Date

September 9, 2024

Type

Owner

Joel Vanner

About Collaborating on Survey Projects

Qtip: Collaborating on a project is the same as sharing a project.

Our collaborate feature allows you to give other Qualtrics users access to your surveys when they log into their accounts. That way, you can work on the same project without giving out your account information. You can even choose to restrict what type of access other users have to your project. For example, if you have translators working on your project, you can make sure they can upload translation to the survey, but have no access to the data you collect.

Collaborating Inside Your Organization

You can collaborate on surveys with individual users and groups in your organization. A group is a set of Qualtrics users with access to a shared library of surveys, contacts, and other project data. If you want to create a group, contact the Brand Administrator within your organization who can create one for you.

Within the project’s Survey tab, click Tools.

Opening the tools menu and finding the collaborate option two down

Select Collaborate. Qtip: Missing the Collaborate button? There are two reasons this can happen. The first is that you cannot invite someone to collaborate on a project you don’t own. To give another user access to that project, you’ll have to contact its original creator. However, if you are the survey’s owner, then chances are you’re missing the permission to collaborate inside your organization. If you belong to a Qualtrics license, contact your Brand Administrator to request this permission be turned on.
If a user is in the same organization as you, you can type their name or email into the Type Username or Email field, or find them inside the User and Group Address Book. Qtip: You’ll only see groups that you belong to listed in the address book.

Text box to enter Username or Email and Link to Address Book

Once inside the address book, select the user or user group you want to collaborate with from the list and click Add Selected. Use the search bar in the top-right corner of the window to quickly locate your user or user group. Qtip: Don’t see the person you are looking for? Make sure they have a Qualtrics account within your same license. If their account is not in the same license as yours, then their account won’t appear in your list, although you can still collaborate with these users by entering their email address into the field on the previous window. The email address you share with does not have to match their Qualtrics account.

Overview of the Address Book with Groups and Users listed and the Add Selected button

Type a custom message and click Invite when you’re done. This message will be presented in an email invitation the user receives, along with the standard invitation. If you’re fine with just a standard invitation being sent, leave the box blank.

Email invitation page with optional Custom Message text box and invite button

Select the checkboxes for the permissions you want to grant each person or group you’ve added. See Collaboration Permissions for more details on each of these options. Qtip: Click arrow next to the Edit and View Reports permissions to further customize the level of access your collaborators have.

Choosing the collaborating permissions and clicking Save

Click Save to send the invitation.

Qtip: Are you on the Projects page? You can also collaborate by navigating to your survey on the Projects page, clicking the dropdown to the right of the survey, and selecting Collaborate.

Collaborate option in the project dropdown menu

Accessing Shared Surveys

Once users have been invited to collaborate on a project, the collaborators receive an email notifying them, and they will be able to see it listed in their Shared with me folder the next time they log in.

To access this folder:

Navigate to the Projects page.

Navigation menu opened, projects is the second thing listed

Select Shared with me. Qtip: Expand the folder dropdown to see a list of colleagues who have shared projects with you. You can also see the owner of each survey in the Shared with me folder if you display the Owner column.

Qualtrics Projects page inside the folder called Shared with Me in the lefthand folders pane

Managing Surveys Shared with You

In your Shared with me folder are subfolders named for each collaborator. Use these to find surveys by the owner.

Sub folders within Shared with Me showing names of project owners

If you decide you no longer want to be involved in a project, you can remove your access to it by clicking the dropdown next to the project and clicking Remove shared project. Don’t worry – this option doesn’t delete anything. It simply removes your ability to access the project.

Remove Shared Project option from dropdown located to the right of project

Qtip: If this option is disabled, this means the survey has been shared to a group of which you are a member. You can either reach out to your Brand Administrator and request they remove you from the group or reach out to the survey owner and request they remove the group from the shared project.

Collaboration Permissions

When you collaborate on a project with someone, you don’t have to give them full access. You can restrict the content they can view or edit in your project.

Attention: Collaboration permissions set on a shared project will override individual user permissions for the people your project is shared with.

Qtip: If you are seeing grayed out buttons or missing tabs in one of your projects, it may be due to the permissions given to you by the owner. Contact the project owner if you have any questions.

The collaborating window showing the different available permissions

View Survey: Enabling this permission gives the collaborator view-only access to features in the Survey tab (such as survey flow, survey options, survey questions, and survey look & feel). Attention: If you want to give view-only access, make sure the Edit permission is also disabled.
Edit: Disabling this permission removes access to the entire Survey tab, where survey edits take place. The collaborator will also be unable to rename the survey or translate it. However, if you only want to disable some editing permissions, click the dropdown next to the permission, and edit the permissions detailed below instead.

