - Type-Text Entry” box that you can

further establish perimeters for your answer.

5. Using the Drop Down behind the Text Entry option you will see the options for items

such as:

Text Type

Validation Options

Validation Type


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Important: Whenever you make a change to the question type you will always look to the

“Text Entry Box” for further options specific to your choice.

Text Type:

Single Line

Multiline

Password

Essay

Form

Validation Options:

Force Response

Request Response

Validation Type:

None

Minimum Length

Maximum Length

Character Range

Content Validation

Custom Validation

Congratulations! You have now created a “Text Entry” answer to your question.

At this point you have learned how to add a variety of different questions and how to change

their look and feel.

For our next section we will explore adding Logic to your questions, specifically 2 different

forms of logic including:

Display Logic


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Skip Logic

Note: These two options were selected as they represent the most common forms of logic

used. There are many others, but for the purpose of this training we will only review these two

options.

ADDING LOGIC TO A QUESTION

Display Logic

Wouldn’t it be nice if you could take a survey and only see the questions that are relevant to you? “Display Logic” is the key to creating a survey that is applicable to each respondent.

When a specific question or answer choice only pertains to certain respondents, “Display Logic” can be used to display it conditionally, based on previous information.

Note: This is different from “Branch Logic” in that, “Display Logic” is ideal for conditionally displaying answer choices or single questions. If you have a group of questions that you want to have the same logic, consider using “Branch Logic” instead. We will discuss Branching in the next section.

Adding Display Logic To A Survey

Earlier you added a question: “How satisfied where you with this week’s webinar?”. This will be the focus of our next practice.

Practice 10

1. Click on the question:

How satisfied were you with this week’s webinar?

2. From the Editing Options select: “Add Display Logic”. When you do a panel will open advising you that “Display this question only if the following condition is met:”


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3. The “Display Logic” always begins with the word “If”, followed by the question, and “Select Question” dropdowns.

a. Under the “Question” dropdown select the appropriate option:

i. Question

ii. Embedded Data

iii. Quota

iv. Panel

v. GeoIP Location

vi. Loop & Merge

vii. Device Type

2. For this example we will leave “Question” selected as the option, you will now move to the “Select Question” drop down.

3. Under the “Select Question” drop down select the appropriate question. Look for our example question “Did you attend this week’s webinar?” from the options listed and select it.

4. When you do another box will appear. The “Select Choice” drop down allows you to select the choice of answer.

5. Under the “Select Choice” options of “Yes” and “No” select the option “Yes”.

6. You will now see another drop down has appeared providing you the options of:

i. Selected ii. Not Selected

iii. Displayed

iv. Not Displayed

7. Make sure the “Selected” option is checked.

8. Finally, press “Save” and the logic will be set up.

Note: You will know this the Logic is completed by the new field that appears above your question indicating that there is a specific logic associated with this question. Now when a respondent answers “Yes” to the question they will be directed to a specific question, those that select “No” will move on to the next question.


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Again, this is a great option for a single “Follow-up Question”. But what if you have multiple follow up questions? In this case “Skip Logic” is the best option for multiple follow up questions.

Congratulations! You have added Logic to your first question. For our next section we will explore “Skip Logic”.

Adding Skip Logic To A Survey

“Skip Logic” allows you to send respondents to a future point in the survey or straight to the end of the survey based on specific conditions. For example, a participant indicates that they don’t agree to your survey’s consent form, you could immediately skip them to the end of the survey.

Let’s begin by creating another question that we can use for Skip Logic. To start with we will explore another option for creating a new question.

Practice 11

For this next practice we will add Skip Logic to our survey.

1. Begin by hovering your mouse over your last question. This will activate the field and display some of the additional tools.

2. Next you will notice a “Green Plus Sign” in the lower right-hand corner of the field, click on this. This allows you to add another question immediately following your selected question.

Note: Keep in mind that this will label it in order of how many question are currently on the survey. Instead of Q6, it could be labeled Q9. Please feel free to change this by clicking on the Q9 and changing it as needed.

3. For this question we will add the following text:


NOTES:


Who was the trainer for the webinar?

