UNC-CH Qualtrics Transition to Single-Signon Tips for Multi-User Accounts Created February 27, 2012 by Teresa Edwards

Transcription

1 UNC-CH Qualtrics Transition to Single-Signon Tips for Multi-User Accounts Created February 27, 2012 by Teresa Edwards Adjusting from sharing a single Qualtrics account to using onyen authentication will involve two parts. For assistance at any time, contact Teresa Edwards at Teresa_Edwards@unc.edu or Part 1. The Migration Process and Account Creation 1. Identify one individual who will claim the current Qualtrics account. This should be the person in the group who is least likely to leave the university or the group. For example in a faculty lab, it should be the faculty member or a senior research/staff person who is a permanent part of the lab. Usually, a student is not a good choice, because most students leave the university within a few years. While ownership of the primary account can be moved from one individual s onyen to another, it requires an administrator to do so, and can be complicated if the new designee already has a Qualtrics account. So transfers of primary ownership should be kept to a minimum. If you would like assistance deciding who should be primary account owner in your specific situation, feel free to call Teresa Edwards at Migrate the account to onyen access. On or after March 1, the designated person goes to Click the link under Creating an Account to be guided through the migration process. When the screen below appears, be sure to select I already have a Qualtrics account. The system will prompt for the username and password of the current Qualtrics account and then open the account as usual. The account has now been migrated and will be accessed only by onyen authentication in the future. You may close the browser. 3. Obtain Qualtrics accounts for all other users. Everyone else who shares the current account needs their own onyen-based Qualtrics account. Go to and click the link under Creating an Account to create one. If they already have a Qualtrics account (other than the shared account) that they want to keep, they should follow the procedure in Step 2, but enter the username 1

2 and password for their own account when prompted, not the group account. If they do not already have a Qualtrics account, indicate so and a new one will be created. NOTE: It is critical that only the designated person enter the credentials for the shared account after clicking I already have a Qualtrics account. The account will be associated with the onyen of the first person who claims it, so your group members must be in coordination about who it will be. Part 2. Shared Access You will use the Collaborate function on each survey that you wish to share with others. Depending on your situation, you may only need to Collaborate with other individual Qualtrics account(s), or you may need or want a Qualtrics Group set up for you. You will need a Group if: - You share access to panels (lists of respondents) or message texts, graphics, or other items under the Library tab in your account. You may want a Group if: - You frequently share access to editing surveys or viewing results with a certain set of people (more than one other). Feel free to call Teresa Edwards at to discuss your situation to determine whether you need a Group. (Keep in mind that if a single person does all the development and editing of a survey instrument and others just need to review it to provide feedback, the reviewer does not even need a Qualtrics account. The developer can Preview the survey and send the link from the Preview window to the reviewer(s), who will be able to proceed through the survey as if taking it like a respondent.) Collaboration To share access to surveys, collaboration must be set on each survey individually by clicking the Collaborate icon next to that survey on the My Surveys Tab. 2

3 In the pop-up box, choose the individual(s) you wish to share the survey with. You can either type part of their name or address into the search box, or click User and Group Address Book and choose from a list. When the person or group is identified, click Add and their name appears with options next to it. Use the checkboxes to give the person permission to do as much or as little as you wish with this survey. By clicking the word Details under Edit or View Results, you can specify even more precisely which types of actions the collaborator should be allowed to do. If/when you no longer want to share the survey with this person, simply click the red x next to their name on this screen to remove their access. Once you have set Collaboration, the survey will appear on your collaborator(s) My Surveys tab as well as on your own. They will be able to do with the survey everything you have given permission for, just as if the survey was in their own account. Do You Need a Qualtrics Group? If you repeatedly need to Collaborate with the same group of individuals, a Qualtrics administrator can set up a Qualtrics Group. Then, you follow the same procedures for collaborating, but you search for the name of the Group and set the permissions only once for each survey for all members of the group (instead of having to search for each person s name individually). Another reason for a Group is if collaborators need to access the primary account owner s Library the place where images, message texts, lists of participants (panels), and other peripheral parts of a survey may be stored. To share these items with others, you need a Group, which automatically has its own Library. It takes a bit of adjustment to using the Group Library; the owner of a library item must specifically put it into the Group Library to make it accessible to others. But after some initial set-up, it will flow smoothly. 3

4 If you believe you need a Group, contact your division administrator or Teresa Edwards (Teresa_Edwards@unc.edu or ) after all persons have created their onyen-based Qualtrics accounts. Indicate the short name or acronym you would like assigned to your Group and the names of the persons who should be included. The remainder of this document provides direction on using a Group Library. Using the Group Library Once an administrator has created your Group, you can create, copy or move items into the Group s Library. When you first transition your multi-user account to the onyen-based system, the primary account owner may have to spend some time copying items from their account library to the Group Library. Any new items created or uploaded by Group members, though, can be created directly into the Group Library so this step is not needed. Below are a few examples of things you may need to do to get your Group Library operational. A. Copying an Invitation Message to the Group Library 1. Navigate to the message you want to copy (Library/Message Library). 2. Click the Copy icon next to the message you wish to copy. 4

5 3. Use the Dropdown next to Library to select your Group s Library. 4. Enter the Category and Description as desired, and click Copy. This item now exists in the Group library and can be accessed by all members of your Group. B. Copying a Graphic Image to the Group Library 1. Navigate to the image you want to copy (Library/Graphics Library). 2. Click on the image to open it. 3. Click on the Copy icon. 4. Use the Dropdown next to Please select a library to select your Group s Library. 5. Enter the Category and Description as desired, and click Copy. This item now exists in the Group library and can be accessed by all members of your Group. 5

6 C. Moving a Panel to the Group Panel Library 1. Click on the Panels tab. 2. Click the Move Panel icon next to the panel you wish to place into the Group Library. 3. Use the Dropdown next to Destination Panel Library to select your Group Panels Library. 4. Enter the Destination Category and Panel Name as desired, and click Move. This panel is now located in the Group Panels Library and can be accessed by all members of your Group. 6

7 D. Creating a Message in the Group Library 1. To create a message that will automatically be accessible to the entire Group, select the Group Library before creating the message. 2. Proceed with creating the message as normal. 3. The message will be stored in the Group Library accessible to all members. 7