Sometimes you’ll want to look at a specific subset of result information, rather than all the results from all your collected data. You can use filters to refine reports to show only results that meet specific criteria. Filters apply globally to a report, so once applied, all visualizations and pages in the report will be filtered to show only information that meets the filter criteria.
Adding a Filter
- Navigate to the Reports module and open the desired report.
- Click Add Filter.
- Choose the filter criteria (survey metadata, question, or Embedded Data).
- Select the desired Operator.
- Select or enter the desired Operand(s).
- Click the plus and minus sign to add additional conditions or remove conditions.
There are three main types of information (called “Fields”) you can filter by: survey metadata, question answers, and Embedded Data.
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.
- 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.
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.
- Choices: For questions with multiple statements and choices (Matrix, Rank Order, Slider, etc.), you can choose to display either all of the possible choices together or just one particular choice alone.
- 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 is any extra information you’ve recorded in addition to your question responses. These include Embedded Data fields set in the Survey Flow and custom columns added in the Data & Analysis module.
Constructing a filter condition is a matter of choosing and narrowing options until you have a full statement that outlines what responses you want displayed in your report. Each condition consists of a series of dropdown menus that determine the parameters. Each dropdown menu specifies the logic condition further until the statement is complete.
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.
The second dropdown menu is the filter Operator, or the piece that determines how the Field relates to the final segment of the condition. What Operator options are available depend on the Field type.
The final dropdown menu is the filter Operand, or the value the Operator acts on. When the Field is a question or data input that has discrete potential values (e.g., Multiple Choice and Matrix questions—each has a limited number of possible values), this dropdown will be an actual dropdown that lists all the possible options. In these instances, you can pick one Operand or multiple.
When the Field is a question or data input that has an unlimited number of potential values (e.g., any type of Text Entry or Constant Sum question), this last dropdown will be a text entry box.
You can add as many conditions as necessary to filter your reports.
In some cases, you’ll want to add more than one filter condition to your report. To create additional conditions, just click the plus sign to the right of the existing condition.
Clicking this plus sign opens the Manage Filters window. From here, you can add conditions and accomplish more advanced types of logic.
ALL and ANY sets
Whenever you have more than one condition, you’ll need to decide how the conditions are connected to each other. Do both conditions need to be met (e.g., the report has to show responses from a particular month AND for a specific manager)? Or does only one of the conditions need to be true (e.g., the report has to show responses for either 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”).
You manage your filters by creating ALL and ANY sets of conditions. Within a given set, you can only link conditions with the designated set conjunction. So, in an ALL set, every condition is linked with an implicit AND. Similarly, in an ANY set, every condition is linked with an implicit OR.
By default, your Manage Filters window links conditions in an ALL set.
You can change this to an ANY set by clicking the ALL dropdown and selecting ANY.
You can create as many conditions as necessary in your condition sets. Just click the plus sign to the right of any condition to insert a new condition below it. You can also click Insert New Condition.
Layout and Actions
Understanding the layout and available options within the Manage Filters window can help you navigate and create conditions more easily.
First, 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.
To delete conditions, just click the minus sign to the right of the condition.
Second, 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.
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. If the set you’re in is an ALL set, the inserted set will be an ANY set (and vice versa).
At any point, 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.
Nesting condition sets allows you to create sophisticated, advanced filters for your data.
“Nesting” a condition set just means to group certain conditions together and connect those conditions differently than the outside set. In the above example, the very outermost set is an ANY set. People are either one thing OR they’re another.
Nested within that ANY set are two ALL sets:
- People who are male AND 25–34
- People who are female AND 35–44.
The gender + age conditions are linked together differently (with ANDs) than the two ALL sets are linked to each other (with OR).
Essentially, you’ll make a new condition set each time you want to switch from an AND to an OR (and vice versa). With this structure, it is therefore very important to consider which type of set (ALL or ANY) is your very outermost set before you start adding conditions and nesting. The question to ask is whether, 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).
The following are the basic nesting actions:
- Clicking Insert New Condition Set will insert a new set with one empty condition to the bottom of the set you’re in.
- Deleting conditions to the point where there are none left in a set will remove the set.
- Clicking the minus sign to the right of the set header will delete the set and move the conditions into the next outermost set.