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Organizing & Viewing Your Projects

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About Organizing & Viewing Your Projects

To make organizing and sorting your projects easier, you have a number of options available in the Projects page, such as custom folders, advanced sorting, and more.

Project Information

Each project entry line shows certain pieces of information. Every project shows:

  • Name: The name of your project and the last modified date.
  • Status: A project’s activation status (new, active, or closed).
  • Questions: The number of questions in your survey.

Depending on the project status, you’ll see other metrics as well.

New

New projects include surveys that have never collected a response. For these, you’ll see the following:

  • Languages: The number of translations you have created for the survey.
  • Est. Response Time: An estimate of how long it will take participants to complete your survey.

Project with name, status, questions, languages, and estimated response time displayed

Active

Active projects are projects with a survey that is currently open and collecting responses. For these, you’ll see the following:

  • Responses: The total number of responses recorded for your project so far (includes both completed responses and closed partials).
  • 12 Day Trend: The survey’s response collection trend over the past 12 days.

Project with name, status, questions, responses, and 12 day response trends displayed

Inactive

Inactive (or closed) projects have paused response collection. For closed projects, you’ll see the following:

  • Responses: The total number of responses recorded for your project so far.

Project with name, status, questions, responses, and View Reports button displayed

Adjusting View

Toggle between the two “View” buttons to condense or expand the way project names display. The first option reveals the most status updates per survey. The second displays more projects in the list.

Button on left of two; thicker blocks; results in larger block views of projects

Button on right; line view; thinner, more compressed list of projects

Qtip: In the second view, use the header options to decide what columns of information you see.

Dropdown reveals more options for column headers

In addition to sorting, you can use the search bar to quickly find projects by their name. Just type any part of the project name into the box and Qualtrics will search the folder you’re in.

"Sat" is searched in the bar, making only surveys with "sat" in the title appear - such as CSAT and Satisfaction surveys

You can also paste a survey ID into the search bar to find a project.

Sorting Projects

You can rearrange or sort your projects within their folders. Simply click the Sort By menu and choose the sorting principle you need.

Sorting Dropdown menu next to folder name

There are several sorting options:

  • Project Type: Sort your projects by the XM category and the software used to build them. For example, if you have access to Customer and Employee Experience, you can separate your projects by these categories. Within EX, you can then see all 360 projects together, all Engagement projects together, and so on.
    Qtip: If you need help further distinguishing between the software used to make your projects, look at the text to the right of the icon.
    Two projects of different types - Survey and Dashboards Project
  • Project Name: Arranges your projects alphabetically by name.
  • Starred: Groups your projects into starred and not starred. You can star favorite or important projects by hovering over a project and clicking the star to the right of the project name.
    Yellow stars next to projects
  • Status: Groups your projects into new, active, and inactive.
  • Last Modified: Groups your projects into sets based on when your projects were last modified (last 7 Days, last 30 days, etc.).
  • Created: Groups your projects into sets based on when your projects were created (today, last 30 days, etc.).
  • Responses: Arranges your projects according to number of collected responses.
  • Owner: Groups your projects by the project owner’s last name.
  • Group: Arranges your project based on groups they have been shared to. Note that when sorting by group, you may see the same survey more than once if it’s shared with more than one group. In addition, starring will star all instances of the survey across groups.

Qtip: Double clicking on an option allows you to flip the sorting principle (e.g., double clicking Project Name allows you to switch between A–Z and Z–A arrangements).

In addition to sorting, you can use the search bar to quickly find projects by their name. Just type any part of the project name into the box and Qualtrics will search the folder you’re in.

Folders Pane

You can organize projects by clicking, dragging, and dropping them into any folders you’ve created.

