Qualtrics - Groups


Introduction

Qualtrics groups allow two or more users to share survey templates, panels, messages, and graphics libraries on a brand. Groups cannot be designated as survey owners, though surveys can be shared with a group. Group content is only available to members of the group and the group will only appear in the various menus to members.  

Table of Contents

 

NOTE: By default, only a member of a group can share a survey with that group. The settings of a group can be be changed to allow anyone on the brand to share surveys with that group, but that setting also allows any user to access the libraries of that group.

 

Group Creation and Management

Group creation and management access is only available to brand administrators. Groups cannot have owners, only members. Individuals must have Qualtrics accounts on the same brand as the group in order to be added to a group. When more members need to be added to an existing group, a brand administrator will need make the change.

To have a new group created or an existing group modified, send a email to umhs-qualtrics@umich.edu with the name to use for the group as well as the full name and Qualtrics username of the person(s) who should be members.

 

Member Permissions

To change the permissions assigned to a specific group member, send a email to umhs-qualtrics@umich.edu with the name of the group, the full name of the member to be changed, and the specific permissions that should be changed.

 

Sharing a Survey with a Group

See the Qualtrics - Collaboration and Sharing article for instructions.

 

Sharing a Contact List with a Group

Like surveys, contact lists can be shared with a group, but not to transferred to a group.  Contact lists must be owned by a user account.

  1. To access contact lists, towards the upper left corner to the right of the XM logo, click the Main Menu button and select Directories.
  2. On the left side of the window, select the Lists tab and, under it, the Lists option.  Immediately to the right, a list of folders will appear: first Your folders and then a list of Shared folders.  The shared folders will have the same name is their associated group.
  3. Under Your folders, select the folder containing the list to be copied.
  4. Locate the list to share. On its far right, click its ... (More) button and select its Share option.  (The content will be shared but the original remains in the current user library.)
  5. In the new pop-up, select the destination shared folder (group) and click the Continue button. In the pop-up, click the Share button to continue.  The list will be shared with the group folder.
    • Since the current user created the list, only that user can delete or un-share the list.
    • Everyone in the group will be able to view the list. Depending on the group settings, some members may be able to edit the list as well. To change these settings, send a email to umhs-qualtrics@umich.edu with the name of the group for assistance.

 

Group Library Basics

To access a group library, towards the upper left corner to the right of the XM logo, click the Main Menu button and select Library.

The left side of the window will display the list of libraries available to the current user account. The current Library is identified in blue text and its contents will be display to the right of the list. Selecting another library will update the content list with that of the selected library.

The Qualtrics (vendor) library is presented first and followed by the list of group libraries available to the current user account. The user account library is listed last.

nav_library.png

On the right side of the window, above the list of library content, a dropdown menu allows filtering the content by Resource Type:

  • Questions houses individual questions, allowing them to be used in multiple surveys
  • Blocks houses blocks of questions, allowing them to be used in multiple surveys
  • Surveys houses survey templates and reference surveys. (The library is not where surveys are created and data is collected.)
  • Messages houses custom messages created for use with surveys
  • Graphics houses uploaded image files for use with multiple surveys
  • Files houses uploaded non-image files for use with multiple surveys
Contact lists can also be owned by a group, but are stored separately; click the Main Menu button and select Directories instead of Library.  The basics are otherwise the same as with libraries.

 

The Surveys library does not house surveys.  The Surveys library is used for survey templates and reference surveys, not where surveys are created and collect data.

  • Projects displays all surveys accessible by the current user account and is where surveys can be created and edited in preparation for data collection.
  • The Surveys library stores copies of surveys to reference or to use as templates for future surveys.

 

Transferring Content to a Group Library

If the current and new owners are members of the same Qualtrics group, the current owner can copy content into the appropriate group library.  Content in group libraries are available to all members of that group and any member of the group can copy content from the group library into their personal library, if desired.

  1. After logging into Qualtrics, the Home screen will load.
  2. Navigate to the appropriate content screen.  Towards the upper left corner, click the Main Menu button, click the Library option, and then select the library containing the content to transfer.
  3. Locate the content to transfer. On its far right, click its ... (Actions) button and select its Copy option.  (The content will be copied to/from the group library and the original remains available in the library.)
  4. In the new pop-up, use the dropdown to select the destination library, which can be a group library or the library of the current user.  A specific folder in the destination library can subsequently be selected.  Click the Copy button.  The content will be copied into the appropriate destination library.