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Filtering Results-Reports

Suite

Strategy & Research

Product

Qualtrics

What's on this page

Qtip: There is a new version of Results available. To opt in to the new Results Dashboards, navigate to the Results tab and click Try it now.

About Filtering Results-Reports

Sometimes you’ll want to look at a specific subset of your results, rather than all the collected data. You can use filters to refine results-reports to show only results that meet specific criteria. Filters apply globally to a results-report, so once applied, all visualizations and pages in the results-report will be filtered to show only information that meets the filter criteria.

Example: You produce a monthly report on customer satisfaction and you want to view data just for the current month. You can add a date filter to your results-report to view only this month’s data.

Qtip: These filters you build in Results-Reports are also accessible in Advanced-Reports and Data & Analysis!

Adding a Filter

Navigate to the Reports tab.

Add Filter button reveals a list of all survey fields, including questions and embedded data

Navigate to the Results section.

Open the desired report.

Click Add Filter.

Choose the filter criteria (survey metadata, question, or embedded data).

Select the desired Operator.

Dropdown of operator, with options such as 'includes any,' 'exclude all,' and 'is/is not empty'

Select or enter the desired Operand(s).

Click the plus ( + ) or minus ( – ) sign to add additional conditions or remove conditions.

plus and minus buttons next to the filter

Qtip: Adding additional filters will bring you to the Manage Filters window. Here you can create more dynamic logic sets to isolate particular sets of respondents. See the Managing Filters section for more details.

To practice adding filters, expand the Step-by-Step guide below.

Step-by-Step

Several types of filter criteria can be used to create conditional statements:

Question Answers: Note that each question type has unique filtering options.
Qtip: To learn more, visit the Fields You Can Filter By section.
Survey Metadata: Includes information automatically collected when a respondent takes a survey, such as Start Date, End Date, Response Type, IP Address, Duration, Finished, and Recorded Date.
Qtip: To learn more, visit the Fields You Can Filter By section.
Contact Fields: This consists of the default recorded contact fields (e.g., Recipient Last Name, Recipient First Name, Recipient Email, External Reference, and Distribution Channel). These will only be recorded if the survey response is connected to a contact list.
Embedded Data: Extra information is recorded in your survey beyond your question responses. Embedded data consists of fields and values that can be accessed effectively by filters. Field names act as your variables (e.g., Gender, State, Status). Fields can have multiple values (e.g., the field Canadian Provinces may have Ontario, Newfoundland, and British Columbia as values).
Qtip: If you are new to embedded data, check out the Embedded Data support page.

Follow the below steps to learn how to add a filter.

Select Add Filter.

add filter button allows you to select from a saved filter

Go to Saved Filters.

Select Manage Filters.

Select Create a Filter.

create a filter button in the center of the manage filters page

Remove the default “Select Field” by clicking the minus ( – ) sign to its right.

Set your top-level operator to Any.

filter logic set set to Any of the following are true

Create your two condition sets by clicking Insert New Condition Set twice at the very bottom of the filter.

insert new condition set button beneath every filter

Ensure that the operators for these conditions are set to All.

Any or All of the following dropdown above every filter set

Click Insert New Condition below each Select Field dropdown.

insert new condition button under each filter

Set one filter for Males who are 25–34 and the other for Females who are 35–44.

Complex filter where responses either come from 25-34 year old men or 35-44 year old women

You use the two All sets to connect statements that both have to be true. You want data from respondents that are: Males and 25–34, or Female and 35–44.

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

Build a basic filter.

Filters at the top of he results, the Manage filters button to the left of them, plus and minus to the right

Qtip: Be sure not to leave the page before saving!

Click Manage Filters, or click the plus sign ( + ) and continue building your filter. Both options will open the Manage Filters window.

Type a filter name in the text box.

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.

Qtip: You can also open the Manage Filters window by clicking Add Filter, selecting Saved Filters, and then clicking Manage Filters.

Loading Saved Filters

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

Selecting a filter from the saved filters menu

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

minus button next the selected saved filter

Managing, Copying, and Deleting Saved Filters

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

Select your saved filters from the navigation sidebar.

Add an additional filter by clicking the Create New button on the Managing Filters window.

Copy a filter by clicking the icon to the right.

Delete a saved filter permanently by clicking the delete icon.

Search filters using the Search box.

Conditions and Condition Sets

Filters work the same in Data & Analysis as they do in Reports – in fact, the filters you create there also appear in Results-Reports, and vice versa!

To learn more about building the conditions of your survey, see the following sections of the Filtering Responses support page:

FAQs

Why is my contact list information not appearing in any of my reports?

Only Embedded Data fields that are saved in the Survey Flow are included in reports. Even if those Embedded Data fields are included in the contact list, if they’re not also set in the Survey Flow, they won’t appear in the reports.

If you forgot to put Embedded Data in the Survey Flow, you can add it to your data retroactively, so long as there are values in the contact list. See the Embedded Data support page for further instruction.

Note that if the contact list information you’re trying to download was not included in the contact list at the time the members took the survey, retroactively adding the Embedded Data fields to the Survey Flow will not add that information to the reports later.

Can I break down the information in a visualization into groups based on other data?

Yes, you can subdivide a visualization by selecting Breakout By in the visualization editing pane. You will then select the question, metadata, or Embedded Data field you would like to break the visualization out by.

See Breakouts for Advanced-Reports or Breakouts for Results-Reports, depending on the reporting you are using.

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