Qualtrics - Accounts


Introduction

Different instances of Qualtrics are called "brands" and there are multiple brands at the university.  Users can generally create their own accounts on the brands at the university.  Accounts should ideally be created on the same brand as used by other members of the department.

New users who do not have an account created after successful authentication should submit a request to umhs-qualtrics@umich.edu for assistance.

  

Topics

 

If you have a Qualtrics account on a different brand using the same email address, the account can be moved to a U-M brand. However, depending on their backlog, Qualtrics Support may not be able to move the account for up to a couple of weeks. If your account does not have any active surveys (i.e., surveys collecting responses), creating a new account on the appropriate U-M brand and moving the surveys (and their data) from the original account to the new account is typically a faster process.

 

Creating an Account

Accounts are automatically created on the Michigan Medicine and University Wide brands upon initial authentication.

  1. Launch a web browser and go to the appropriate brand:
  2. Authenticate with a U-M username and U-M password.
  3. Provide the code to complete the Okta Verify authorization. The main Qualtrics interface will load into the browser window.
  4. When the Terms of Service pop-up appears, click the I accept button.
  5. A Research Core pop-up will display to allow the immediate creation of a survey (also called a "project").  To access the main Projects screen without creating a survey, click Cancel.

 

Qualtrics Documentation and Support

After logging in to Qualtrics, in the upper right corner, click the  button:

  • Click the SUPPORT SITE button to access the Qualtrics documentation library, which provides an extensive documentation that covers every aspect of using Qualtrics.
  • Click the CONTACT SUPPORT button to submit an issue directly to Qualtrics Support. The Qualtrics - Assistance from Qualtrics Support article provides an alternate contact method and outlines what to expect when contacting Qualtrics Support.

Prior to contacting Qualtrics Support, you can submit UM-related and basic usage questions to umhs-qualtrics@umich.edu.

 

Moving an Account to a U-M Brand

If you have a Qualtrics account on a different brand using the same email address, Qualtrics will not allow you to create another account. An account can be shifted from the current brand to a different brand (the destination brand) by submitting a move request to Qualtrics Support. Qualtrics Support requires these requests to originate from the account-holder.

Should the account be moved or should its content be transferred to another account?

  • If the surveys under the account have started to collect data and the same survey links should be retained without pausing data collection, then see the Qualtrics - Accounts#User Move Process section below.
  • If the surveys under the account have not started to collect data, and the account to be moved just has inactive surveys, then see the Qualtrics - Transfer Survey Between Brands article.
  • If the surveys under the account have collected data in the past and will NOT be reopened to collect additional responses, then see the Qualtrics - Transfer Survey Between Brands article to transfer the surveys and data to the new account.
  • If the account is empty or should just be deleted so the email address can be used for a different account, contact Qualtrics Support (800-340-9194) and ask for the account to be removed.  The process only takes a couple of minutes and the representative will confirm when the address is available for use with a new account.

 

Considerations

User moves generally take 2-4 weeks to complete after being filed with Qualtrics Support, but you will have access to the accounts in the meantime. More information about the user move process can be found here. If you'd like to do a user move, please be aware of the following: 

  • You will lose your contacts unless you export them. 
  • Any surveys that were shared with you or that you shared will be unshared during the move. To get access, the projects will need to be re-shared after the user move is complete. 
  • Any speciality products, such as 360, EE, CX Dashboards, and SMS distributions will not transfer to your new account. 
  • Any API integrations you've set up will likely need to be reformatted. 
  • Any text topics from Text iQ will not transfer to your new account. If you'd like to keep your text topics, you will need to export your topics from your old account and import them into your new account. 
  • Survey reports do not transfer in a user move.  
  • Any surveys that are open will need to be closed before we can complete the move, since active survey links do not transfer and can lead to respondents encountering errors during the move. 
  • You may only keep one account library (including graphics, messages, files, and surveys in your library). If you want to do a user move, please let us know which account library you'd like to keep. 

 

User Move Process

Qualtrics Support no longer supports moving an account (and its contents) from one brand to another.

  • If your account does not have any active surveys (i.e., surveys collecting responses), create a new account on the Michigan Medicine brand and move the surveys (and their data) from the original account to the new account.
  • If your account has active surveys, you will need to maintain the account until those surveys are closed.

 

Accounts for non-UM Individuals

The terms of the U-M contract with Qualtrics state that its Qualtrics environments should be used only for university business.  Non-UM individuals working in conjunction with U-M personnel can obtain temporary access through MCommunity sponsorships.

NOTE: U-M standard computing services cannot be authorized for Friend account access. Individuals requiring access to U-M computing services for university purposes but who are not faculty, staff, or students can be sponsored by their department or unit for affiliate access.

 

Group and Shared Credential Accounts

In order to align with U-M IT security policies, HITS changed the username/password requirements for accessing the Michigan Medicine brand of Qualtrics on Wednesday, September 4, 2019. Qualtrics usernames based on group distribution email addresses, which do not have U-M credentials, were effectively, and intentionally, made inaccessible as an effect of this transition.

For existing accounts:

  • If an appropriate owner for the content does not have a personal account or has an account with little to no content, HITS recommends deactivating that personal account (after transferring any data) and then renaming the "group" account to that uniqname. This option would provide the new owner with immediate access to the content under the account.
  • Otherwise, to access the content associated with the "group" account, HITS would have to transfer surveys (and the response data) owned by the "group" account to a user account. Active surveys can be transferred with no interruption, but surveys must be owned by an individual.

To simplify the granting of access to the surveys and other content owned by the "group" account, HITS recommends the creation and population of a Qualtrics group. Survey owners can then share the surveys with the new Qualtrics group.