- What is Qualtrics?
- Getting Started
- Creating a Survey
- Adding Questions
- Survey Logic
- Survey Appearance
- Distributing Your Survey
- Data and Analysis
What is Qualtrics?
Qualtrics is a powerful survey tool that is available to faculty and staff at Purdue University Northwest. With Qualtrics, you can create, distribute and track surveys that can be as simple or as complex as needed to meet your needs. Watch the video below to learn more.
Qualtrics offers an extremely robust and flexible survey platform and provides an accessible alternative to PDF forms. Here are just a few of the things faculty and staff are using it for at PNW. Click on the links below to see an example of that type of survey. Feel free to fill out the surveys to test them out.
- Mid-Semester Course Evaluation
- Graduate Teaching Aid Evaluation
- Sign In Survey (would be displayed on a tablet in office reception area)
- Customer Service Feedback Survey
- Event RSVP
- Gauging Student Interest in Potential Course Offering
- Student Exit Survey – gauge graduating student’s perceptions of your department
If any of these surveys are a good fit for your needs, contact us. We can meet and give you a copy of the survey which you can edit and make your own.
After you log into Qualtrics you will be directed to your project page. This page contains a list of all the surveys you have created or that have been shared with you. It contains several important features. To create a new survey, click the Create Project button. If you click on the three dots next to each survey in your project list, a drop down menu will appear giving you several options related to that survey.
This menu gives you the option to copy, edit, preview, distribute and analyze the results of the survey. If you are the survey creator, you can also delete the survey by clicking the Delete Project button. Notice in this menu this option is grayed out. That is because this survey was created by someone else and shared.
If you wish to remove a survey that was shared with you from your list of surveys, click “Remove Shared Project.” Note: this will not impact the survey or delete it from the account of the person who originally created it.
Creating a Survey
Press the Create Survey button on your Qualtrics Projects page.
A pop up window will appear with several options. Choose “Blank Survey Project” to create a new survey with no pre-existing questions. On the next page, enter the title for your new project. Then click the “Create Project” button at the bottom of the window.
This will create a blank survey for you. From here, you can create new questions, customize and distribute your survey.
Qualtrics has dozens of survey templates for a wide variety of uses from informed consent, demographics, student recruitment, customer service and more.
To create a survey from a template, click the Create New button:
Next, click Create From Existing:
On the next page, click on “From a Library” and from the drop down “Please Select a Library” choose Qualtrics Library. Next, click the “Select a Project” drop down menu and explore through the categories to find a template that most closely matches your purpose for creating the survey.
Click on the project template you wish to use. Then name your project and click “Create Project.” Qualtrics will create your survey based on the template you selected. Notice that your survey is populated with questions. You may now edit the questions and adapt the survey to your specific needs.
What if you have a mid semester evaluation from last semester and you want to use it for this semester but you want the students to be in a separate data pool? Alternatively, what if you are planning a new event and want to create an RSVP form based on one for a past event? In Qualtrics, you can easily create a new survey by using a previous survey as a template.
To begin, click on the “Create Project” button.
Next, click Create from Existing.
On the next window, make sure “From a Copy” is selected and choose the survey you want to use as your template from the “Source Project” drop down menu.
Next, enter a name for the survey you wish to create and then click the “Create Project” button. Your new survey will be an exact copy of your previous survey. You can make any updates you wish and then publish your survey.
Adding Questions to the Survey
Visit the Qualtrics support page for a detailed guide on creating questions.
To add a question to a survey in Qualtrics, click on one of the exiting questions in the survey or click on the “Add Question” button at the bottom of the survey.
Clicking on an existing question will display two green “+” buttons on the right side of the question. Click on the top button to add a question above and click on the bottom button to add a question below.
For a detailed list of question formatting options, visit the Qualtrics support page.
Once you’ve created a question, you can customize it to fit your survey. Qualtrics gives you lots of formatting options, from changing the look of your questions to adding logic and validation.
To access the question specific formatting options, click on the question you wish to change and then click on the down arrow next to the question type:
For a detailed list of question validation options, including how to specify maximum word length in text entry questions and how to include email validation, visit the Qualtrics support page.
To require a response to a question, click on the question you want to change and then check the box next to “Force Response” in the Validation Options menu on the right hand side of the screen.
For a detailed overview of survey logic, visit the Qualtrics support page.
