QUALTRICS 101 - SHARING YOUR SURVEY OR COLLABORATING

This is a transcript of this video. Please consider this page as a work in progress. My intention is to update this with updated screenshots, to reflect the newer interface, and add some more relevant information. If you have suggestions, please let me know.

Video X – Sharing Surveys or Collaborating

Summary of Topics Covered:

• Sharing surveys with collaborators

• Accepting survey collaboration

• Special considerations for university settings

• Managing survey ownership and permissions

Script:

Hi everybody, I’m Dr. Alex Russell from the Experimental Gambling Research Lab at CQUniversity Australia. Today, I’m going to talk about sharing surveys in Qualtrics. Whether you want to share a survey with a collaborator or a supervisor, I’ll show you how to do it and how to accept collaboration as well. I’ll also discuss some special considerations for those working within an organization like a university. Let’s get into it!

Here’s a survey I’ve started for demonstration purposes. It’s important to note that the person who starts the survey is the survey owner. Even if you collaborate with others later, the original creator remains the owner. This is crucial because only the owner can further collaborate the survey. For example, in a student-supervisor relationship, if a student creates a survey, the supervisor can’t share it with others unless they own the survey. Therefore, if you have a research assistant helping you, you might want to start the survey yourself and then collaborate with them for editing and programming.

If you need to transfer survey ownership, only brand admins can do that. At CQUniversity, I’m a brand admin, so I can help with transferring ownership. If you’re at another institution, you’ll need to contact your brand admin.

To collaborate on a survey, go to the Tools menu and select Collaborate. If this option is greyed out, it means you’re not the owner. If it’s active, you can click it to open the sharing box, where you can see who the survey is shared with and their permissions.

To share a survey, you can enter the collaborator’s email address. For organizations with SSO (Single Sign-On) like CQUniversity, it’s better to use the internal SSO user account rather than an email address. This method avoids the need for collaboration codes and simplifies access. However, the person must have logged into Qualtrics at least once to have an SSO account set up.

When sharing with an email address, enter the address and optionally include a message. You can also set permissions for the collaborator, such as editing the survey, viewing reports, activating/deactivating the survey, and making a copy. By default, collaborators have limited rights, so adjust these settings as needed.

After sharing, the collaborator will receive an email with a collaboration code. To accept the collaboration, they need to click on the “Shared with Me” menu on the left side of their projects page and then enter the collaboration code in the “Accept Collaboration” box.

If you’re using SSO, search for the collaborator’s SSO user account instead of their email address. This method grants immediate access without needing a collaboration code.

If a collaborator has left the organization, you may need to make a copy of the survey. Click on the three dots next to the project name and select “Copy Project”. This action makes you the owner of the copy, allowing you to collaborate further.

For student-supervisor collaborations, ensure that surveys are shared appropriately. Supervisors should be added as collaborators to maintain access. If necessary, ownership can be transferred by a brand admin, but this requires appropriate authorization and may depend on ethics clearance.

To recap, the survey owner controls collaboration. Collaborators can be added via email or SSO accounts, with the latter being preferable for internal sharing. If you receive a survey, use the “Shared with Me” menu to accept collaboration. Only the survey owner can extend collaboration, so consider ownership carefully when starting a survey.

As always, feel free to like, subscribe, and share this channel. If you have any questions, leave them in the comments below. I’m happy to help.

Cheers, and talk to you soon!