qualtrics - west virginia universitymapfiles.wvu.edu/test/qualtrics/qualtrics its training... ·...

Qualtrics

Introduction

May 2015 Information Technology Services Training

West Virginia University

Trainers: Shana Blackshire Jessica Murphy

Contents Qualtrics at WVU ....................................................................................................................... 3

Navigating Qualtrics ................................................................................................................... 3

My Surveys Tab ............................................................................................................................ 4

Tasks Columns ......................................................................................................................... 4

Other Tabs.................................................................................................................................... 5

Create Survey ........................................................................................................................... 5

Edit Survey ............................................................................................................................... 5

Distribute Survey ...................................................................................................................... 5

View Results ............................................................................................................................. 5

Library ...................................................................................................................................... 5

Panels ...................................................................................................................................... 5

Reporting ................................................................................................................................. 5

Creating and Editing a Survey ..................................................................................................... 6

Adding Questions ......................................................................................................................... 6

Item Types................................................................................................................................ 6

Editing an Item......................................................................................................................... 7

Editing a Survey ............................................................................................................................ 7

Display and Skip Logic .............................................................................................................. 7

Required Questions .................................................................................................................. 8

Customizing Survey Presentation ............................................................................................... 9

Look & Feel .................................................................................................................................. 9

Survey Options ........................................................................................................................... 10

Advanced Options ...................................................................................................................... 10

Scoring Options ...................................................................................................................... 10

Email Options ......................................................................................................................... 11

Distributing a Survey ................................................................................................................ 12

Launching Your Survey ............................................................................................................... 12

Reporting in Qualtrics .............................................................................................................. 13

Viewing and Generating Reports ............................................................................................... 13

Logging Out .............................................................................................................................. 14

More Training Information ....................................................................................................... 14

Qualtrics.com Training and Assistance .................................................................................. 14

ITS Training 2 Qualtrics Intro

Qualtrics at WVU Qualtrics is a web-based survey tool that can be used to create online forms, questionnaires, and surveys. Using Qualtrics to create a survey is easy and fast, but it can also enable sophisticated survey composition and data analysis. Qualtrics is similar to other online survey building tools such as Simple Forms or SurveyMonkey. It can be used to collect research data, replace various paper forms for business or academic offices (e.g., suggestion forms, sign-up sheets), collect student feedback (but not for graded student work), and many other functions.

Qualtrics licenses may be purchased through ITS’ Software Licensing Information Center (SLIC) at the college or department level. Single-user licenses are also available, but see if your college or department already has licensing first. Once a license has been procured, you can create a Qualtrics account by logging in with your WVU MyID. Contact SLIC at [email protected] to learn more about licensing.

If you see the above message, you will need to click I don’t have a Qualtrics account and accept the user agreement before you can log in.

Navigating Qualtrics If you have used other web-based services before, Qualtrics will be familiar in its layout and interactions. If you are new to web-based software products, Qualtrics is easy to learn and navigate. Qualtrics uses a tabbed layout, similar to most web browsers, to separate parts of the survey-creation process. As you select how your survey will be laid out or what question types to include, Qualtrics’ context-driven menus will suggest examples of that item to help you make choices and design a better survey.

Log In to Qualtrics

1. Open your favorite browser, and navigate to wvu.Qualtrics.com. 2. Enter your WVU MyID username and password. 3. Click the Log In button.


http://it.wvu.edu/services/slic

http://it.wvu.edu/services/slic

mailto:[email protected]

My Surveys Tab After logging into Qualtrics.com, you will see the My Surveys tab, where you can view all your existing surveys with their status, number of responses, and links to many tasks that can be performed for any survey.

The My Surveys tab provides links to create a new survey, email a survey to participants, view survey results, or access the Message Center. The Message Center allows you to view messages from the Qualtrics team or department members who also use Qualtrics.

The main panel in the My Surveys tab view shows you a list of all surveys you have created or those shared by another Qualtrics user. To view a folder of surveys, click All Surveys to select a folder or a group of surveys one of your colleagues shared. To organize your surveys into folders to help you better track them, click the Manage Folders button.

Tasks Columns Edit: Opens the Edit Survey tab for this survey (same as clicking the survey name). Results: Takes user directly to the View Results tab for this survey to see each respondent’s answers or grouped data. Send: Opens the Distribute Survey tab where you can share the survey via several methods. View: Opens a preview of the survey as seen by respondents, in a new tab or window. Collaborate: Allows user to share the current survey with colleagues for editing, viewing results, copying to a new survey, or activating or distributing the survey. Copy: Creates a new survey using the current survey as a starting point. Translate: Allows user to send questions through Google’s translation matrix with a few clicks, enabling users to share surveys with participants anywhere. Delete: Deletes surveys from your list; you will be asked to verify before deletion.