“Logic” refers to any part of Qualtrics where you set conditions for an action. For example, you may want to show a question (action) only to those who are above the age of 18 (condition) by using Display Logic. Alternatively, you may need to send an email (action) to every respondent who scores above an 80% on your exam (condition) using Email Triggers.
For a detailed guide to question display logic, visit the Qualtrics support page.
Question display logic lets you choose to display a question based on a response to a previous question. For example, if you ask “Was this course required for graduation” and want to display a follow up question only if a respondent chooses “Yes” display logic can help.
Step 1: To add display logic, click on the question you want to display conditionally. Click on the gear next to the question and choose “Add Display Logic” from the drop down menu.
Step 2: A pop up window will appear where you will choose the question you wish to base the display on. Next, choose which answer you wish to cause this question to display. For example, if they answer Yes to a previous question asking if they would like to receive updates from your department you may choose to display a text entry question where people can enter their email address so you may contact them.
In this case, choose the “May we add you to our department mailing list” from the list of previous questions.
Step 3: Next, choose “Yes” from the possible question answers and “Is Selected.”
Step 4: Click the green “Save” button to create the question logic. A blue box will appear above the question showing the display logic you have set up.
For a detailed guide to skip logic, visit the Qualtrics support page.
Skip Logic allows you to send respondents to a future point in the survey based on how they answer a question. For instance, if a respondent indicates that they don’t agree to your survey’s consent form, they could immediately be skipped to the end of the survey.
Step 1: Click on the question to which you wish to add skip logic. Click on the gear next to this question and choose “Skip Logic” from the drop down menu.
Step 2: In the first drop down menu, select the answer choice to use in your Skip Logic.
Step 3: In the second drop down menu, select how the participant should interact with this choice to trigger Skip Logic.
Step 4: In the third drop down menu, specify where respondents who skip ahead should be sent. You can skip the respondent to future questions within the current block, to the end of the current block, or to the end of the survey.
Step 5: Click “done” to apply the skip logic to the question.
For a detailed overview of Branch Logic, view the Qualtrics support page.
Branches are useful when you want to send respondents down different paths in the survey. You can use Branch Logic to branch respondents to different Survey Flow elements based on variables like question responses or Embedded Data. Depending on how your respondents answer certain questions, they will take different routes through your survey.
For example, you can use Branches to show one block of questions to survey respondents who own your product and a different block of questions to respondents who don’t. You can also use Branches to tag users with Embedded Data labels.
For a detailed guide outlining how to use email triggers, visit the Qualtrics support page.
Whether you need to know about a response immediately or send a follow-up email to your respondents, Email Triggers provide a simple solution. Email Triggers allow you to send an email notification to someone when a survey response is completed and specified conditions are met.
Step 1: Navigate to the Survey tab and click Tools. Next, click on Triggers from the drop down menu and choose Email Triggers.
Step 2: A pop up window will appear. Here you can enter the reply to email address, email subject and custom message.
Step 3: If you wish to add logic, click “Add a Condition” to set the trigger to send when the survey is completed AND a specified condition is met. If you choose not to add a condition, the Email Trigger will be sent any time a respondent completes the survey.
Step 4: Press the “Save Triggers” button to save and apply the trigger to your survey.
Customizing Your Survey Appearance
For a detailed overview of survey appearance options, visit the Qualtrics support page.
Step 1: To apply the pre-made Purdue Northwest Theme to your survey, click on the Look and Feel button on the top menu.
Step 2: In the pop-up survey customization window, click on “Theme.”
Step 3: Choose Purdue University – Northwest from the available themes and click “Save.”
To learn even more about previewing a survey, visit the Qualtrics support page.
Once you have finished building your survey, you can preview it to ensure that everything is working the way you want by clicking Preview Survey in the top-right of the Survey tab.
The preview page will display what your survey will look like on a desktop/laptop and mobile devices. You can complete your entire survey to test display logic and triggers before distributing it.
Distributing Your Survey
For a detailed overview of the many ways you can share your survey, visit the Qualtrics support page.
You can share your survey in a variety of ways by visiting the distributions tab.
As the Distributions tab first opens, you’ll need to pick a distribution channel and a method within that channel to start collecting survey responses. You can share your survey via email, the web and social media platforms. You can even send the survey in an email and track responses and send reminders directly in Qualtrics.
One of the simplest ways to share your survey is by giving users an anonymous link directly to your survey. The Anonymous Link is a basic hyperlink used to take your survey. You can distribute this link by pasting it into an email, onto a website, or on in-page pop-ups. Anyone who clicks on the link will be able to take the survey.
