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Library (EX)

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Attention: Many links on this page link back to pages regarding standard Qualtrics surveys, not just Employee Experience surveys. Detailed below are the differences you will need to be aware of on each page. While some content may look slightly different when creating your Employee Experience survey, feature functionality remains the same.

About the Library Page

You can store surveys, graphics, messages, and other file types within your Qualtrics libraries. You can access this content by going to the Library page.

Choosing library from the top-level navigation in the top-left of every page of the website

There are four sections within the Library page:

Overall view of Library Page

  • Survey Library: Stores templates of surveys, blocks, and questions for later copying, editing, or referencing in other projects.
  • Graphics Library: Stores images you’ve uploaded to Qualtrics for later use in survey themes, questions, and messages.
  • Files Library: Stores any non-image files you’ve uploaded to Qualtrics for later use in survey questions and messages.
  • Messages Library: Stores all messages used in your projects (Invite Emails, End of Survey messages, Custom Validation messages, etc.).

For information regarding personal, group, and organization libraries and how to organize your library, visit the linked Survey Platform support pages.

Survey Library

While the Survey Library functions similarly with Employee Experience as it does with the Survey Platform, there are a few key differences to note.

First, you are unable to copy Employee Experience surveys to your library from the Projects page, but you can copy an Employee Experience survey to the library when in the survey library.

Copy to this Library button in upper-right corner of the Survey Library

Second, note that if you add an org hierarchy question to your survey library, you will only be able to use this question in other Employee Engagement surveys, since a hierarchy is required for this question to function properly.

Third, in Employee Engagement, you will not be able to use the Reference Surveys feature in the survey flow. This feature can only be used in Survey Platform surveys.

Qtip: If an item is grayed out, this means you have not yet added any of this type of content. Once you have added this type of content, the item will become clickable.

With these differences in mind, visit the Survey Platform’s Survey Library support page for additional information on how to use the survey library.

Graphics Library

The graphics library works the exact same way for Employee Experience projects as it does for the Survey Platform. For more information, visit the Survey Platform’s Graphics Library support page.

Files Library

The files library works the exact same way for Employee Experience projects as it does for the Survey Platform. For more information, visit the Survey Platform’s Files Library support page.

Messages Library

While the messages library functions similarly with Employee Experience projects as it does with standard Qualtrics projects, it is important to note that in addition to standard Survey Platform messages, you will have the option to save unique Employee Experience messages here.

Qtip: While Survey Platform messages can be used in any type of project, Employee Experience messages will only be able to be used in Employee Experience projects.

Employee Engagement Messages

After reviewing the unique Employee Engagement message types below, visit the Survey Platform’s Messages Library support page for additional information on how to use the messages library.

Various message types available for Employee Experience projects

  1. Subject Line: The subject line used for an invitation or reminder. This is especially useful for translation purposes.
  2. Evaluator / Participant Invite: Participant invites are meant to invite your participants to the survey. They can contain a welcome message, an explanation of the purpose of the survey, or anything else you think is helpful for your participants to get started, such as login information. For more information, visit the Email Messages Overview page.
    Qtip: This message can be added to either 360 or Employee Engagement projects, so label your messages carefully by intended use.
  3. Evaluator / Participant Reminder: To help increase response rates, you can follow up with participants who haven’t completed their survey by sending a participant reminder. Reminders only send to participants who have not yet completed their survey. For more information, visit the Email Messages Overview page.
    Qtip: This message can be added to either 360 or Employee Engagement projects, so label your messages carefully by intended use.
  4. Dashboard Invite: The dashboard invite lets dashboard users know that their dashboards are available to view, as well as include any necessary login information. For more information, visit the Email Messages Overview page.
  5. Validate Org Hierarchy: If you have given a user the permission to validate org hierarchies, this invite will let them know, as well as include any necessary login information. For more information, visit the Email Messages Overview page.

