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Collaborating on Projects (EX)

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About Collaborating on Employee Experience Projects

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

Our collaboration feature allows you to give other Employee Experience users in your organization access to your projects when they log into their accounts. This way, you and a colleague can work on the same 360, Engagement, Ad Hoc Employee Research, or Lifecycle 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 have editing privileges, but no access to the data you collect.

Attention: To give collaborators access to dashboards, they will need to be added to the project as participants and be given permission to access the dashboard. For more information on granting access to dashboards, read the participant permissions page.
Qtip: You can only collaborate on projects with users in your license. If you need to share your survey with an external collaborator, you will either need to create an account for the person on your license, or share the preview, Word, or PDF version of your survey.

Collaborating on a Project

You can share projects with individual users and groups of people in your organization. If you want to create a group, contact the Brand Administrator within your organization who can create one for you, or, if you are a Brand Administrator yourself, head over to the Admin page to create a group.

Qtip: You can only collaborate projects that you own.
  1. Navigate to the Projects page.
    Projects being selected from the navigation menu
  2. Click the project dropdown menu to the right of the project you want to collaborate on.
    On the Projects page, the dropdown next to a project shows the collaborate option
  3. Choose Collaborate.
    Qtip: Is your Collaborate button missing? There are two reasons this can happen. The first is if you are not the project owner, then you cannot share the project with other users. To give another user access to that project, you’ll have to contact its original creator. However, if you are the project’s owner, then chances are you’re missing the Collaborate Projects user permission. Contact your Brand Administrator to request this permission be turned on, or if you’re a Brand Administrator yourself, head over to your Admin page to enable collaboration.
  4. Click the User and Group Address Book.
    the user and group address book option when sharing a project

    Qtip: You’ll only see groups that you belong to listed in the address book.
  5. 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.
    A list of groups and users. Two are selected. In the bottom-right is the Add Selected button

    Qtip: Don’t see the person you’re 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 they won’t appear in your address book and you won’t be able to collaborate with them.
  6. Select the checkboxes for the collaboration permissions you want to grant each person or group you’ve added. See the linked section for more information about each permission.
    The collaboration permissions when collaborating on a project.
  7. Click Save.

Accessing Shared Projects

When a project has been shared with you, you will receive an email letting you know the project is available in your account. Click Log In in the email to be brought to the Qualtrics login screen.
the body of the email that a collaborator receive when a project has been shared with them. a login button is present in the email

Qtip: Does your email contain a collaboration code? If so, then a user on a different license has shared a regular survey project with you. See instructions on collaborating on projects with collaboration codes.

Once logged in, you will find the project in your Shared with me folder. To access this folder:

  1. Navigate to the Projects page.
    Navigation menu opened, projects is the second thing listed
  2. Select Shared with me.
    Qualtrics Projects page inside the folder called Shared with Me in the lefthand folders pane

    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.
Qtip: You will need at least one project in your account before seeing the Shared with me folder. If you do not see any folders on the left hand side of your account, then create a project and the folder should appear.
Qtip: If you don’t see the project in your Shared with me folder, try refreshing your account by clicking the account settings icon in the top right corner and then Refresh Account.
the refresh account option in the account settings menu

Managing Shared Projects

Your Shared With me folder contains 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

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

User and Group Permissions

Not all users in the Employee Experience platform can invite others to collaborate on their projects. For example, while participants can participate in employee surveys, they cannot edit them, and so it would not make sense for them to be able to invite others to collaborate on their projects.

The two types of Employee Experience users capable of collaborating on projects are the Brand Administrator and the Employee Insights Administrator. Both users can work on projects and be participants/dashboard users, but only Brand Administrators have access to the Admin page.

For any user you want to give collaboration permissions to, you will need to enable the Collaborate Projects and Access Organization Address Book General user permissions.

image of the "access organization address book" and "collaborate projects" permissions highlighted

Collaborating with groups is convenient because it allows you to collaborate with many users at once. However, before you collaborate with groups, it’s important that they have the correct permissions turned on.

