Qualtrics - Can we have shared accounts in Qualtrics?

NDSU does not allow departments to share a single account. For security, we use the CAS system to sign into Qualtrics.

    Why can't we use shared accounts instead of personal ones?

    Accounts for each user are more secure than a department or group signal account.  For security, we use the CAS system to sign into Qualtrics.   

    Rather than having students create the surveys, perhaps the full-time staff or the researcher should own the survey and collaborate with the students or other personnel.  The owner can create the name of the survey and grant the rights to the person to create the rest of the survey.  

     

      Collaboration

      With the survey open

      1. Tools
      2. Collaborate
      3. Can search by start typing name or use User and Group Address Book (you will have search here also)
      4. Click on the person name in the list
      5. Add Selected
      6. Custom Message (Optional) but need to click on Invite
      7. check the rights you would like them to have
      8. Save

      showing Collaborate with the survey open

      Showing search for a name

      showing the name in search bar and need to click on Add Selected

      Custom Message and the invite button

      giving rights to the user

      Collaborate from the project listing page

      1. Click on the three dots right of the survey
      2. Collaborate
      3. Can search by start typing name or use User and Group Address Book (you will have search here also)
      4. Click on the person name in the list
      5. Add Selected
      6. Custom Message (Optional) but need to click on Invite
      7. check the rights you would like them to have
      8. Save

      Collaborate with the three dots to the right of the survey name

      Searching for the name click on the name and add selected

      Custom Message and Invite button

      Setting the rights and save

        My collaboration person cannot see the survey that I shared

        Check to make sure that you saved the collaboration and that they have an Qualtrics account.  Also, check to see if you used email address if the person is outside of NDSU that it shows the full email address below.  If it is not full email address then check with that person to make sure that they have rights for collaboration outside of their campus/university/company.  Another, thing is to make sure that they have Qualtrics account before you share.

        If an NDSU user has a Qualtrics account, you should see #ndstate following their name when you start typing their name. You would have to wait till they have an account to share if you don't see the #ndstate after their name, which means they do not have a Qualtrics account.

        Transferring ownership is as simple as sending me an email with the old survey owner name with the survey name and who the new owner name.  The new owner will share out the survey to the student(s) again.  As soon as I receive the email, I transfer the survey.

         

          Why surveys do not collect any responses even when they are still active?

          The first thing to look at is who owns the survey.  Is the owner still a student/staff/faculty at NDSU?  If the answer is no, you've figured out why the survey stopped operating.  When the owner of a survey leaves NDSU, ownership of the survey must be transferred.  NDSU deactivates the Qualtrics account on the owner's last day.  This problem will not be solved by sharing the survey.  There can only be one owner, and it must be a user, not a department.

          Steps for locating the survey's owner.

          1. On the project listing page click on the gear icon
          2. Check Owner option

          Showing step one finding out the owner.  Showing the project listing page and step one is click on the gear icon

           Step 2 to find out the owner of the survey.  Click on the options owner

          Step 3 is showing the project page showing the owner by the survey

          If the owner is still at NDSU, double-check the survey's dates to ensure it is still active.

          Steps for confirming survey dates have the survey open.

          1. Click on Survey option icon
          2. Find Responses tab click on that tab and scroll down until you see Survey availability

          Checking dates of survey step 1 showing where to find survey options

          Step 2 finding date of the survey.  Find Responds tab on the left and then scroll down until you see Survey availability.

          How do you transfer a survey to a new owner?

          Send an email to Linda Charlton Gunderson stating who the current owner is, the survey name, and who the future owner should be.  To transfer the survey, please ensure that the recipient has a Qualtrics account.  If you're transferring before the deadline, please mention the date you would prefer the transfer to take place.

           



          KeywordsQualtrics, "shared accounts", Collaborate, Collaboration, "Department share"   Doc ID129942
          OwnerLinda C.GroupIT Knowledge Base
          Created2023-07-25 11:09:11Updated2024-02-01 06:36:13
          SitesIT Knowledge Base
          CleanURLhttps://kb.ndsu.edu/qualtrics-can-we-have-shared-accounts-in-qualtrics
          Feedback  0   0