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Customizing a Frontline Feedback Project

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About Customizing a Frontline Feedback Project

Qtip: Frontline Feedback projects are an additional purchase. Please contact your Account Executive for more information about this product.

Once you’ve created your Frontline Feedback project, you can customize it to fit your organization’s needs. The Settings tab controls the customization options for your Frontline Feedback project. Here, you can edit what the feedback form looks like, create custom request statuses, and share the project with your users. Information about each setting is below.

the settings tab

Feedback Form

The Feedback form section allows you to customize the default text users will see when they fill out the Frontline Feedback project.

the feedback form settings tab. each option is numbered from top to bottom

  1. The Voting setting allows users to upvote existing feedback. You can enable or disable this at any time.
  2. The Anonymous submission setting allows users to submit anonymous feedback requests and comments on requests.
  3. Enter the question you want your users to answer. This is the question you’re using to solicit feedback from your employees and will appear at the top of the Feedback form. There is a 200 character limit for this field.
  4. Enter any instructions for your users to consider before submitting their feedback. This text will appear above the search bar in the Feedback form. There is a 200 character limit for this field.
  5. If desired, enable the Add questions to the feedback description field to provide extra information to users submitting feedback. Use the provided text box to enter questions or other information for your users to take into consideration when providing feedback.
    Qtip: When submitting feedback, your users will see the text you’ve entered prefilled in the feedback description.
    submitting a feedback request. questions are prefilled in the request description field
  6. Select any custom fields you want to appear as filters on your feedback overview table.

Sharing

The Sharing settings allow you to determine who in your license can access the Frontline Feedback project. You can also determine the level of access users will have within the project.

the sharing section of frontline feedback settings

Link Sharing

Link sharing can be used to quickly give access to all users in your Qualtrics license at once. You can determine whether users can contribute to or only view the submitted feedback.

  1. Turn on Enable Link Sharing.
    enabling link sharing
  2. Copy the provided link and send to anyone in your license who needs access.
    Qtip: When users click this link, they’ll be prompted to login with their Qualtrics credentials. Only users within your license will be able to access the project.
  3. Choose the level of access your users will have. Select Read only to provide view-only access. Select Contributor to allow users to submit new feedback and interact with existing feedback.
    Qtip: By default, contributors cannot manage feedback statuses or assignees. If you would like to allow contributors to perform these actions, enable the Allow contributors to manage status and assignee toggle.
    the allow contributers to manage status and assignee option
    Qtip: Read only access is being removed from Frontline Feedback. As a result, this option may be missing from your projects.

Note, enabling link sharing will share the project with all users in your license and they will be able to access the project from their Projects Page in addition to the link you provide.

Individual Sharing

You may individually manage who has access to your project. When giving access to individuals, you can also determine the level of access each person has.

  1. Enter the name or email address of the user you’d like to give access to. As you type, you’ll be given a list of users in your organization to select. You may enter multiple users in this field at a time.
    in the sharing section, you can share with an individual user
  2. Select the role the users will have. You can assign individuals to different roles.
      • Moderator: Users can edit and delete all feedback and comments within the project, as well as contribute their own feedback.
      • Read only: Users will be able to read existing feedback and view comparisons, but not submit feedback of their own.
      • Contributor: Users will be able to interact with existing feedback and submit their own feedback, as well as create and manage their own collections and comparisons. Contributors can also edit feedback clients and tags.
        Qtip: By default, contributors cannot manage feedback statuses or assignees. If you would like to allow contributors to perform these actions, enable the Allow contributors to manage status and assignee toggle.
        the allow contributers to manage status and assignee option
      • Owner: Users will be able to manage all feedback for the project, as well as any project settings.
    Qtip: All user roles have the ability to manage subscriptions for their account.
  3. Click Share.

Once you’ve shared the project with individual users, you can manage their access in the Permissions section.

in the permissions table, you can search, change permissions, and remove access

In this section, you can perform the following tasks:

  1. Use the Display Name, User, and Permission fields to filter for specific users.
    Qtip: If the Display Name for a user is blank, this means they have not yet accessed the Frontline Feedback project.
  2. Click the dropdown in the Permission column to change the user’s level of access.
  3. Click the trash can icon next to a user to remove them from the project.

Custom Fields

In the Custom Fields section, you can create extra fields that display in the feedback form and the overview on feedback requests. When submitting a feedback request, the person submitting the feedback will be able to select values for the custom fields. You can then use this field to filter your feedback requests when filter

Example: In this example, we’ve created a custom field called “Product Line.” A dropdown menu is available for selecting the value for this field.
a custom field on a feedback request

Creating Custom Fields

Qtip: You may create up to 50 custom fields in your project.
  1. Navigate to the Custom Fields tab.
    adding a new custom field in the custom fields tab
  2. Click Add Field.
  3. Give your field a name.
    choosing the field name and the field type for a new custom field
  4. Choose the Field type which determines how many items can be assigned to the field on feedback requests. You may choose single select or multi select.
  5. Click Save.
  6. Click the three dots next to the field you just created.
    selecting add field item
  7. Select Add field item.
  8. Give the field item a name.
    creating a new field item
  9. Choose the background color for the item.
  10. Select the text color.
  11. Preview your new item and make any adjustments as needed.
  12. Click Save.
  13. Repeat steps 6 through 12 for any additional items you need to add to the field.
    Qtip: You can have up to 200 items for a field.
Example: In this example, we’ve created a custom field called “Product Line,” and we’ve added 5 different items to the field.
a custom field has been expanded and its items are listed below

Editing & Deleting Custom Fields

To edit or delete a custom field, click the menu icon next to the field, and then select your desired option.
the options to edit or delete a custom field

Qtip: When editing a field, you cannot edit the field type (i.e. switch it from single select to multi select or vice versa). You may only edit the field’s name.
Warning: When deleting a field, the field and all of its items will be deleted from all requests in the project. This action is irreversible. Proceed with caution!

You may also edit and delete individual field items. To delete or edit an item, click the menu icon next to the item, and select your desired option.
the options to edit and delete field items

Qtip: Items are nested under their parent field. If you don’t see your field items, make sure that your field isn’t minimized by clicking the arrow next to the field name.
gif of clicking the arrow next to a custom field name to expand it

Status

The Status section allows you to configure the statuses that can be applied to feedback requests. Statuses are used to show progress made on feedback, such as marking requests as Under Review, Planned, and Delivered. You can create and delete custom statuses as well as modify any existing statuses.

the status tab of the settings tab

To create a new status:

  1. Click Add status.
    the add status button is in the top right corner of the status tab
  2. Name your new status.
    image of the add status window
  3. Choose the Text color.
  4. Select a Background Color.
  5. Preview the status.
  6. Click Add.

Editing & Deleting Statuses

To edit an existing status, click the Edit button next to the status. Click the Delete button to delete an existing status.
image of the edit and delete buttons for managing statuses

Qtip: You cannot delete the default status, but you can edit it. Above, the default status is Not reviewed. This status will be applied to all new feedback requests.

After clicking Delete, you’ll need to assign a new status to any feedback requests that have the status you’re deleting. Use the dropdown menu to choose a status. Note: once a status is deleted, it is irretrievable.
image of the dropdown menu for choosing a new status when deleting a status

Tags

The Tags section contains all of the tags that users have added to feedback requests in your project. From this tab, you can delete tags from your project. the tags tab

To delete a tag, click Delete next to the tag you want to remove. You’ll be asked to confirm your decision. Proceed with caution, as deleted tags are removed from all feedback requests, and this action is irreversible!
the confirmation window when deleting a tag