Working Together on Surveys in Qualtrics

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Qualtrics
Qualtrics CX
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Survey Project Collaboration is a feature within Qualtrics that allows you to share a survey project with your colleagues in the state of Iowa. You can grant individuals permission to view, edit, or distribute the survey.

Benefits of Using Survey Collaboration

Using collaboration helps agencies streamline how they build and manage surveys. It also improves quality because more eyes can review the questions, logic, and accessibility before anything goes live.

Using collaboration offers several key advantages:

  • No more duplicates: One clean version for everyone to work from
  • Better teamwork: Shared visibility across teams and selected individuals
  • Faster results: Quicker editing and review cycles
  • Consistent quality: Easier to maintain branding, language, and logic

Why Use Survey Collaboration?

Survey collaboration streamlines the work, improves question quality, and ensures the survey meets agency standards by involving the right people early in the process.

When Should You Use It?

Use Survey Collaboration anytime a survey touches multiple departments, requires specialized reviews, or will be updated regularly. It’s also the ideal setup when surveys support public-facing services, internal processes, or cross-agency programs.

Collaboration is particularly effective in these scenarios:

  • Team review: Multiple contributors need to evaluate or refine survey questions.
  • Standardization: Ensuring consistent logic and formatting across various programs.
  • Shared administration: Assistance is required for the distribution and analysis of results.

Implementing Collaboration in Four Steps.

  1. Open your project: Navigate to your Projects page, locate the survey you wish to share, and click the three dots (ellipsis) on the right side. Alternatively, open the survey and select Tools > Collaborate.
    1. Note: You must be the designated owner of the survey project to initiate collaboration with your colleagues.
  2. Select Collaborate: Click the Collaborate option from the menu.
  3. Add your colleague: Enter the individual’s name, select Add Selected, and then send the invitation, which can include a personalized message if desired.
An instructional graphic showing a four-step process for survey collaboration in Qualtrics: opening the project, selecting collaborate, inviting team members, and saving permissions.
  1. Determine the appropriate Collaboration Permissions to assign.
    1. View Survey
      1. Provides read-only access to the survey questions and structure
    2. Edit Survey
      1. Allows changes to questions, logic, and layout
    3. View Reports
      1. Provides access to the data, results, and filtering tools
    4. Activate or Close
      1. Allows the user to manage the active status of the survey for response collection
    5. Copy
      1. Let's a user duplicate the project to serve as a template for their work
    6. Distribute Survey
      1. Grants the ability to launch and manage how the survey is sent
    7. Additional Permissions
      1. May include access to reporting, translations, or data tools, depending on your setup
An instructional graphic showing the step-by-step process for sharing survey permissions in Qualtrics. It illustrates how to navigate to the collaboration menu, add a team member, and select specific access levels like View, Edit, or Distribute.

Collaboration Requests for Service Accounts

For surveys owned by a service account, please use ServiceDesk Plus to request collaboration. To avoid delays, clearly state which permissions you need (like View, Edit, or Reports) in your request.

Resources