Other Tabs Many options available on the main My Surveys page can also be accessed in a tab of their own. If you have not selected a survey to work with, clicking other tabs (except Create Survey) will prompt you to select an existing survey. If you have a survey open, clicking a tab will switch functions for that survey. For example, if you are editing a survey and click the Distribute Survey tab, Qualtrics will assume you want to distribute that survey.

Create Survey You can create a survey from the My Surveys tab by clicking the “Create Survey” button, but you can also go to the Quick Survey Builder by clicking the Create Survey tab.

Edit Survey Click the “Edit Survey” button to go directly to the editing screen for the survey you have selected in the list. If you haven’t selected a survey, you will be asked to do so.

Distribute Survey When you are ready to share your survey (or even allow a handful of others to preview it), you will publish it and obtain a link that can be shared by clicking the Distribute Survey tab. If you haven’t selected a survey, you will be asked to do so.

View Results The whole purpose of a survey is to collect data from participants! Whether the survey is used to gather opinions and user responses, replace paper forms, or even assess knowledge, you want to know how your participants answered your questions. The View Results tab will allow you to see the responses for each individual respondent or generate reports from the responses.

Library Click the Library tab to review your collection of surveys, blocks, questions, files, images, and messages available to import into a survey. If your department also uses Qualtrics, you can share library items.

Panels In the Panels tab, you can build and select mailing lists to distribute your survey.

Reporting The Reporting tab allows you to view, edit, and create reports from survey data.


Creating and Editing a Survey Creating a survey in Qualtrics is easy! Click a button to create a survey in seconds, and use the intuitive interface to insert any kind of question – from simple multiple choice to long-form responses, graphical questions, constant sum values, matrix tables, and more.

Adding Questions Now that you’ve created a blank survey, you are ready to begin composing questions. Qualtrics allows you to insert pre-formatted questions in a wide range of item types, from simple multiple choice to matrix tables, graphics hotspots, summation tables, and drill-down choice menus. Once you have chosen an item type, you can customize the text and formatting, even insert your own HTML or CSS for the question.

Item Types When you insert a new question (item) into your survey, you can select one of many item types and presentation styles. At the top of the Change Item Type menu is a drop-down list showing the various question types you can add. Mouse over any question type to see an example of that question type as well as an example of the sort of data that works best with this format.

After you select a question type from the Change Item Type drop-down, the menu will change to reflect the options available for the question type you selected. The context-driven menu will now ask you how many answer choices should be available, whether to present choices horizontally or vertically, whether participants can choose multiple answers, or what style and layout to use for this question.

Exercise 1: Create a Survey

1. Click either the Create Survey button just under the My Surveys tab, or the Create Survey tab next to it.

2. On the Create Survey screen, you will be asked to choose a method to create a survey. Click Quick Survey Builder – the big one.

3. Enter a Survey Name in the “Create a New Survey” box that appears. a. Example: Test Survey

4. Click the green Create Survey button to see your new blank survey.


Editing an Item After you create a new survey item or question, you will want to alter the text to include your own content. You can change the question’s formatting or answer choices by clicking the option to use the Rich Content Editor. The Rich Content Editor becomes available when a section of text is selected, and it allows you to use simple word-processor-style tools to select font, size, color, alignment, bullet lists, and other formatting options, including inserting images, files, tables, and links.

Editing a Survey Qualtrics has built-in options to customize the flow of your survey from the user’s perspective. For instance, if a “No” response to question 1 would make questions 2 and 3 irrelevant, a function called Skip Logic can direct them to the next relevant question without them ever seeing the questions that aren’t meaningful to them. Display logic similarly omits questions that aren’t needed based on other answers.

Display and Skip Logic Qualtrics allows you to incorporate logic into the path each user will take when completing your survey. If certain questions might not be applicable to some individuals, you can tell Qualtrics to skip to the next relevant question. To do so, click the gear icon (Advanced Questions Options) next to each irrelevant question to insert logic that will direct users to only the questions that apply to them.

Exercise 2: Add Some Questions

1. Click the green Create a New Item button to add a new question. • Note the Change Item Type menu that appears to the right of the

selected question. A new question will default to multiple choice. 2. Click the drop-down arrow to choose a different format or layout for your

item as needed. Mouse over options to see examples. 3. Click the question text to edit it, and use the Rich Content Editor to alter size,

alignment, and fonts. Click the answers to edit them, too. Hit Enter to add more responses to a question.