4. Next, we will add a few trainer names to the answer fields. Please add the following:

a. Jack

b. Jill

c. Jane

d. Joe

5. Next, you will move the question “Do you have any suggestions…” below the trainer names question by using the “Arrow Up and Down” feature on the left side of the question.

6. Click on the question to contain the “Skip Logic”. In this example you will use the question:

Did you attend this week’s webinar?

7. Next, from the “Editing Options” field select “Add Skip Logic” and add the following condition:

If “No” is “Selected” then skip to “Which survey software do you normally use?”

Note: You can either skip to the end of a survey or end of a block.

8. Select “Done” and your Skip Logic will be set up. You will now see a block appear showing you what Skip Logic has been added.

Now when the answer of “No” is selected you will be directed to another question and ultimately end up in a final question. Skip Logic allows you to further drill down the reasons for their specific answers.


NOTES:


Congratulations! You have now added Logic to your questions.

To this point we have discussed Creating, Editing and Adding Logic to questions. Please take some time to review all the additional options in the “Survey Options” field as they will add additional components to your survey.

In our next section will explore some of the additional features from the Ribbon, particularly involving the “Edit Survey” tab.

EDITING SURVEY OPTIONS

Edit Survey Options

To begin with we will explore the “Look and Feel” options under the “Edit Survey” tab. Although there are a few options available for the purpose of this training course we will only focus on the “Look and Feel” and “Survey Options”.

Look and Feel This options allows you to personalize the look and feel of your survey.

Survey Options This is a group of setting and permission you will want to check before sending your survey out.

Survey Flow This option allows you to use what is known as “Branch Logic” or “Branches”. Branches are useful when you want to send participants down different paths in the survey. It’s a bit like a “Choose your own adventure novel”. Depending on how your participants answer certain questions, they will take a different route through your survey. Use Branch Logic to branch participants to different Survey Flow elements based on variables like question response or Embedded Data.

Branches are best for when you want to selectively show a whole block of questions. If you need to hide a small number of questions, consider using “Display Logic”. If you want to skip respondents to the end of a survey or to a question within the same block, consider using “Skip Logic”.

For the purpose of this training we will not go into much more depth on establishing Branching. However, please feel free to contact DoIT Training at 402-280-3688 and schedule a time to meet and go into further detail.


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Print Survey

Simply put, this allows you to print off a version of your survey.

Spell Check

Does just that, provides a spell check feature for your survey.

Preview Survey

Allow you to do a run through of your survey and how it will function. One note on this: It also allows you to see what it will look like using a mobile device such as a phone.

Launch Survey Finalizes and publishes your survey.

Facilitator Note: Please allow time for the participants to explore these options.

In our next section we are going to explore the “Look and Feel” option in greater detail. Please click to open the “Look and Feel” options.

Look and Feel

This options allows you to personalize the look and feel of your survey. To begin, please remain on the “Edit Survey” tab and click on the “Look and Feel” option from the Toolbar. When you do you will notice a box opens with your specific survey name in the top corner.

Facilitator Note: For the purpose of this training session we will not actually make any changes to our survey, but just note where this is located.

Inside you will see several options to change the overall look and feel of your survey.


NOTES:


These options include:

Template Design A Drop Down option that allows you to change to overall slide templates. There are a variety to choose from.

General The General allows for a variety of basic look and feel options such as type of “Next” or “Back” button, adding a Progress Bar, showing Page Transition, etc.

Fonts The Fonts option allows you to change the Type, Font Size, and whether to change either the Question or Choice Text.

Colors The Colors option allows you to change the colors associated with the Text, Borders, Background, etc., and

Advanced The Advanced option allows you to add a Header or Footer or links to external options.

Important: Just remember to press “Save” to lock in your changes. Press “Cancel” to close out without making any changes.

Survey Options

From the “Edit Survey” tab and click “Survey Options” from the Toolbar. When you do you will notice a box opens. This is a group of setting and permission you will want to check before sending your survey out.

Facilitator Note: For the purpose of this training session we will not actually make any changes to our survey, but just note where this is located.


NOTES:


Note: There are three options that are particularly important. They include:

Back Button

Survey Expiration Date

Partial Completion

Be sure to press “Save Changes” to lock in your changes or press “Cancel” to close.

