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Filtering Responses

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About Filtering Responses

Sometimes, you will want to work with only a particular subset of your respondents’ data. Maybe you just want to glance at the last 3 months of data, or you are interested in exporting only the responses given by single mothers aged 18-35. No matter how specific the needs of your study, with Qualtrics, you can build filters for your response data and save them for later reuse.

Qtip: These filters you build in Data & Analysis are also accessible in Advanced-Reports and Results-Reports!
Qtip: Filters don’t stay in place when you navigate away from the page. However, you can save filters so you can quickly reapply them whenever you need.

Adding Filters

  1. In the Data & Analysis tab, navigate to the Data section.
    Add Filter dropdown list in the Data sub-tab within Data & Analysis tab
  2. Navigate to Recorded Responses.
  3. Click Add Filter.
  4. Select the field you wish to filter by.
  5. Select an Operator.
    Select Operator dropdown
  6. Select an Operand.
    Select Operand dropdown

Once you’ve applied your filter(s), your response viewer will automatically update to show you the responses that match your criteria. You can see the total number of these responses right next to your filter.

Now that you’ve built your first filter, you are free to do the following:

  • Add more conditions to your filter by clicking the plus sign ( + ) and following the steps described in the Managing Filters section below
  • Save your filters for later
  • Download your filtered data

Saving and Reloading Filters

Any time you add more than one condition to your filters, you are creating a filter that will be saved for later. This section will discuss creating and managing these saved filters.

Saving a Filter

  1. Build a basic filter.
    Manage Filters button, current filter, and the plus button to add filter condition

    Qtip: Be sure not to leave the page before saving!
  2. Click Manage Filters, or click the plus sign ( + ) and continue building your filter. Both options will open the Manage Filters window.
  3. Type a filter name in the text box.
    Text box to name the filter and the Save and Apply button
  4. Click Save and Apply.
    Qtip: This button will not be clickable until you make sure all your conditions are complete. Click the minus sign ( – ) to remove any incomplete conditions you do not want to complete or have added accidentally.
    Select Field dropdown for second condition in filter
Qtip: You can also open the Manage Filters window by clicking Add Filter, selecting Saved Filters, and then clicking Manage Filters.
Saved Filters dropdown with Manage Filters option above list of filters

Loading Saved Filters

To select a preexisting filter to use, click Add Filter, select Saved Filters, and then select the desired filter.

List of pre-saved filters in the Saved Filters dropdown

To temporarily remove a saved filter, click the minus sign ( ) next to it.

Minus button next to filter name to remove filter

Managing Saved Filters

You can manage your filters by navigating to the Manage Filters window. The following options are available to you.

Options to copy, delete, create, and search filters

  1. Select your saved filters from the navigation sidebar.
  2. Add an additional filter by clicking the Create New button on the Managing Filters window.
  3. Copy a filter by clicking the icon to the right.
  4. Delete a saved filter permanently by clicking the delete icon.
  5. Search filters using the Search box.

Downloading Filtered Content

Once you have a filter applied at the top, you can download only the filtered data by exporting your data in Data Table format. This is the default way to download you data, so no special steps are necessary!

Data Table exporter

See the linked support page for more instructions on exporting your data.

Fields You Can Filter By

There are four main types of information (or “fields”) that you can filter by: survey metadata, contact fields, question answers, and Embedded Data.

Survey Metadata

Survey metadata is information automatically collected when a respondent takes a survey. Survey metadata fields include the following:

  • Start Date: The date and time the survey was started.
  • End Date: The date and time the survey was completed.
    Qtip: This time correlates to the last time the respondent interacted with the survey. Note that End Date and Recorded Date could be different times if a response was later closed as a partially completed response.
  • Response Type: The type of response collected (Survey Preview, IP Address, Offline App, etc.).
    Qtip: A response type of IP Address means the response was collected via the Anonymous Link.
  • IP Address: The IP address collected from the respondent’s browser.
  • Duration: The number of seconds it took the respondent to complete the survey.
  • Finished: The status of the respondent’s survey (true = completed, false = partial).
  • Recorded Date: The date and time the survey was recorded in the dataset.
Qtip: Filters in the Data & Analysis tab also have a Response ID survey metadata field. Response ID is a unique identification code assigned to each completed response. This code is assigned when a response is closed, so only completed responses have one.

Contact Fields

Contact field information will only be available if you uploaded a contact list and your respondent used an individual link. The following fields are available here:

  • Recipient Last Name: The contact’s last name added in the LastName field when creating your contact list.
  • Recipient First Name: The contact’s first name added in the FirstName field when creating your contact list.
  • Recipient Email: The contact’s email address added in the Email field when creating your contact list.
  • External Reference: Extra information about the contact added in the ExternalDataReference field when creating your contact list.
  • Distribution Channel: The Qualtrics method that you used to distribute your survey.
Qtip: If you are looking for an Embedded Data field, you can find it in the Embedded Data section of the dropdown instead.

Question Answers

There are many different question types in Qualtrics, and different question types have different filtering options. Some question types have only one filter option (i.e., only one way to represent the data), but for other question types you will have additional options. Possible options include the following:

  • Text Entry: For Text Entry questions with multiple form fields, you can choose which field you want to display.
    Form fields to select for a filter from a Text Entry question
  • Choices: For questions with multiple statements or components (such as a Matrix Table), you can choose which statement to filter by.
    Choices to select for a filter from a Matrix Table question
  • NPS®: For NPS® questions, you can view the NPS® groups (Detractor, Passive, and Promoter, all calculated for you) or you can view the actual numeric values (0–10) the question displays to respondents.

