Table of Contents
How Can I Get an Account?
Due to recent changes, students and employees are no longer automatically provisioned accounts. If you would like a Qualtrics account please fill out the Qualtrics Account Request Form.
Previous Student or Employee cannot access Qualtrics Account
BYU provides Qualtrics accounts for anyone with an active role at BYU. When that person leaves BYU, and the active role gets removed, they will lose access immediately or overnight.
This policy was previously not enforced at BYU, but has now started to be enforced.
The only exception to this policy is if the person, after leaving BYU, becomes a BYU affiliated researcher. Access to BYU related Qualtrics only lasts for the duration of the project in that case.
It is important to note that the Qualtrics accounts are not deleted, but are disabled.
If you need data from your now-disabled account, the Technology Support Center (801-422-4000 or it@byu.edu) can email the engineers for Qualtrics to re-enable the account. Once the account is enabled, you will be able to download your information to your computer, another survey site, or transfer the surveys to another non-BYU affiliated Qualtrics account. Once you have the information you wanted to transfer, the BYU-Affiliated account will then be disabled once more.
Qualtrics Surveys
Qualtrics online surveys are available free of charge to BYU faculty, students, and employees. By current practice, Qualtrics account are linked to net ID, thus there is one account per net ID.
Support for the Qualtrics Mobile Offline App is available to faculty upon request. Student usage must be approved by a faculty member and requested for a student by a faculty member. Questions regarding creating surveys and survey options should be directed to Qualtrics Support. Questions regarding account creation, merging accounts, transferring accounts from another Qualtrics domain, and transferring surveys should be directed to Technology Support Center (801-422-4000 or it@byu.edu). Contact them to request this feature.
Creating a Survey
- Create a survey from scratch.
- Copy an already-existing survey.
- Create a survey using a template from the Survey Library.
Instructions on all three of these methods can be found at Creating a Survey: Qualtrics.
Survey Questions
Questions Change Based on Day of the Week
A user might want to have the questions of a Qualtrics survey change based on the day of the week. There was no such feature, but they can use a workaround from the survey flow, by simply asking what day of the week it was.
For example, start the survey: Question 1 : "What day of the week is it?" And then, in Survey Flow create a Branch point based on the answer. If Sunday is selected, show Block C. If Monday is selected show Block E. Etc.
Distributing a Survey
How to Distribute a Survey
All surveys created in Qualtrics are inactive by default, so no one tries to take the survey while it is incomplete. Once the survey is complete, users can follow the steps below to deploy their survey.
- Click Publish.
- After publishing you will be presented with a message to let you know the survey has been activated and with a survey link.
Surveys Getting Sent to Spam by Accident
The new DKIM authentication protocol can sometimes cause surveys to get sent into spam if not formatted correctly.
In order for the DKIM authentication protocol to work for you and ensure maximum deliverability, your surveys must come "from" an address that includes @surveys.byu.edu or the default email address.
If you are currently using custom addresses in your surveys rather than the default [noreply@qemailserver.com], you will want to note the required change. For example, if my surveys are coming from testing@byu.edu, then after February 1, I will want to change the "From" address to testing@surveys.byu.edu. This allows email providers to recognize the survey emails as having been sent from BYU and not flag them as spam. The reply-to address can remain customized and will not present deliverability problems. In the case of our example above, if I have a custom reply-to address testing@byu.edu I will not have to change that. There are screenshots at the end of this email if you would like more specifics about customizing.
If you send your surveys from the generic default email Qualtrics provides (meaning you did not specify a "from" address for your survey), you will not have to adjust anything.
Distribution Email Bouncing
Some users distribute their surveys to the desired group or individual(s) through the email feature found in “Distributions.” Here they can compose an email with the survey link to the desired contact list.
Sometimes, a survey distribution email can bounce if the user has an alias or their BYU internal email was deactivated upon graduation. To work around this issue, have the distributor add the netid@student.byu.edu email instead of the the netid@byu.edu. If the distributor needs help finding it, they can go to their survey→ Distributions → Email and then send it to the appropriate user, as shown below. If they still need assistance, a Software Tier 2 member can help.
"Outbound Survey Limit Has Been Exceeded" Error When Distributing Surveys
Recently, a Qualtrics policy changed to regulate the from-email domain/address when people send out surveys. If the user is getting “your outbound survey limit has been exceeded,” and their survey outbound limit has not been reached (a software Tier 2 member can check that), have them change the from-email to use the domain @survey.byu.edu instead of @byu.edu. Sometimes the system will default to "noreply@qemailserver.com"; this is also acceptable.
To check/update the from-email:
- Open a current survey.
- Go to Distributions.
- Go to "Compose Email".
- Edit the email in the "From" field.
Add the following point to the Qualtrics Tier 2 KB under the section “Increase Qualtrics survey outbound limit or response limit”.
- Note: Please do not give unlimited outbound email limit or response limit. Before granting the request to increase the limit, inquire what the purpose of the increase is and grant the increase on a case-by-case basis. Generally, only grant the increase for BYU-related reasons (school or work).
Survey Print/Import/Export
A Qualtrics survey can be exported as a .qsf or a .docx file. Additional options under this selection are to print or import.
How to Export
- While in a survey, select Tools.
- From the dropdown select Import/Export.
- Another dropdown will appear with options shown in the option below.
Survey Copy
Downloading Survey Data
Download the data from a survey
- Navigate to the Data & Analysis tab when you are viewing the survey you would like data from.
- Click on the Export & Import option.
- Select Export.
- Select the desired File Format from the presented tabs. Note: By selecting 'More Options' in the bottom left of the pop up, more options can be selected, such as compressing the data, using comma, removing line breaks etc.
- Click Download.
Send out Invites and Reminders
This link will walk you through how to send out invitation or reminder reminder emails to take the survey.
SMS Rights in Qualtrics
There are 2 options for for SMS rights in Qualtrics. They are Use SMS Distributions, and Use SMS Access Codes.
SMS Distribution is no longer provided by OIT and we cannot enable SMS distribution for any Qualtrics user through a third-party program (such as WhatsApp, etc.) OR directly through SMS credits.
If the user insists on setting up a distribution service through a third party, they must have their department:
- Contact and pay for the service.
- Follow instructions from the specific service developer to enable the bridge between Qualtrics and the other service.
Qualtrics Integrations
Dynata
Dynata is a third-party data analysis service that can be integrated with Qualtrics survey data. BYU does not have a Dynata subscription, but some departments utilize Dynata for their own research or marketing purposes.
As of April 2024, this PDF contains detailed steps for how to set up embedded data fields within the survey flow to export survey information to Dynata. If information beyond what is listed in this PDF is required, you can consult the Dynata support pages at this link or have the user reach out to Dynata's customer support number at 1-866-360-9678.