Now that you have explored some of the additional features associated with the “Edit Survey” tab, we can now look at distributing our survey.

ACTIVATING SURVEY

In this section we will explore the process for activating your survey and distributing it to your groups.

Activate Survey

To begin with make sure your survey is open and you are on the “Distribute Survey” tab.


NOTES:


From inside you will notice you have several options to distribute your survey. For the purposes of this training we will only focus on the two main options for distributing your survey.

These Include:

Survey link

Email Survey Option

Practice 12

1. Next, press either the “Activate your survey to collect responses” link in the center of the page or the “Activate Survey” button on the top right side of the page.

<OR>

2. Once you do Qualtrics will go through the creation process and will activate your survey.

Note: This will only take a few seconds.

3. Once done you will be provided an “Anonymous Survey” Link.

Congratulations! You have now created your first survey.


NOTES:


For our next section we will shift our focus to how to distribute our survey to people.

DISTRIBUTING YOUR SURVEY

In this next section we will explore the many options available to you after your survey has been published. These options include:

How to send to a small group, or How to create a larger distribution list

To begin with we will focus on the smaller group distribution first.

The Survey Link

Now that you have activated you survey you will be provided a link (as shown below).

In my example the link is:

https://creighton.qualtrics.com/SE/?SID=SV_3PMPdPIQHfzFQ6V

This link can be copied, pasted, and attached to an email or website for distribution to your participants.

Note: It is important to note that this link is anonymous, meaning it does not collect any personal information. If you want to ensure that people take the survey only once or you want only a certain group of people to take the survey this is not the best option. If you want a more restrictive survey option the “Email Survey Option”, covered next, is the better choice.

Email Survey Option

When you activate your survey you will be provided a link (as shown below).

In my example the link is, participant’s examples should look similar to this:



NOTES:



1. To select the Email Survey Option you will need to return to the “Distribute Survey” tab, and

2. On the ribbon click on the “Email Survey” option. When you select this option a form will appear that resembles an email. You will need to complete this. That is what we will look at next.

Note: The “Email Survey” option is great if you wish to send this survey to a specific list of respondents. This is different from the “Anonymous Survey” in that it actually create a unique link in the body of the message. The participant will click on this link to access their own survey. (See example below)

Important: Never delete the code out of the body of the email. This link is important in that it creates a unique survey for each respondent that allows them to only take the survey once.

Although you may create a survey that can be sent to only a few people, it is more likely that you will send your survey to a group of people. Now it is possible to enter in all the emails individually, but this can take some time, especially if you have many participants. To minimize the amount of work it may be a best practice to create a distribution list.

HELPFUL PROCEDURE

Create New Panel

In this brief section we will create some panels that can be used to quickly distribute your survey to people.



NOTES:


Practice 13

To begin:

1. Start by going to the Tabs across the top. Select the “Panels” tab.

2. Next, select the “Create New Panel” button –

A “Create New Panel” box will appear.

3. Type in a “Panel Name”, in this case we will use:

Sample Panel 1

4. Select “Create”

Note: It is not necessary to select a Destination Folder.

Next you will be presented with three options for adding members to your panel.


NOTES:


Add Panel Members Allows you to create a list from scratch using a ready-made form.

Import From a File Allows you to import from an Excel .CSV file.

Import From a Survey Allows you to import contacts from people who have already taken a survey.

For the purpose of this training we will only focus on two. The “Add Panel Members” and the “Import From a File” option.

Add Panel Members

The “Add Panel Members” option is an easy way in which to create panel members using an easy to use ready-made form.

5. Begin by clicking on the “Add Panel Members” option.


NOTES:


Immediately the “Add Panel Members” box will appear allowing you to directly enter the information into the form.

6. Press “Save” to create the panel members.

In our next section we will create a Panel using the “Import From a File” option. Let’s review these steps.

Import From a File

The “Import From a File” option allows you to import contacts right from an Excel file saved on your computer. This is a very easy way, especially if the lists change or you need to add new members.


NOTES:


Practice 14

To begin you will need to open a new Excel document and create a .CSV file or (Comma-separated values) file in Excel. This following process will aid you in creating a mailing list for ease of distribution.

