Share a Qualtrics Survey
- Cassandra Rinker
- Jessica Steele
As a survey owner, you can share a survey project with another Qualtrics account holder, either at WVU or at another institution. You can control what access the other person has to the project: edit, reports, copy, activate, and distribute. The other account holder cannot delete the shared survey and cannot share the survey with others. You can also choose to share one or more of your surveys with a Qualtrics group that you belong to. You can share a survey project with one or more groups and with multiple individual accounts as needed. If a survey has been shared with you, you cannot share it with others.
If you are leaving WVU, please submit an ITS request and request the transfer of your survey projects to others for their continued access to the survey/online form and its results. Shared surveys are not copied into the other person's account and will disappear once your account is deleted.
Before you begin
If you plan to share a survey with an individual, verify that person has a Qualtrics account by asking or by submitting an ITS request. You can also look for the person's account in the User and Group Address Book accessible from the Collaborate command within Qualtrics.
If you plan to share your survey with an external (non-WVU) individual, that person must have a Qualtrics account that allows them to collaborate outside their institution. Make sure you have the exact email address that is associated with that person's Qualtrics account.
If you plan to share a survey with a group, make sure the group already exists and that you are a group member. Go to the Library page and click on your name in the upper left corner to view your groups. When you share a survey with a group, everyone in the group will have the same access privileges. You can request to have accounts added to the group or deleted from the group to control team members' access. Be judicious about sharing surveys and results with your entire college or unit division as you may be sharing the survey with more individuals than you realize.
Steps to share a survey project
Log into wvu.ca1.qualtrics.com and find the survey project you wish to share.
Click on the Actions button at the far right of the survey name and choose Collaborate from the drop-down list. Alternatively, you can click on the Collaborate command under the Tools menu (under the Survey tab) while you are editing a survey project.
If the Collaborate command is grayed out and not selectable, you are not the survey owner and cannot share this survey with others.
You will be prompted to select whom you wish to share with:
Select the account or group you wish to share your survey with using one of these methods:
WVU accounts: Enter the other person's last name, their WVU Login username, or their first and last names in the box. Select from the list of results.
WVU accounts and groups: Click on the link to the User and Group Address Book, search for the name or username and select the account from the search results. Groups that you have access to are listed at the top of the address book - click on a group name to select it.
Qualtrics account holder at another institution (external collaboration): Enter the other person's email address in the box - use the email address that is associated with this person's Qualtrics account.
Warning: Do not enter an email address to share a survey with WVU account holders.
Click on the blue Add button (or the green Add Selected button if you used the address book).
If you are sharing a survey project with an individual, you will be prompted to compose a short email invitation. When you are done, click on OK.
Check one or more boxes to determine how much access the other user or group will have to your survey. Refer to the list of access levels below for more details.
Click on the green Save button.
The person/people you shared the survey with will receive an email notification. If they were logged into Qualtrics when you shared the survey, they will need to logout and login again in order to access the shared survey. If they prefer to remain logged in, they can click on the avatar in the upper right corner and choose Refresh Account.
You can return to the Collaborate command at any time to share the survey with additional accounts or to remove sharing. Click on the small round button at the far right next to a person's or group name and click on Save to remove sharing with that account.
Access Levels
If you share a survey with others, here are what the various access levels permit them to do. You can click on the word "details" next to a check box to be even more granular in granting access:
Edit: modify the survey questions and response choices, add or delete questions, modify survey appearance, and change survey settings.
View Reports: view results, view summary reports, download response data, create new columns in the data table, delete responses.
Activate/Deactivate: control when a survey is open and closed.
Copy: make a copy of the survey (but not its results) in their own accounts.
Distribute: create an anonymous link or send email invitations to complete the survey.
References