Edit Surveys: Disabling this permission removes access to the Survey tab and to survey renaming. Collaborators can still translate the survey. Warning: In order to enable any of the editing permissions described below, you must also enable Edit Surveys! Qtip: Your collaborators will need access to this permission to access the Workflows tab.
Copy Survey Questions: Disabling this permission prevents the user from copying questions within the survey. However, your collaborator can still copy questions and blocks to the library.
Create Response Sets: Response sets are a feature that is no longer used.
Delete Survey Questions: Disabling this permission prevents collaborators from deleting questions and page breaks from the survey builder. Qtip: You don’t have to worry about collaborators deleting the entire project. No matter what permissions are enabled, collaborators cannot delete a project they are collaborators on. Only the owner can delete the project.
Use Text Analysis: Disabling this permission prevents collaborators from performing text analysis in Text iQ. Collaborators can still view (but not edit) your text analysis if they have the View Text Analysis permission found in the View Reports permission details.
Use Conjoint: Disabling this permission prevents collaborators from using conjoint analysis.
Allow Tallying Screened Out Responses: Disabling this permission means that you cannot use the Screen-out Response option to customize an end of survey element in the survey flow. You may not see this option if you haven’t purchased access to this feature, which allows you to keep a tally of screen-outs in one easy screen. When enabled, this permission must be combined with Edit Survey Flow.
Use Table of Contents: This option will only appear if you have access to the table of contents feature. Disabling this permissions means your collaborator won’t be able to add a Table of Contents in the survey flow.
Translate Surveys: When disabled, the user cannot translate the survey.
Set Survey Options: When disabled, the user cannot edit the survey options.
Edit Survey Questions: When disabled, the user cannot edit questions, including question behavior. The only question editing allowed is the ability to add a page break. This permission is also required to access the Weighting tab in Data & Analysis.
Edit Survey Flow: Disabling this permission removes the user’s ability to edit the survey flow. Qtip: If you have the permission for Edit Survey Flow checked, but the permission Edit Survey Questions is unchecked the user will not be able to edit embedded data elements in the Survey Flow.
Use Blocks: Disabling this permission prevents collaborators from deleting, moving, adding, renaming or copying blocks within the survey. However, collaborators can still use the block options unrelated to these tasks, such as loop and merge, question randomization, and copying a block to a library.
Use Triggers: Disabling this permission removes the user’s ability to use contact list triggers and email triggers.
Use Advanced Quotas: This permission will only appear if you have access to Advanced Quotas. When disabled, the collaborator cannot use cross logic quotas, multiple match handling, or the public quota dashboard. When this permission is disabled, users will still have access to basic Quota features, including the ability to create, edit, and delete them.
Use Reference Blocks: When enabled, allows the user to add reference blocks to the survey using material in their account.

View Reports: If you do not choose to specify permissions, turning this permission on gives your collaborator full access to the Data tab. However, if you only want to disable some results permissions, click the dropdown next to the permission, and edit the permissions detailed below instead.

Edit Survey Responses: Disabling this permission stops your collaborator from deleting data or using the response editing feature. Also, while you can still generate a retake survey as new response link, you cannot generate a regular retake link. This permission, when disabled, allows collaborators to add data, but not modify existing data in any way.
View Survey Results: Disabling this permission removes the Data & Analysis tab and the Reports tab. Warning: In order to enable any of the results permissions described in this section, you MUST also enable View Survey Results!
Filter Survey Results: When enabled, this permission allows the user to filter the collected responses on the Data & Analysis and Reports tabs.
View Restricted Data: Disabling this permission censors the standard contact fields, IP address, location latitude, location longitude, and custom fields marked as sensitive in the Data & Analysis tab and in all exports.

Attention: If you invite someone to collaborate on a survey, and give access to “View Restricted Data,” the collaborator must also have the “View Restricted Data” user permission enabled. If not, the user won’t be able to view the survey’s restricted data. Users can reach out to a Brand Administrator to get their permissions changed. Below, you’ll see a table describing how the collaboration permission and the user permission interact.

Collaboration permission	User Permission	Result
Disabled	Disabled	User cannot view the collaborated survey’s restricted data.
Enabled	Enabled	User can view the collaborated survey’s restricted data.
Enabled	Disabled	User cannot view the collaborated survey’s restricted data.
Disabled	Enabled	User cannot view the collaborated survey’s restricted data.

Download Survey Results: Allows the user to export data from the Data & Analysis tab. When disabled, collaborators can no longer export from the Data & Analysis tab, but they can still export reports.
Use Crosstabs: Gives the user the ability to analyze the results with the crosstabs feature.
View Response ID: When enabled, this permission allows the user to view the Response ID, a unique ID assigned to every individual response.
View Text Analysis: When enabled, the collaborator has view access to text analysis performed in Text iQ. The collaborator will not be able to edit the details of your text analysis without the Use Text Analysis permission found in the Edit permission details.

Activate/Deactivate: When selected, this permission gives the user the ability to activate, pause, or resume the survey’s response collection.
Copy: When disabled, the collaborator cannot copy project or create a project from a copy of the collaborated survey. Collaborators can still copy questions and blocks within the same project, or copy the survey to the library.
Distribute: Determines whether the collaborator has access to the Distributions tab, and thus whether they can distribute the survey.

If you ever need to edit these settings, navigate to the Collaborate on Project menu as normal, make your changes, and click Save.

Qtip: These permissions are specific to survey projects. If you want to know what the collaboration permissions for Employee Experience projects (Engagements, Lifecycle, Ad Hoc Employee Research, and 360), see Collaborating on Projects (EX).