1. Open an “Excel Workbook”

2. Create the following “Headers” for each column:

Header Examples:

o First Name

o Last Name

o Primary Email Address

o External Data Reference

o Language

o Major

3. Insert data into the columns (as needed)

4. From the “File” tab select the “Save As” option

5. Select the location you wish to save your .CSV file to

6. When the “Save As” box opens select a “File Name” for your document

7. Then under the “Save as type” field, using the drop-down arrow select “CSV (Comma Delimited)” from the options.

8. Press “Save”. You have now created a .CSV file for use as a distribution list. This is by far the easiest method for putting your contacts into your distribution list.

Important: Requirements for using a .CSV file.

The first row must have the “field names” for each column.


NOTES:


Each row must have a “Primary Email Address” (Email). All other fields are optional (FirstName, LastName, etc.)

Updating an existing panel. Use a 'RecipientID' column containing recipient IDs and add any optional fields. The data will be updated or added as needed. New panel members will not be created.

Export a panel for an example update file.

The maximum file size is 100M.

Note: Additionally, if you need a .CSV template one is provided for you on this option. Just click on “Example Document” to access.

Import from a File

1. To import your .CSV file to the survey begin by clicking on the “Panels” tab.

2. When this option appears you will need to click on the “Import From a File” option. You can now search for you .CSV file by using the “Browse” option and searching the folder you saved the list in.

3. When you select it the information will appear beneath the browse option.

4. From this point click on “Import” to add the information to your “Panels” folder. Once uploaded you can click on the “Panels” option in the “Panels” tab and see your different panels created.


NOTES:


Congratulations! You have just created your first distribution list.

Mail Out The Survey

Now that you have created the distribution list you are ready to mail out the survey. Up to this point you should have both a sample survey and a sample distribution list created.

Important: If you do not have surveys created please let your trainer know as you will need them both to proceed.

Note: Qualtrics is a bit different meaning we will not be able to share Question, Distribution Lists, etc. These need to be created individually for each user.

Practice 15


NOTES:


For this practice you will need to return to the “Distribute Survey” tab from across the top and click on the “Email Survey” option. You will now be attaching your mailing list to your survey.

Begin by:

1. Selecting the “To: field” drop down in your Survey Distribution area.

2. Click on the “Please Select…” box drop down.

3. You will be presented with an option to either “Enter Email Addresses…” or “Use Email Addresses From a Library”. For this example select the “Use Email Addresses From a Library” option.

4. Select the “My Library” option and identify your panel option that you have created. In this case use the .CSV option.

5. Be sure to use the “Select Entire Panel” option. This will place all the survey participants email information into the “To: field”.

Note: You may view the members in your list by selecting the “View Members” option to the right of the field.

Note: You may also select the “When:” should you choose to have this emailed at a later time. You will also notice that your contact information has been added to the mail “From: field”.

6. Next, type the subject of your email in the “Subject” line.

7. Finally, you may include a message in your email field.

Note: Just be sure not to delete any of the information that is currently in the field.

Note: You may utilize the “Send Test Email” option to send a test email to ensure this survey functions as anticipated. Or you may simply send the email.

8. Once sent, you can review your email history using the “Email History” option in the “Distribute Survey” tab.


NOTES:


Congratulations! Now that you have created your survey, distributed it to participants, it is time to sit back and wait for the results to begin rolling in.

Once they start you can begin to explore the “View Results” tab. That is what will be covered in the next section.

VIEW RESULTS

View Results

Once you data starts rolling in you need a way in which to view this data. This is done using the “View Results” tab and clicking on the “View Reports” option. Let’s take a moment to review the toolbar.


NOTES:


Across the toolbar you will see a variety of options, they include:

View Reports

Responses

Download Data, and

Cross Tabulation

For our next section we will explore these options in greater detail. Let’s begin with “View Reports”

View Reports

Using the “View Report” option on the “View Results” toolbar you are able to see a summary of your data question by question.

Note: Begin by opening up your report. Click on “Initial Report” if you are presented with this option.


NOTES:


To navigate through questions use the panel on the left side.

You may also move questions around by simply clicking and dragging the question.

You may deselect the question by unchecking the checkbox.

By hovering your mouse over each of the “Response Boxes” on the right hand side you are presented with some additional “Table Options”. Each one of these Response Boxes may be manipulated to a certain degree. Let’s explore this further.