4. Click anywhere outside the question to set it and edit other items. 5. Add some more questions!

• Choose a different item type. • Use the Rich Content Editor to change the question’s color, font, or layout.


Clicking Add Display Logic will open a menu that allows you to show only certain questions to survey participants based on how they answer other questions. You can set multiple conditions by clicking the plus (+) button at the end of the row for the current condition so that, for example, question 5 displays only if the appropriate answers are selected for both questions 1 and 2.

Choosing Add Skip Logic inserts a dialog box into the question (only visible on your editing screen) that allows you to re-route the user to another question, or even another page, on the survey.

Required Questions On the item menu for each question is a Force Response checkbox with the options “Force response” and “Request Response.” If you choose to force a response, the user cannot proceed to the next page (or end) of the survey without answering the question. “Request response” will prompt a box asking them to answer it, but it can be ignored.

Content Validation options can also help you to gather more accurate data by checking the format of responses, such as when you ask for a respondent’s email address or phone number. First, click the Content Validation radio button to activate this feature for the selected question. Then, click the radio button next to the Content Type you will be requesting to have Qualtrics verify that it contains the right number of digits or the right type of characters (e.g., @ symbol) for the data requested.


Customizing Survey Presentation Look & Feel Your survey’s header, footer, and styling can be altered on the Look & Feel pane. Click the Look & Feel icon (rainbow palette) in the Edit Survey tab to select from a few saved WVU formats or create your own look and feel.

On this pane, you can edit various general appearance settings such as the Next and Back buttons, whether a progress bar will be displayed, or how many questions are shown per page. Options for each display can be selected from Qualtrics libraries or WVU-created libraries, or you may create your own.

You can also select the default font and size for the survey as a whole, although you can always change the font styling for individual questions in the Rich Content Editor. You can also choose styling for the text of the questions or answer choices separately.

Exercise 3: Look & Feel

1. Click the Look & Feel button at the top of your survey to see a preview of the fonts and colors. 2. Click the West Virginia University > link in the top left corner to see templates you can choose from.

a. Select West Virginia University New. 3. On the General tab, click the drop-down menus to select a different presentation for the buttons,

spacing, and transition. a. Choose a different NEXT button.

4. Click the Fonts tab to choose the survey’s default font. a. Click the drop-down to select Verdana.

5. Click the Colors tab to change the text and background colors. a. Choose any colors for the Question Text and Background.

6. Click the Advanced tab to see where you can add a survey header or footer. a. Type a survey title or introduction statement in the Header box.

7. Click Save at the bottom of the Look & Feel screen to save your changes.


Survey Options The “Survey Options” button on the Edit Survey tab provides some choices for how your survey is presented and what messages respondents will see when they complete it.

Survey Experience: The options in this section allow you to choose whether users will be allowed to navigate back and forward among pages of the survey, whether they can save their responses to finish the survey later, and whether question numbers or custom validation messages are displayed. This is also where you can change the Survey Title and the Meta Description that the web browser displays.

Survey Protection: The options in this section allow you to dictate who can access your survey. Can anyone take the survey? Is it restricted by invitation, password, or shared link on your website? You can also limit your survey’s availability by date range or prevent users from taking the survey more than once.

Survey Termination: The options in this section allow you to change the message displayed after users have completed your survey. Qualtrics generates a standard end-of-survey message, but you can customize the content and formatting or include a web address link in the message. Other options include automatically redirecting users to a web address, sending a thank you email, letting users see their answers, anonymizing the responses, and changing the message shown when the survey becomes inactive.

Advanced Options Scoring Options Qualtrics can score a respondent’s answers to survey questions for you! While Qualtrics is not used by WVU for academic records, it can be used to deliver knowledge assessments or other surveys that are not part of a course grade. For instance, a new user of WVU computer systems may obtain access to certain restricted systems by successfully answering quiz questions to show knowledge of protocols for that system, such as the MAP financial system.

Click the “Advanced Options” button on the Edit Survey screen to select “Scoring…” The Scoring editing screen allows you to select the correct answer for each question by clicking the desired answer.


Email Options Another useful tool on the Advanced Options menu is the “Email Triggers” option. Hover over Triggers > in the menu to choose “Email Triggers.”

There are a number of options that allow you to customize the email’s recipients, message, formatting, data (answers and/or questions), and time it will be sent. You can also make the email trigger conditional based on the response to a particular question, such as when you might want to notify the respondent’s department before access is granted to a new system.

