Migrating Your Non-Standard Qualtrics Account to the UST Central Site

To ensure a unified experience, the University of St. Thomas is consolidating all Qualtrics accounts into a central site: https://stthomas.pdx1.qualtrics.com/. If you would like to keep any content on the legacy site, then you will need to manually transfer your surveys, data, and contact lists by following the steps below.

Here's what you need to do:

You need to decide whether or not you want to keep any content from your legacy Qualtrics account.

• If you do not want to keep anything from your legacy Qualtrics account, you don’t need to do anything. Your old account will be deleted and not migrated.
• If you do want to keep any content from your legacy account, you’ll need to follow the steps below to manually migrate it to the central Qualtrics site by August 14, 2025.
• Anything left on your legacy account after the respective date above will not be migrated and will be deleted.

Important Considerations Before You Begin:

• Active Surveys: If you have surveys currently collecting responses, it's advisable to wait for the official migration to preserve distribution links and ongoing data collection.
• Shared Surveys: After migration, you'll need to re-share any surveys that were previously shared with colleagues.

You can find more information on how to do all of this, with corresponding screenshots, on Qualtrics's knowledge base about Manual User Moves.

Step 1: Exporting Your Surveys

1. Log into Your Legacy Qualtrics Account:
   • Access your account on the non-standard Qualtrics site where your surveys are currently located.
2. Navigate to the Desired Survey:
   • From the "Projects" tab, select the survey you wish to export.
3. Export the Survey:
   • Click on the Tools menu.
   • Select Import/Export.
   • Choose Export Survey. 
     • A .qsf (Qualtrics Survey Format) file will be downloaded to your computer.

Step 2: Importing the Survey into the Central Qualtrics Site

1. Log into Your New Qualtrics Account:
   • Access your account at https://stthomas.pdx1.qualtrics.com/.
     • Need help logging in for the first time? Check out: Qualtrics: Getting Started & Support
2. Create a New Survey from the Exported File:
   • On the "Projects" page, click Create New Project.
3. Select From a File.
   • Upload the .qsf file you exported earlier.

Step 3: Exporting and Importing Survey Response Data

If your survey has collected responses that you wish to retain:

1. Export Data from the Legacy Account:
   • In your legacy account, navigate to the survey's Data & Analysis tab.
   • Click on Export & Import > Export Data.
   • Choose your preferred file format (e.g., CSV or TSV) and download the data file.
2. Import Data into the New Account:
   • In your new account, open the corresponding survey.
   • Go to the Data & Analysis tab.
   • Click on Export & Import > Import Data.
   • Upload the data file you exported. Ensure that the data aligns correctly with the survey questions during the import process.

Step 4: Exporting and Importing Contact Lists

To retain your contact lists:

1. Export Contacts from the Legacy Account:
   • Navigate to the Contacts section.
   • Select the desired contact list.
   • Click on List Options > Export List.
     • Save the file in CSV or TSV format.
2. Import Contacts into the New Account:
   • In your new account, go to the Contacts section.
   • Click on Create Contact List.
   • Choose Import from a File and upload the CSV or TSV file you exported.

Additional Recommendations:

• Testing: After migration, thoroughly test your surveys to ensure all logic, embedded data, and distributions function as expected.
• Backup: Keep copies of all exported files as backups until you've confirmed that the migration was successful.
• Support: If you encounter issues during the migration process, reach out to directly to Qualtrics Support (Qualtrics: Getting Started & Support) for assistance.
• Need more context for this change?: Check out Non-Standard Qualtrics Site Migration: What's Happening