When you select the “Table Options” drop down arrow you will be presented with several options.

These include:


NOTES:


Sort By

Decimals

Show/Hide Columns

Show/Hide Rows

Export Table To…

o Microsoft Word

o Microsoft PowerPoint

o Microsoft Excel

o PDF

Note: Be sure to note that not every table option contains the same options. Each one has specific options based on the need of the table. You can also “Delete” these charts by selecting the “X”.

To Add a Graph To The Report

To add a graph you can click on the Add Graph and your table will immediately be converted to a Graph. You can also change the type of graph by using the option from across the table. One other function is using the “Graph Options” drop down. Inside of this you can further change the options associated with your graph.

Please take a few moments to explore this.


NOTES:


To Add A Filter To The Report

You can also drill down further into your report by using the Filter option. To begin locate the “Add a Filter to This Report” located at the top of the page, and select the “Plus” sign.

This will open up a “Condition” for our report. The “If Question” option for you to identify your specific parameters will appear. Let’s say in this example we wanted to filter by Gender. Keep in mind this is the same filtering options we encountered when we set up our survey. Just follow the questions.


NOTES:


Be sure to click the “X” for Report Subgroup when you wish to close the filtering.

Use The Drill Down Option

You may also drill down further to see a comparison on one page. In this next practice we will explore how to set up the Drill Down option.

Practice 16

To begin:

1. Click on the question you wish to add the Drill Down to,

2. Next, you will click on the “Drill Down” option. A message from Webpage will appear, and

3. Click “OK” on the message. Once we select this Qualtrics will split this into the correct charts.

Sharing a Report

You may share your report using one of several different options located at the top of the field. This allows you to share the report by email or at a meeting. Let’s explore this option a bit further.

To begin locate the “Export Report” option from the top of the page.

You will see 4 program options:

Microsoft Word,

Microsoft Excel,

Microsoft PowerPoint, and

Adobe PDF.


NOTES:


You may also:

Copy Report… Allows you to make an exact copy of the report.

Public Report… This allows you to create a link to the reporting that can be shared to your audience whether or not they are Qualtrics users. Simply copy the link that is generated and paste it in an email. This will generate a “Read Only” version of the report for people to view. Additionally, this report is a live link so it will update automatically as the data changes allowing users to see the most current results of the survey each time it is opened.

Let’s jump now to the “Responses” option under the “View Results” tab.

When you click this you will see another field will appear allowing you to see each individual survey response separately. When you click on the “Response ID” you will see a box appears showing a summary of the respondent’s survey. You may also notice a PDF Icon in the top corner of the page. This allows you to print off individual results as needed.

Note: In the “Respondent” field if you use the “Anonymous” survey option, the only thing you will see is the respondents IP address in the field.

However, if you sent out an individual link you will see the respondents name in this field. You may also see the start and stop times associated with the survey and the duration in this field.


NOTES:


Download Data

From the top of the “View Results” page you will see “Download Data”. This allows you to move your raw data out to another program.

This includes the following options:

Microsoft Excel (CSV)

Statistical Package for the Social Sciences (SPSS)

.TXT (Fixed Field Text)

Extensible Markup Language (XML)

HyperText Markup Language (HTML)

Zip Export (Uploaded Files)

Practice 17

For this next practice we will move your raw data out of the survey to another program. In this case we will use the Microsoft Excel (.CSV) option. To begin this download of data you will:

1. Begin by selecting the questions from the “Questions” scroll down

2. Next, select whether this should be downloaded as “Coded Values” or “Choice text”

3. Select your “Decimal Format Delimiter” (Period or Comma). In this case Comma,

4. Choose either “Yes” or “No” to number questions

5. Select a Date Range (If Needed)

6. Choose your download options.

a. You may also option to have an email sent to you when file is ready to download, and

b. You may also utilize a compression tool to Zip the folders prior to downloading.


NOTES:


7. Next click on the Format you desire your data in.

For this example: Use Excel for .CSV file.

8. Once you select a format the process of downloading will begin and you will see “Export Complete” at the top.

Congratulations! You may now click on this link to review your document.