360 Messages

  1. Subject Line: The subject line used for an invitation or reminder. This is especially useful for translation purposes.
  2. Subject Invite: Meant to invite your subjects to the survey. They can contain a welcome message, an explanation of the purpose of the survey, or anything else you think is helpful for your participants to get started, such as login information. For more information, visit the 360 Email Messages page.
  3. Subject Reminder: To help increase response rates, you can follow up with subjects who haven’t completed their survey by sending a subject reminder. Reminders only send to subjects who have not yet completed their survey or additional outstanding tasks, such as nominations or viewing reports. For more information, visit the 360 Email Messages page.
  4. Evaluator / Participant Invite: Meant to invite your evaluators to the survey. They can contain a welcome message, an explanation of the purpose of the survey, or anything else you think is helpful for your participants to get started, such as login information or the names of subjects they are evaluating. For more information, visit the 360 Email Messages page.
    Qtip: This message can be added to either 360 or Employee Engagement projects, so label your messages carefully by intended use.
  5. Evaluator / Participant Reminder: To help increase response rates, you can follow up with evaluators who haven’t completed their evaluations. Reminders send to evaluators who have not completed all their evaluations. For more information, visit the 360 Email Messages page.
    Qtip: This message can be added to either 360 or Employee Engagement projects, so label your messages carefully by intended use.
  6. Approve Report: This message is sent to a subject’s manager to let them know the subject’s reports is ready for approval. This email is automatically sent out if you have certain Report Options enabled. For more information, visit the 360 Email Messages page.
  7. Approve Nomination: This message is sent to a manager when one of their direct report’s nominates someone to evaluate them. The manager can approve or reject this nomination. This email is automatically sent out if you have certain Report Options enabled. For more information, visit the 360 Email Messages page.
  8. Nomination Denied: This message is automatically sent to a subject if their manager has denied one of their nominations. This email cannot be scheduled, and is based on report options you set. For more information, visit the 360 Email Messages page.
  9. Request Approval: If managers are set to approve evaluators their direct reports have nominated, the subject can sometimes send a message looking for approval. This email cannot be scheduled, and is based on report options you set. For more information, visit the 360 Email Messages page.
  10. Subject Report Ready: This email goes out to subjects to let them know their reports are ready to be accessed. This email cannot be scheduled, and is based on report options you set. For more information, visit the 360 Email Messages page.
  11. Manager Report Ready: This email goes out to subjects’ managers to let them know their direct reports’ reports are ready to be accessed. This email cannot be scheduled, and is based on report options you set. For more information, visit the 360 Email Messages page.

360 Library

In the 360 Library tab, you can save 360 projects as templates to use in later 360 projects. What parts of this project the template includes (survey, settings, reports, etc.) is up to you.

360 Library tab. Gear to the far-right of a template

The Uses column indicates how many times people in your brand have used the template. Click the gear next to a template to delete, edit, or use it.

Qtip: Every Brand Administrator in your license shares a 360 library.

Deleting Templates

Click the gear and select Delete to delete your template. This removes the template from your library permanently, but does not delete projects created with the template.

If you still have a project based on this template, you can save this project to your 360 library.

Editing Templates

When you select Edit, you can change the following options:

  1. The template’s name.
    Template name and description
  2. The template’s description. For example, you can explain when your colleagues are supposed to use this template, or what departments it’s for.
  3. Select Subject Report if you want to save the format of the subject report in the project.
    Additional settings described below
  4. Select Workflow Options to allow them to edit the survey format. If not selected, anyone who uses this template to create a new 360 project will not have access to the Survey tab. That means all questions, theming, and Survey Options cannot be edited.
  5.  Select Invitations, Reminders, Email Alerts, and Instruction Messages to retain everything you’ve customized in the Messages tab.
  6. Determine how much of the survey administrators who use the template can edit. These restrictions apply to the creator of the template, too.
    • Use: Eliminates access to the Survey tab. This includes all question creation and editing, look and feel, survey flow, and survey options. All the original settings are retained in the template, but when this template is used for a 360 project, these details cannot be changed.
    • Use & View/Use, View, and Edit: Allows you to access the Survey tab so you can not only preview, but make changes to the template. This includes questions, look and feel, survey flow, and survey options.
  7. Click Save to save these settings. You can change them at any time.
Qtip: Changes to the template will not change 360 projects made with that template in the past, only new projects made from that template.

Using Templates

When you select Use, you will be able to create a 360 project that is a copy of the template in your account. The description described in the section above apply.

Using a template

Name your project and click Use to continue.

Saving Templates

Navigate to the Projects page (using the navigation menu or the XM Logo), click the dropdown next to a 360 project, and select Save to Library.

Saving a template to the library from the Projects page

The setting you can save for this template are the same as those described in the Editing Templates section above.