Embedded Data

Embedded Data is any extra information you’ve recorded in addition to your question responses. These include:

Basics of Building Conditions

Creating a filter condition is a matter of defining when a respondent’s data should be included in your report.

Conditions have three parts: the field, the operator, and the operand.

Example: Maybe you’re only interested in looking at feedback from customers who were not extremely satisfied. Your filter field would be your satisfaction question, your operator would be “is not,” and your operand would be “extremely satisfied.”

An example condition based on a multiple choice question above the data

Field

The first dropdown menu in a condition determines the filter field (survey metadata, questions, or Embedded Data). Depending on the type of field you select, the remaining dropdown selection options will vary.

Operator

The second dropdown menu is the operator. Operators determine how the field relates to the final segment of the condition. The operators available depend on the field you just set.

Example: For Text Entry questions, the operators can be “Is,” “Is not,” “Contains,” and “Does not contain.” A potential condition might be, “Only show responses where the Recipient Email contains @qualtrics.com.”

Example filter of an text entry email field that contains a specified word

“Recipient Email” is the field and “contains” is the operator.

Operand

The final dropdown menu is the filter operand. An operand is the value you want to isolate. Let’s say you want to filter by age of your respondent. The field is age, and then the values would be 25, 32, 47, etc.

When the field is a question or data input that has discrete potential values (e.g., a Multiple Choice with a limited number of possible values), the operand will be an actual dropdown that lists all the possible options. In these instances, you can pick one operand or multiple.

Filter that includes one of many selections from a multiple choice question

Qtip: When these choices are selected, a respondent only has to match one of the selected options to be included in the filtered data. In the image above, respondents could have selected Lower wait times, OR 24 hour service, OR More Easter eggs on the main website.

When the field is a question or data input that has an unlimited number of potential values (e.g., any type of Text Entry question), the operand will be a text entry box.

Filter that checks if an age is greater than or equal to 30

New Conditions and Condition Sets

You can add new conditions by clicking the plus sign ( + ) to the right of any condition. This will insert a new condition right below it. You can also click Insert New Condition to add a condition to the bottom of a set.

Insert a new condition button located beneath other conditions

To delete conditions, just click the minus sign (  ) to the right of the condition.

Minus sign to the right of each condition

Condition Sets

You can tell which conditions are in the same set by looking at how indented the conditions are. Conditions within the same set are all indented the same amount and are beneath the same All/Any header.

Complex filter set up using Any, All, and multiple condition sets

You can create new condition sets by clicking Insert New Condition Set. This will add and nest a new set at the bottom of the set you’re currently in.

Indented button to Insert New Condition Set creates an indented condition set

Qtip: Generally, you create a new condition set whenever you want to switch between Any and All.

You can de-nest a set of conditions by clicking the minus sign to the right of the set header. This will delete the set and move the conditions into the next outermost set.

Minus sign next to the Any or All above a condition set

Condition set where participant must be a Male between 25 and 34 and selected a particular answer

All vs. Any

Whenever you have more than one condition, you need to decide how the conditions are connected to each other. Do all conditions need to be met (e.g., a response must be from a particular month and for a specific manager to be included)? Or does only one of the conditions need to be true (e.g., data may be included in the report if it was collected either in the Northeast or the Southeast)?

Conditions linked by an and conjunction are called All condition sets (i.e., “only show data where ALL of these conditions are true”). Conditions linked by an or conjunction are called Any condition sets (i.e., “only show data where ANY of these conditions are true”).

By default, your Manage Filters window links conditions in an All set. You can change this by clicking the dropdown and selecting Any.

The dropdown to switch All to Any

Qtip: Be careful not to set up contradictory conditions! If you’re asking respondents a Yes or No question, no one can answer both Yes and No at the same time, so an ALL set would always yield zero respondents. But if you switch the filter to say ANY, the number of respondents will increase to those who said Yes and those who said No.
Example of a filter that is impossible to satisfy by requiring Yes and No to be selected

Nesting Logic

Nesting condition sets allows you to create more advanced criteria to filter your data by.

Example of nested logic

In the above example, the very outermost set is an Any set. People are either one thing or they’re another. Nested within that set are two All sets:

  • People who are male and 25–34
  • People who are female and 35–44.

This report will only include responses from people who are male and 25–34 years old or who are female and 35–44 years old.

When nesting condition sets, it is important to consider whether your outermost conditions are joined by Any or All before you start adding conditions and nesting.

Qtip: At the highest level, you are looking for responses that meet all necessary conditions (All set) or are you looking for responses that meet one or more of possible conditions (Any set).

Basics Nesting Rules

  • Clicking Insert New Condition Set will nest a new set under the set you’re working on.
  • Clicking Insert New Condition will add a new condition on the same level.
  • Click the minus sign ( ) next to a condition to delete it.
  • Clicking the minus sign ( ) to the right of a set’s header will move that set’s conditions to the one above.
  • To nest Any/All headers directly above each other, like in the examples above, delete the condition just below the header.
    Remove empty Select Field to nest Any and All sets
  • You cannot add items a level above. You cannot reorder items.

FAQs