Qualtrics: Using Groups to Collaborate with Multiple Users

A group is a set of Qualtrics users with access to a shared library of surveys, panels, and other survey data. If you would like to have a group created for your organization send a list of users that should be in the group to the Qualtrics team using the Survey and Web Forms (Qualtrics) service request link. The University of St. Thomas does not allow shared Qualtrics accounts and recommends creating a group as an alternative.

What's on this Page

• Sharing a Survey with your Group
• Sharing Messages with your Group
  • Saving New Messages
  • Copying Previously Saved Messages
• Sharing Contacts with your Group
  • New Contacts
  • Previously Saved Contacts

Sharing a Survey with your Group

Follow these step-by-step instructions from Qualtrics on how to share surveys with your group.

Sharing Messages with your Group

When you create custom messages for your survey you have a choice where you want to have them saved. Custom messages include custom warning/error messages, thank you messages, invitation emails, etc. If you are working with others in your group on a survey they will not have access to messages saved to your local library, so you will have to either save or move these messages into the group library so everyone can see them.

Saving New Messages

1. Navigate to the group Library page by selecting your account name in the upper left-hand corner of your account and choosing the correct library from the drop-down menu.
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2. Go to the Messages Library.
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3. Click the New Message button.
4. Choose the Message Type.
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5. Choose the folder you want to add the message to (if no folder is selected, it will automatically be saved to the default “Uncategorized” folder).
6. Name the message (if no name is given, it will automatically be saved as “New Message”).
7. Type the message content as you want it to appear.
8. You can use the rich content editor to change the size, color, and format of your text.
9. Click Create Message.

Copying Previously Saved Messages 

If you have already saved a custom message to your personal library you can make a copy of it in the group library and then use that version in your survey instead.

1. Locate the message you want to share with a group. Select the drop-down arrow on the right-hand side of the message and choose Copy Message.
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2. Choose your group’s name from the Select a Library dropdown menu.
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3. Not required: Select a folder and/or change the message’s description.
4. Select the Message Type.
5. Click Copy.
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6. Find where that message is being used in the shared survey and change it to use the one in the group library instead of your personal library.

Sharing Contacts with your Group

New Contacts 

1. Go to the "Contacts" tab.
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2. Navigate to the group Library page by selecting your account name in the upper left-hand corner of your account and choosing the correct library from the drop-down menu.
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3. Once in the group library, you can create your new contact list and it will save to that library for all other group users to see and use. For more information on how to use contacts check out this Qualtrics article: Contacts Basic Overview

Previously Saved Contacts

1. Go to the "Contacts" tab.
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2. Navigate to the group Library page by selecting your account name in the upper left-hand corner of your account and choosing the correct library from the drop-down menu.
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3. Click Move List under the drop-down box to the right of the contact list.
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4. Select the group you want to share the contact list with from the “Destination Panel Library” drop-down box.
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5. Click Move List.

• Note: If you are using the new user interface, then instead of moving the list to a different library using the drop-down, you will drag the list into the library’s folder. This folder can be found by expanding the Shared with Me folder.
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