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Collaborating on (AKA sharing) a project in Qualtrics is necessary if 2 or more users will both need to edit the questions or settings of a survey. If collaborative editing is not necessary, there are several alternative ways to share a survey or the results of a survey with others.
Collaborating Inside Your Organization
Faculty/Staff --> Faculty/Staff or Student-->Student
Framingham State faculty and staff are part of the same organization (or "Brand") in Qualtrics. (See Qualtrics Access for Faculty and Staff)
Framingham State students are part technically part of a different organization. (See Qualtrics access for students)
The following instructions refer to collaboration within your organization, so either Faculty/Staff --> Faculty/Staff or Student-->Student:
It is very simple to collaborate with users in your organization. Once you have built your survey, within the project’s Survey tab, click Tools, then select Collaborate. Type the user's name or email address into the search bar. If the user has a Qualtrics account within this organization, you will see them listed. Click Add Selected, then you will be given the opportunity to write an optional message to them. This message will be included in an email notification. Click Invite. Once users have been invited to collaborate on a project, the collaborators receive an email notifying them, and they will be able to see it listed in their Shared with me folder the next time they log in.
Note: Even if a user is part of your organization, they will not appear to have a Qualtrics account if they have never logged into Qualtrics before. If you do not see your collaborator listed, even though you know they are in your organization, just put in their full email address and invite them. They will receive the email notification, and their account will be created upon logging in for the first time.
See the Following User Guides from Qualtrics for more information:
Collaborating Inside Your Organization
Accessing Shared Surveys
Collaborating Outside Your Organization
Faculty/Staff <--->Student
If it is necessary for faculty and student(s) to edit a survey together, they must collaborate outside their organization. This is also true if you wish to collaborate with a individual at another institution.
The instructions are for sharing are similar: Once you have built your survey, within the project’s Survey tab, click Tools, then select Collaborate. Type email address into the search bar (they will not appear in the search) and just click Add Selected. You will be given the opportunity to write an optional message to them. This message will be included in an email notification. Click Invite.
The collaborator will receive an email with a collaboration code. The collaborator will then log in to their Qualtrics account. The should then navigate to Projects and select the Shared with Me. At the top right of the Shared with Me page, click Enter Collaboration Code, then enter the code in the pop-up window. Now the survey will appear in their Shared with Me folder. See attached pdf for screenshots.
Note: You will need to have at least one project already in your account to see the Shared with me folder.
See the Following User Guides from Qualtrics for more information:
Collaborating Outside Your Organization
Accessing Shared Surveys
Alternatives to Collaboration
In many cases, collaboration is not necessary. If you simply want to view the questions of a survey, or the results, but not edit them in any way, there are a few simpler and more secure options:
- View Survey: Share preview link
- View Survey Questions: Export Survey as a Word Document. This could be a useful option if you have asked your students to create a Qualtrics survey and you would like them to submit the questions for feedback and grading through Canvas.
- View Results: Export Response Data. If your collaborator has completed a survey, and the two of you would like to work together on analyzing the results, perhaps using a third-party tool such as SPSS or Excel, this is the easiest way to do this. The original response data will remain secure and unchanged in the collaborator's account.
- View Results: Public Reports. You can publish a report to the web. Your associates won’t need to have a Qualtrics account to view the reports; they’ll just need the link you provide. The report will update whenever new responses come in. You can also password protect this web page.