The Create a New Group window with Available to All Users set to No

When you create a new group on the Admin page, the Available to All Users field has two options that affect collaboration:

  • No: This means the group is exclusive to the members. Collaborating on projects with this group will only share the projects with those group members.
  • For this brand: This means the group’s contents are available to everyone. Collaborating projects with this group will give every Brand and Employee Insights Administrator in your license the ability to access them.

Permissions for Collaborators

When you collaborate on a project with colleagues, you don’t have to give them full access. You can restrict what content they can view or edit right on the Collaborate on Project menu.

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.

the four different permission categories

  1. View Results: If you do not choose to specify permissions, turning this permission on gives your collaborator full access to the Data,  Reports, and Dashboards tabs. However, if you click Details, you can specify what data the collaborator can view or manage.
    • Edit Survey Responses: Must be paired with View Survey Results. Allows the user to use the response editing feature and generate retake links.
    • View Survey Results: Gives you access to the Data tab, excluding the ability to add filters, delete data, use response editing, export data, view response IDs, or generate retake links. You can still import data or arrange the columns on the page.
    • Filter Survey Results: Must be paired with View Survey Results. Allows the user to filter the collected responses.
    • View Text Analysis: Allows the user to view text responses in Text iQ. The user will not be able to edit any aspects of the text analysis.
    • Download Survey Results: Must be paired with View Survey Results. Allows the user to export responses from the Data tab.
    • View Response ID: Must be paired with View Survey Results. Allows the user to view the response ID, a unique ID assigned to every individual response.
    • View Restricted Data: In the Data tab, disabling this permission censors the IP Address, Location Latitude, and Location Longitude information in the data export. When enabled and combined with Manage Participants, this permission allows your collaborator to also see who is finished and who is not. Otherwise, all participants display as “Not Completed.”
    • Use Triggers: Allows the user to use the update person trigger.
  2. Edit Survey: This permission gives the user full access to the Survey tab. However, if you click Details, you can choose which features the collaborator has access to.
    • Edit Surveys: Allows the user to edit the survey via the Survey tab. This includes access to the survey flow, survey options, and survey tools.
    • Use Text Analysis: Allows the user to analyze text responses in Text iQ.
  3. Distribute: This permission gives the user full access to the Messages tab.
  4. Manage Participants: This permissions gives the user full access to the Participants tab, excluding the status column that displays whether the participant has finished or not.

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

Qtip: Permissions you set when inviting someone to collaborate on a project override the permissions you set on a participant level in a specific project. If you’ve given someone permission to view a dashboard under their participant permissions, but don’t enable View Results when you invite them to collaborate, this person will not be able to access the project’s dashboards properly. If you’d like to restrict someone’s dashboard editing permissions, try adjusting their participant permissions or their role instead.

Troubleshooting Collaboration

Project Won’t Appear in Account

If you’ve received the collaboration email but the project is not appearing in your account, please try the following:

  1. Click the account settings icon in the top right corner and then select Refresh Account.
    the refresh account option in the account settings menu
  2. Ask the survey owner to remove you as a collaborator, save, and then collaborate the project again.

Alternatives to Collaboration

Collaboration is meant to give multiple users the power to edit and distribute a survey, edit the survey’s data and export it as needed, and create reports. With collaboration permissions, you can even pick and choose which of these functions you want the user to have access to.

However, collaboration is not always the best solution for your goals. Below, we cover some similar needs and how best to accomplish them:

  • If you want someone to look at the survey but not edit it, try sending them a preview link, Word doc, or PDF version of the survey.
  • If you want someone to your dashboard or report but not edit them, add them as a participant and give them dashboard or report.
  • If you want someone to look at the raw data but not be able to edit it, try exporting the data and sending them the file.
  • If you are leaving your organization soon and would like someone else to own your survey and its data, contact your Brand Administrator and ask them to transfer the survey.
  • If you just want someone to have a copy of your survey (without the data), try exporting a QSF copy of the survey and sending the file to your colleague instead.