The Anonymous Link has several key characteristics:
- No identifying information such as name or email address is collected unless you specifically ask for it in the survey.
- By default, there is no limit to how many times a respondent can use the Anonymous Link. If you want to prevent multiple responses from the same respondent, refer to our Survey Protection support page for more details on Prevent Ballot-Box Stuffing.
Obtaining the Anonymous Link
The Anonymous Link is the same for everyone accessing the survey and will not change for that survey, even if you pause and resume response collection multiple times.
TO OBTAIN YOUR ANONYMOUS LINK
Step 1: Navigate to the Distributions tab.
Step 2: If your survey isn’t active yet, you will click on the green Get a single reusable link button.
Step 3: If your survey’s already active, select the Anonymous Link section.
Step 4: Highlight the link that appears, and press Ctrl + C (PC) or ⌘ + C (Mac) on your keyboard to copy the link.
Step 5: Paste the link into an email or onto a website.
For a detailed overview of sending surveys via Qualtrics Mailer, visit the Qualtrics support page.
Qualtrics provides an easy and convenient way to distribute your survey to large groups of people via email. By using the Qualtrics Mailer, you can send customized email invitations to your participants, track their progress, and prevent abuse of your survey.
For a detailed guide to sharing your survey via social media outlets, visit the Qualtrics Support page.
The Social Media section in the Distributions tab makes it easy to post your survey to social media websites. Qualtrics currently supports the following sites:
When sharing a survey through social media, the social media site the respondent comes from will be recorded in each response as Embedded Data. Simply add an Embedded Data field to your survey and name it Q_SocialSource. You can access and report on this data the same way you access and report on all other Embedded Data fields.
The survey name and description that appears when you post your survey on social media is the Survey Title and Meta Description. These can be edited by opening the Survey Options. Make sure yours are the way you want them before you post to social media, or the social media site might cache your original title and description for a few days.
Posting Your Survey
Step 1: In the Distributions tab, click the Social Media section.
Step 2: Click your preferred social media platform.
Step 3: Fill out the login prompt (if you are already logged in, you won’t see the prompt).
Step 4: Follow the subsequent prompts from the social media site to post your survey link.
Analyzing Data and Generating Reports
Depending on the type of survey you have created, you may wish to view each response individually instead of as one aggregated report. For a detailed guide to recorded responses, including how to filter responses based on answers to certain question and metadata, visit the Qualtrics support page.
Downloading a Single Response
Step 1: Click on the Data & Analysis tab and choose Data from the menu options.
Step 2: Click on the button in the action column next to the survey response you wish to view. Choose Export to PDF from the drop down menu.
Step 3: A pop up window will appear with export options. Here you can rename the file if you like. Click on the export button to save the response as a PDF.
For a detailed guide to exporting response data, visit the Qualtrics support page.
The Export Data feature is used to download raw response data for use beyond the Survey Platform. Exported data files allow you to view how individual respondents answered each question in a survey, and also include survey metadata (e.g. Recorded Date, IP Address, etc.), contact fields, and any Embedded Data.
How to Export Data
Step 1: Navigate to the Data section of the Data & Analysis tab.
Step 2: Click the Export & Import button an then choose Export Data from the dropdown menu.
Step 3: Select your desired file format. For more information about file formats and the differences between them, please visit the Export Formats page.
Step 4: Select any desired options. For more information about export options, please visit the Export Options page.
Step 5: Click the Download button.
The Reports tab houses features in Qualtrics related to generating reports and viewing aggregated survey results. There are two places to build reports under the Reports tab, each with a separate purpose:
- Results: Quickly view and analyze your results in a Default Report consisting of question-based Pages and customizable Visualizations.
- Reports: Format Reports from the ground up where you control the layout.
For a detailed guide to generating a report, visit the Qualtrics support page. To create a simple report, follow the steps below. Note that Qualtrics has numerous data visualizations that can be added. For more information on custom visualizations, visit the Qualtrics support page.
You can also create a report that contains only responses generated within a certain time-frame or from respondents who answered a question in a certain way or arrived at your survey by Facebook for example. To learn more about report filters, visit the Qualtrics support page.
Generating a Report
Step 1: Navigate to the Reports tab and choose Results.
Step 2: Click on the Share Report button and choose to export as your preferred file type. You can choose from Word document, PDF, PowerPoint and CSV.
Step 3: A window will appear which allows you to select which questions you wish to include in the report and gives you another option to choose an export format.
Step 4: Click Export Pages and download the report.