To add and use custom folders

  1. Navigate to the Projects page.
    Projects being selected from the navigation menu
  2. Click the Add new folder button.
    Create New Folder under folders list in lefthand pane of Projects page
  3. Give your folder a name.
  4. Place existing items into the folder by clicking and dragging them to the folder, then dropping them in.
    Project becomes tiny as it is dragged to the folder on the left
Qtip: You can nest folders by dragging a folder and dropping it into another one. To hide nested folders, click on the arrow to the left of the main folder’s name.
Nested folders with dropdown arrows

Folder Options

For custom folders, you can perform the following actions by clicking the gear next to the folder’s name:

  • Rename Folder: Edit the name of the folder.
  • New Folder: Create a new subfolders within the present folder.
    Qtip:  You can create up to five layers of subfolders.
  • Delete Folder: Delete this folder and any subfolders, automatically moving all contents to the default “Uncategorized” folder.

Gear icon dropdown options next to folder name

Default Folders

There are three default folders:

  • All Projects: See all the projects in your account. This includes projects created by you, projects colleagues shared with you, and projects you’ve organized into different folders.
  • Shared with me: See all the projects other users have shared to your account.
  • Uncategorized: See all the projects you haven’t placed into a custom folder.

All Projects, Shared with Me, and Uncategorized folders

In addition to the three default folders, you can create custom folders and subfolders to organize your projects. Don’t limit yourself—go ahead and create all the folders, subfolders, and sub-subfolders you’d like!

Warning: As a Brand Administrator, if you transfer surveys from one account to another, keep in mind that any folders that the surveys were in will not transfer with the survey. If you decide to transfer a survey back to the original account, the surveys will not be placed back in the folders in which they were before.

Opening and Closing the Folders pane

To access the folder pane, click the folder icon in the upper left-hand corner.

All Projects button and Folders Pane

You can also close the folder pane by clicking the X in the upper-right of it.

Project Actions

Every project has a project actions menu located in a dropdown to the far right. These options allow you to access different aspects of the project or perform different actions directly from the Projects page.

Project Actions dropdown menu to the right of a project

  • Activate/Close: Enable or disable a project’s ability to actively collect new responses.
  • Collaborate: Invite others Qualtrics users to collaborate on a survey with you.
  • Reveal in Folder: Navigate to the folder the project is stored in. This option won’t appear if you project hasn’t been sorted into a folder.
  • Rename Project: Edit the name of your project.
  • Copy Project: Copy the project to your account, one of your libraries, or another user’s account (note that this user’s account must be within your organization).
    Warning: When you copy a project, you copy more than just the questions in the survey. You also copy survey flow elements, survey options, Look & Feel settings, and more. For example, if a survey has an expiration date, and that project is copied, the new survey created as a copy will also have that same expiration date.
  • Edit Survey: Navigate to the Survey tab to make changes to your survey.
  • Preview Survey: See your survey the way a respondent would see it on a desktop or mobile device.
  • Translate Survey: Translate your survey into multiple languages.
  • Distribute Survey: Navigate to the Distributions tab to access distribution options for your survey.
  • Data & Analysis: Navigate to the Data & Analysis tab and view individual response entries.
  • View Reports: Navigate to the Reports tab and view aggregate data from your survey.
  • Delete Project: Delete your project (note that deleted projects cannot be recovered, so you’ll be asked to confirm this decision).

This list covers the actions available to survey projects. Other project types, such as EmployeeXM projects, Conjoints, MaxDiff, and Website / App Feedback, may have different list of project actions, or a limited number of these actions available to them.

Qtip: Are any of these options greyed out? The person who invited you to collaborate on the project probably didn’t give you full access to every collaboration permission. Contact the survey owner to gain access. See the Collaborating on a Project support page for additional troubleshooting.

Renaming a Project

  1. Click the dropdown menu to the right of the project you want to rename to access the project actions.
    Rename Project option from dropdown arrow
  2. Choose Rename Project.
  3. Edit the project name.
    Text box to enter project name
  4. Hit Enter or click out of the name field to save.

Deleting a Project

  1. Click the dropdown menu to the right of the project you want to delete.
    Selecting Delete Project from the actions dropdown
  2. Select Delete project.
  3. Read the warning.
    Delete Project window

    Attention: Be sure you don’t need any data or reports from this project. They will be irretrievable once the project is deleted.
  4. Select All data related to this project will be permanently deleted.
    Qtip: In order to verify that all data has been permanently deleted, please reach out to your Brand Administrator.
  5. Click Delete project.

FAQs