Exercise 4: Email Triggers

1. Click on the Advanced Options button in the upper right corner of your survey. 2. Click Triggers, then click Email Triggers. 3. See that your email address is populated as the default To Email Address. 4. Enter Your Organization in the From Name field. 5. In the Message box, type the message you would want a recipient to see. Try

different font styles or insert a link or an image into your message. 6. Click the Add a Condition link at the top of the screen to see the option to select the

questions (and answers) on which this email will be dependent. a. Click Select Question, and pick one. b. Click Select Choice to pick the answer which will trigger this email.

7. Click Save Triggers at the bottom of the Triggers screen to save and close the screen. a. You can also click Add Another Trigger to set up additional email triggers.


Distributing a Survey Launching Your Survey Once you have created a survey design that works for your inquiry, you are ready to share your survey. When the first person submits a response, the survey will become locked to ensure that changes won’t be made accidentally while users are accessing a live survey. You can unlock the survey to modify it, if needed.

After launching your survey, it will be “active” and you will have to click to “unlock” the survey before you can edit it. When you view your My Surveys list, the active surveys will have a green checkmark in the Active column.

When you are ready to make your survey available to users, click to open/edit the survey. Then, click either the “Launch Survey” button (globe icon) or the Distribute Survey tab at the top of the screen.

Either choice will take you to the Distribute Survey tab, where you will be asked to activate the survey and produce a URL you can share with your group of respondents. On the Distribute Survey tab, you will find buttons at the top to assist you with ways to share the location of your survey.

Survey Link: Provides a URL you can use to add a link to your web page or email.

Email Survey: Helps you create an email in Qualtrics with the survey link embedded, and allows you to create mailing lists and select scheduled times to send emails.

Email History: Shows a detailed list of when your Qualtrics distribution emails have occurred or are scheduled to be sent.

Social Media: Provides a convenient form to post your survey to different social media sites/platforms.

In-Page Popup: An form that helps you generate JavaScript to paste into a website’s code. This will create a pop-up window with the survey when respondents click a link.


Survey Director: Allows you to use a single link to route users to multiple different surveys based on selected conditions.

Preview Survey: Generates a new window to let you view what the respondent will see on a standard or mobile web browser.

Reporting in Qualtrics Viewing and Generating Reports After some or all participants have completed the survey, you can view the results in an organized way to help you find patterns from the survey. Click the Reporting tab to see the auto and custom reporting options.

My Reports: Allows you to create and organize your own custom reports with the data gathered by your survey. Click “Create New Report” to design your own, and choose the questions and display format.

Edit Report: Allows you to edit an existing report, add or change text, and so on.

Responses: Takes you to the View Results tab where you can view a list of each survey response with unique response IDs, IP addresses, and the time each survey was started and ended. Click the Response ID link to view each respondent’s answers.

Download Data: Allows you to download a csv (comma separated values) file of survey responses for the questions and date range you select. Can be opened in most spreadsheet editors.

Survey Statistics – Offers a set of analyses that display graphical representations of patterns in your data. See a graph depicting start times, duration, start dates, completion percent, response rates per questions, and drop-out rates.

Email Reports: Allows you to schedule when reports will be emailed to chosen recipients, yourself, or others.

Exercise 5: Activate Your Survey

1. Make sure you are looking at the Edit Survey screen for your new survey. 2. Click the Launch Survey button at the top. 3. On the Distribute Survey tab, click the Activate Survey button (or link). 4. See the URL generated for your survey below!

a. You can now copy and paste the URL into any document.


Logging Out If you do not log out of Qualtrics when you are finished, you will be automatically logged out after a period of inactivity. To log out, click your name in the upper right and select Logout.

More Training Information Qualtrics.com Training and Assistance The Qualtrics website has a great selection of training documents and videos that will help you learn more about how to use Qualtrics. Click the yellow “Help and Tutorials” link at the top of the page to access Qualtrics University – the vendor’s site for training documents, tutorials, and recorded and live training sessions.

Qualtrics University has excellent help for almost any basic survey operation you will encounter. If you have questions about advanced survey building or inserting your own code, contact Qualtrics’ Support & Feedback team for assistance. You may also access the Qualtrics University site from a link on the ITS Training site by clicking “Qualtrics” on our Learning Resources page (it.wvu.edu/services/training/learning-resources).


http://it.wvu.edu/services/training/learning-resources

qualtrics - west virginia universitymapfiles.wvu.edu/test/qualtrics/qualtrics its training... ·...

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