Qualtrics Training

Helpful Tips

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Qualtrics is TSU's form and survey system. Employees may create online forms and surveys in Qualtrics.

***ALWAYS remember to use your Department's email address for logging into Qualtrics! Because if you use your own email address & password, if you should leave the university, the department wouldn't be able to access any of their forms!

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Get More Familiar with Qualtrics

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(requires a Qualtrics account/login; If you don't yet have one, you may set up one here.)

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How to Edit a Survey/Form

LOGIN TO QUALTRICS
Click 鈥淎ccess鈥� button at top of TSU website & find Qualtrics button on the page to bring up Qualtrics login page.
(notice that if you鈥檝e forgotten your password, there is an option to RESET it)

On the left-hand panel, click the form/survey that you want to edit...and it will appear on the right.
OR
Click "Create New Project" to create a new form/survey.

TO CHANGE TEXT:
Simply click each question and change any text that you need to change. Or click the question and alters its settings on the left. Qualtrics auto-saves everything鈥�.so no need to click a 鈥淪AVE鈥� button.

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Qualtrics Help

Qualtrics has excellent help online 鈥�

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How to Add An Additional Employee to Receive the Emails Each Time a Form is Submitted

Login to Qualtrics:
(If you don鈥檛 know your password, click 鈥淔orgot my password鈥� & let it email you & reset it.)

  1. Up in the top menu, click 鈥淲orkflows鈥�
  2. In the listing, click 鈥淓mail TSU Employees鈥�
  3. Click 鈥淪end an email鈥�
  4. Being sure to not change any of the other fields, in the first field for 鈥淭o:鈥�. After the existing email address(es), put a comma and then type the new person's email address. (Be sure not to put a comma behind it鈥ecause you first want to test it out to see if you & the new person both receive an email when you test the form again.)
  5. Go & test your form to ensure that what you setup is working.

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How to View Form Submissions

Login here:
(If you don鈥檛 know your password, click 鈥淔orgot my password鈥� and let it email you to reset it.)

After you login:

  1. On the left-hand side, find the online form you are interested in...and click it.
  2. Up in the top menu, click 鈥淒ata & Analysis鈥�.
  3. On the right, click 鈥淓xport & Import鈥濃�nd choose 鈥淓xport鈥� in the dropdown.
  4. At the top, click 鈥淓xcel鈥�
  5. Then click the 鈥淒ownload鈥� button
  6. After it finishes processing, click 鈥淒ownload鈥� to download it to your PC鈥檚 鈥淒ownloads鈥� folder.
  7. Then, go to the Downloads folder on your PC and open the file it placed there.
  8. When you open the Excel spreadsheet, you鈥檒l want to scroll down to see all the submissions. And notice that since this is a spreadsheet, you can sort applicants by last name鈥�.or by the date they submitted their application, etc.

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Other Helps

TO CHANGE FORM ELEMENTS, ETC.

Then, after making changes to your form, outside of Qualtrics, go to where your LIVE form/survey is鈥nd pull it up in a browser鈥�.refresh your browser鈥�.and see if your changes are evident on the form.

EDIT CONFIRMATION (Thank you) MESSAGE FOR WHEN PERSON SUBMITS FORM听

  • Click icon on far left for 鈥淪urvey options鈥�
  • Click 鈥淧ost-Survey鈥�
  • Click 鈥淪end a thank you email鈥�. Choose a different message鈥r make a new one.

EDIT EMAIL THAT IS SENT TO FORM SUBMITTER

  • Click icon on far left for 鈥淪urvey options鈥�
  • Click 鈥淧ost-Survey鈥�
  • Click 鈥淢anage email triggers鈥�.
  • Click 鈥淓dit triggers鈥�
  • Click the trigger you want to alter
  • Do your editing, being sure to save

EDIT EMAIL THAT IS SENT TO TSU DEPARTMENT

Click 鈥淲orkflows鈥� in top menu

Do you see a workflow listed?

IF SO , click it (click the actual Workflow name) to go into it to look at it. Click 鈥淪end an email鈥濃�nd see what email address is in the 鈥淭O鈥� field. You generally want that to be a group email address (like benefits@tnstate.edu in your case) rather than an individual鈥檚 email address. And set it up to be similar to this with all the other fields 鈥�

Workflow - Email Task

IF NOT, then you鈥檒l want to set one up. Qualtrics changed how they handle email notifications. I learned that the hard way鈥/c I rely on Qualtrics forms for my daily work as well.

Just follow their clear instructions here to add a new workflow (being sure to skip step# 4):
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EDIT LOOK & FEEL

Click icon (paint-roller) on far left for 鈥淟ook and feel鈥�.听Choose to alter the various items you want to alter.

HOW TO EXPORT FORM SUBMISSIONS (DATA)

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Transfer Ownership of Form/Survey

If you are the Owner of a TSU Qualtrics survey or form and wish to transfer ownership to another UofM Qualtrics account, you must听 听 contact TSU Institutional Research (who are administrators of the TSU Qualtrics system) at听 ir@tnstate.edu 听 .

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Qualtrics Support & How-to

How to edit a link on a survey听鈥斕� View video>>

Qualtrics has tons of excellent online help听鈥斕�

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