To Create a Cross Tabulation

To create a new Cross Tabulation click on the “Cross Tabulation” icon across the top of the View Results tab.

This allows for another way of breaking down the information about your survey.

For example: In this example we want to see how satisfied the participants were with this week’s course in comparison with the trainer. I can do that using the Cross Tabulation feature.

Practice 18

For this next practice we will explore the process for creating Cross Tabulation.

To begin:

1. Click on the “Cross Tabulation” icon

2. Select your survey option from the “Current Survey” drop down.

3. Select the icon that says “Create a New Cross Tabulation”


NOTES:


4. This will open up a new field for Cross Tabulation.

5. You may now select what options you would like to compare.

In this example: o For the Banner (Column) select: How satisfied where you with this

week’s webinar? o For the Stub (Row) select: “Who was your trainer for the webinar?”

6. Press “Create Cross Tabulation”

7. Your sample will now be generated using the parameters selected. This is also exportable as well.

8. You may also use the “Data Options” to further define your fields.


NOTES:


Congratulations! You have just created a sample of Cross Tabulation.

In our next section we will explore how to Delete, Close, and Copy Project.

DELETING, CLOSE, and COPY PROJECTS

Deleting Panel Members or Surveys

Important Note on Deleting Panels: If you decide to “Delete” a panel or survey it is not difficult. However, it is permanent!

Practice 19

Let’s begin by attempting to delete the Panel we just created.

To begin:


NOTES:


1. Select the “Panel” you wish to delete by putting a check mark in the box immediately preceding your panel.

2. Next, select the “Delete” option from the top of the field.

Note: When you select “Delete: you will be immediately prompted with a “Warning! Stop!” Message. This same message will appear when you attempt to delete anything important. Do not fear, this is normal and a great safety reminder to make sure you really want to continue with this step.

3. At this warning you will be prompted to enter in the word “delete” to proceed. Type in “delete”, and

4. Press the “Delete” button, the option will be deleted.

Just as a reminder, it is no longer necessary to delete surveys as they can be reused time and again. Just remember to update the information as needed.

Congratulations! You have just deleted your panel.

To Close a Survey


NOTES:


At some point you will wish to end your survey. To do so is a simple process. Please follow these steps to complete the process and close out your survey.

Practice 20

To close a survey we will follow these steps.

Begin by:

1. Going to the “My Surveys” tab and clicking on it,

2. Next, in the field locate the survey you wish to deactivate, and Click on the “Check Mark” in the “Active” field.

3. You will receive the following notification:

4. You must type in the word “Close” to proceed, and


NOTES:


5. Press “Deactivate Survey” to finish it out. Once done you will see that the “Active” check mark is no longer in the field indicating your survey is now closed.

From this point you will no longer be able to reactive this survey, or receive any additional responses to it. If you wish to do another survey similar to this one you may by copying this survey and creating a new version. Let’s take a quick look at how to copy a survey.

To keep from having to reinvent your survey’s each time you need one sent out you may do a “Copy”. This allows you to copy an existing survey, update it and republish as a new survey.

Practice 21

In this final practice we will copy an existing survey.

To Copy an Existing Survey

1. Begin by locating the survey you wish to copy. From the “Tasks” bar locate the “Copy” button.

2. When you press “Copy” you will be presented with the following box.


NOTES:


3. In this field you will be able to rename your survey.

In this case use “Training Sample 2”, and

4. Press “Copy”, an exact copy of your survey will be created allowing you to update your questions (If needed) and republish this survey.

Congratulations! You have just made a copy of your existing survey.

SUMMARY

This concludes our basic training on the new Qualtrics Survey Tool. The information contained in this course only represents the basics on how to use the new Survey Tool and set up your first survey. Please feel free to experiment with some of the other options and feature to determine if they may work for your individual needs.

Should you need further, more advanced training please feel free to contact DoIT Training at 402-280-3688. We will put together a list of your needs and work with you to develop specific training.


NOTES:


This information was current at the time it was produced. This product is subject to updates and upgrades that could impact the look and feel of the product. Every effort will be made to keep this modules current. Should you have any questions, please feel free to contact DoIT at 402-280-1111 and select either Option 2 for Students, or Option 3 for Faculty and Staff.

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