Getting started with Qualtrics

Tags Surveys

Table of Contents

Starting a Qualtrics project

To learn more about what you can do with Qualtrics, start with the following vendor resources: 

  • Project Basic Overview: Overview of how to make, collaborate on, and distribute projects, including surveys 

  • Survey Basic Overview: an overview of how to create survey questions and what you can get a survey to do 

  • Qualtrics Support: Qualtrics' centralized website with help articles, on-demand training, and community support

  • On-Demand Training - The XM Basecamp provides free self-paced courses.
    Step 1: Access the XM Basecamp.
    Step 2: Select Log in.
    Step 3: Select sign in with SSO.
    Step 4: Enter "OHIO" for the organization ID and select continue.

Moving surveys or data from other tools

Most survey providers do not support exporting existing survey questions. If you have a survey hosted with a provider like Survey Monkey, you will need to recreate that survey manually in Qualtrics. You can speed this process up by using copy and paste functions to transfer your survey question and answer text.

To move survey response data from another provider to Qualtrics, follow your provider's directions to download the results to your hard drive and then upload them to your new Qualtrics account. Learn more about uploading data to Qualtrics.

Collaborating on Qualtrics projects

Qualtrics distinguishes between people who have an active OHIO Qualtrics account and those who do not when you invite them to collaborate on a survey.  

Active OHIO Users

If you share a survey with someone who has an active OHIO Qualtrics account, their name will appear in the search results drop-down menu as you type their email address into the Add dialog. Select the name of the person you intend to share the survey with. Choosing their name from the list and clicking Add will cause your shared survey to appear in their My Surveys tab the next time they log in to Qualtrics. If you do not select their name before clicking Add, your recipient will be treated as an external user. 

External users and OHIO users who have not activated their Qualtrics account

If you share a survey with someone who does not have an active OHIO Qualtrics account, then Qualtrics will send that person an email invitation with a collaboration code. Currently, email invitations include an incorrect login URL. Qualtrics is aware of this issue and is working on resolving it. In the meantime, OHIO users can activate their account at and then follow the remaining instructions in their email invitation. Non-OHIO users may receive a code not found error when they try to activate. The recipient will need to enter that collaboration code before your survey will be visible to them. The following recipients are treated as external users: 

  • Anyone with a non-OHIO email address 

  • Current OHIO faculty, staff, or student who have not activated their OHIO Qualtrics account 

  • Active OHIO Qualtrics users if you type that person's full email address and click Add without first selecting their name from the drop-down list

Changing ownership for a survey

It is possible to transfer ownership of a survey. The procedure for requesting a transfer differs based on the current owner's status in the OHIO community. 

Owner is a current OHIO user: 

  1. Make sure the new owner has logged in to Qualtrics at least once so they are considered an active user.

  1. The current survey owner should contact the IT Service Desk to submit a request with the following information: 

  • OHIO ID of the current owner

  • OHIO ID of the new owner 

  • Title of the survey to be transferred 

Owner has or will be separated from the university: 

The survey owner's manager (or equivalent) should complete the Request for IT Resources form and submit it to the department's HR Liaison, who will guide the request through established channels. 

Increasing your weekly email sending limit

By default, OHIO Qualtrics limits you to sending a maximum of 5000 survey invitation emails per week.  If you are building a survey that is likely to require more than 5000 invitations, contact the IT Service Desk to request an increase a few weeks prior and provide the following information for us to work with the vendor on increasing the threshold:

  • Description of the project(s) being run
  • Description of who is being surveyed
  • Is the limit required for a one-time project, or is the limit required multiple times per year?

Customizing survey header and footer text

Qualtrics lets you add custom text to the top and bottom of the generic OHIO survey template.  This is an easy way to add your department or research project's name and contact information for surveys you create. 

  1. To add header or footer text to a survey, click the Look and feel button (paint roller icon in the left-side menu)

  2. Select General at the top of the list and type the desired text into the Header and/or Footer fields. 

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Article ID: 143
Tue 3/22/22 3:02 PM
Mon 4/29/24 1:49 PM