Location Data Management

About Location Data Management

In Qualtrics, you can establish a source of truth for your organization’s location data, that you can then reference in different projects and dashboards. This lets you collect comprehensive feedback on all of your locations, and analyze them accordingly. This is also especially useful if you ever need to update your list of locations; you only need to edit one source to make updates all across the program.

Uploading Locations to a Directory

1. Go to the location directory: https://organizationID.datacenter.qualtrics.com/app/location-directory/
   Qtip: Stay in the Location directories tab.
2. Click Add location directory.
   
3. Enter a name for your location data.
   
4. Click Save location directory.
5. Click download a location data file.
   
6. Edit your file so each row represents a specific location. Make sure you also include the fields required for your specific use case.
   
   Qtip: See required fields for location selectors and reputation management.
7. Save your file as a TSV or CSV with UTF-8 encoding.
8. Click Choose file to upload the spreadsheet you created.
   
9. Click Validate and upload file.

Troubleshooting File Upload Issues

If there are issues with your file, a message will appear, and you’ll be able to try again.

Files can fail if it:

• Includes a location ID that doesn’t already exist in the directory.
• Contains columns of data that aren’t supported.
• Does not contain any location information other than an ID. (E.g., no location name, city, or address.)
• Has a “Location Status” is set to anything other than active, inactive, or closed.
• Has a latitude greater than or equal to 90, or lesser than or equal to -90.
• Has a longitude greater than or equal to 180, or lesser than or equal to -180.

The location directory only supports TSV or  CSV files with UTF-8 formatting. The directory does not support XLSX or any other file types.

Editing Locations

If you want to remove locations or change how they appear in the location selector, you can return to the location directory.

https://organizationID.datacenter.qualtrics.com/app/location-directory/

Once there, you can do the following:

1. Download: Download the CSV of your location data. You can edit this to add and remove locations. Make sure to keep all locations you want to include.
2. Upload: Upload an edited location list to add, edit, or remove locations. You can also add new location fields as needed.
   Warning: You must leave location IDs blank to upload a new location. Upload existing location IDs to make updates to existing locations.
3. Edit source: View information on how your location data is mapped, and change how it’s presented in location selectors.
4. Remove source: Delete this location directory.
   Warning: Deleting a location directory will impact any dashboards, location selectors, or reputation management projects it’s connected to. Once a location directory is deleted, it is irretrievable, and you will need to create a new directory to connect to selectors and projects.

Displayed address

You can decide what information you want to display with each location in the selector. You can choose 3 from any of the fields mapped to the location directory. When you’re finished, click Save.

Deleting Locations from a Directory

If you’d like to delete individual locations from a directory, you can do so by uploading a specially formatted spreadsheet. Follow the instructions below.

1. Go to the location directory: https://organizationID.datacenter.qualtrics.com/app/location-directory/
2. Download the directory with the locations you’d like to delete.
   
3. Open your file and add a column named toBeDeleted.
   
   Qtip: This column is case-sensitive.
4. Under this column, mark each location you’d like to delete as either “yes,” “y,” or “true.” (Without punctuation.)
5. In Qualtrics, click Upload.
   
6. Select your file with the deleted locations.

Available Location Data Fields

One of the steps to set up a location directory is to create a file of the locations you want to be able to use in Qualtrics. Below, we’ll give you a list of all of the fields we support.

• Location name
• Location ID (include the column, but leave the values blank)
  Warning: You must leave location IDs blank to upload a new location. Upload existing location IDs to make updates to existing locations.
• City
• Country/Region
• Department
• District
• Google Maps URL
• Location Email
• Location Latitude
  Qtip: The location selector question has a “Nearby” feature that will search which of the locations you provided is closest to the survey owner. To activate this feature, your data file must include latitude and longitude fields.
• Location Longitude
• Location Phone Number
• Location Status
  Qtip: This field indicates whether your location is operating under its usual business hours, is temporarily closed, or has been permanently closed. Values include active, inactive, and closed.
• Postal Code
• State/Province
• Street Address

Customizing Surveys with Supplemental Data

Using supplemental data sources can be useful if you want to use any of the following with the locations you set:

• Display logic
• Branch logic
• Piped text

These features all allow you to customize the survey experience for the respondent based on answers they provided.

1. Create your location directory.
2. Use the same data file to create a supplemental data source (SDS).
   
3. Now we need to make sure the SDS will stay updated with the same location info as the directory. First, create a scheduled workflow.
   
4. Add an Extract data from data project task.
   
5. When you select an Imported data project, make sure to select your location directory.
   
6. Finish the task and save changes.
7. Click Add a data destination.
   
8. Select Load to SDS.
   
9. Under Data Source, select the task you made in step 4.
   
10. Under Choose a SDS to load data to, select the SDS you made with your location data in step 2.
11. Finish the task and save changes.
12. Activate your workflow. This ensures whenever you update your location directory, your SDS will later update with the same new info on the schedule you chose.
    
13. Open the survey you want to connect location data to.
    
14. Open the Survey flow.
15. Add a supplemental data source and move it so that the source comes after the question block that asks your respondents to choose their location.
    
16. For Database, select the SDS you created.
17. Under Choose Columns to Search On, add the Location ID.
    
18. Set it equal to the answer of the location selector question.
    Qtip: Use the dropdown to access the piped text menu. Don’t select “Question Text.”
19. Click Add Embedded Data and add whatever additional location information you’d like to customize your survey with.
    Example: We added the country and location name because we want to use these in branch logic and piped text.
    
20. You can now create branch logic based on the location the respondent selected.
    Example: We are directing the respondent to a different set of survey questions if the selected location is in France.
    
21. Back in the survey builder, you now pipe text from the respondent’s answer to the location selector.
    Example: Here, we’re thanking the respondent for visiting a particular location.
    

Managing Location Directories from Imported Data Projects

You can no longer create location directories using imported data projects. However, if you’ve made such location directories in the past and want to edit or delete them, go to the location directory, then go to the Data from Imported Data Project tab.

Click the edit icon to adjust field mappings or the displayed addresses for location selector questions.

Formatting Imported Data Fields

In the imported data project, you must set a unique ID. This unique ID must be a text value, even if it’s actually a numeric ID.

If you included latitude and longitude fields, make sure they are mapped as numeric values.

Mapping Location Directory Fields

1. Go to the location directory: https://organizationID.datacenter.qualtrics.com/app/location-directory/
2. Go to the Data from Imported Data Project tab.
3. Click the pencil icon next to your directory.
   
4. Map the default fields. Determine what columns in your file match the location ID and location name.
   
5. To map more fields, click Add a field.
   Attention: Each field can only be mapped once.
6. Set the displayed address. These fields will automatically populate so that the location name is shown above the address itself, but you can change these as needed.
   
7. Click Save.

FAQs