Usage Tags

Suite
Customer Experience Employee Experience Strategy & Research
Product
Qualtrics
What's on this page

About Usage Tags

Have you ever wanted to monitor which departments at your company use Qualtrics the most? Usage Tags allow Brand Administrators to create tags that correspond to their company’s cost structure. This allows you to create a Cost Management system within Qualtrics. When new user accounts are created or when new surveys are published, the relevant tags will be applied to the users or projects. Administrators can run periodic reports to see how many survey responses or user seats were consumed for each tag within a given period of time.

Creating Usage Tags

Navigate to the Admin section.
Choosing admin from the top-level navigation in the top-left of every page of the website
Choosing admin from the top-level navigation in the top-left of every page of the website
Select the Usage Tags tab.
usage tags section of admin. the add tag button for creating a new tag
usage tags section of admin. the add tag button for creating a new tag
Click Configuration.
Click Add Tag.
Give your tag a name.
creating a tag called "department"
creating a tag called "department"
Example: We’re creating a tag for “Department” so users in our organization can tag which department they work in.
If desired, give your tag a description. This step is optional.
Click Save.
On your newly created tag, click 0 tag values to begin adding values to your tags.
click "tag values" for tags you want to create values for
click "tag values" for tags you want to create values for
Click Add value.
the add value button on the right side of a tag
the add value button on the right side of a tag
Enter a value for the tag.
adding a value of "recruiting" to a tag. click the checkmark next to the value to save
adding a value of "recruiting" to a tag. click the checkmark next to the value to save
Click the check mark to save the value.
Qtip: Click the X to delete the value.
Repeat steps 9 through 11 to add additional values for your tags.

You may repeat this process to create as many tags and values as your organization requires. There is a limit of 10 tags with 10,000 values.

Importing & Exporting Values

If you have a lot of tag values to create, Qualtrics lets you import a CSV or TSV file to easily create your tag values. You can also export your values for your own purposes, or to use in other tags.

To import or export your tags:

Click tag values on a tag you’ve already created.
 

click "tag values" on the tag you want to import/export
click "tag values" on the tag you want to import/export

Click the Import button to upload a CSV file of tag values.
 

the import and export buttons on a tag category
the import and export buttons on a tag category

Qtip: The file you import should have one column labeled Value. This column should include a list of the values you’d like to import.
 

a csv file for importing tag values. The file contains one column with the header "value". each cell contains one value for the tag
a csv file for importing tag values. The file contains one column with the header "value". each cell contains one value for the tag

Click the Export button to download a file of your tag values.

Choosing Which Resources Are Tagged

In addition to creating your tags, you also need to choose which resources get tagged as well as if these tags are required. These settings are configured in the Resource Tagging box.
 

the resource tagging box at the top of the configuration page
the resource tagging box at the top of the configuration page

  • Surveys: When enabled, surveys are eligible to be tagged. Tagging surveys allows you to track how responses are consumed.

    Qtip: Although we say survey, survey projects aren’t the only ones you can tag. You can tag any project type, including XM Solutions, conjoints, MaxDiff, and all Employee Experience projects.

    Attention: Only responses recorded after a survey was tagged will be assigned a usage tag, not all responses in the survey.

  • Users: When enabled, users are eligible to be tagged. Tagging users allows you to track how user seats are allocated across your organization.

  • Include option for survey creators to tag their surveys: When enabled, survey owners will have the option to add tags to their surveys. See the Tagging Surveys for Survey Creators section for more information.

    Qtip: This option will not appear unless Surveys is also enabled.

  • Require all tags: When enabled, survey owners are required to apply one value to all tags on their survey when they publish. See the Tagging Surveys for Survey Creators section for more information.

    Qtip: If you enable this option, we recommend you include an “Other” or “I don’t know” value for all of your tags for users to select if they aren’t sure what tag value to use or if a tag isn’t applicable to them. You can then filter for these values in your Mappings or License Usage Report and then adjust the tag value accordingly.

    Qtip: This option will not appear unless Include option for survey creators to tag their surveys is also enabled.

Tagging Surveys and Users for Admins

After creating your tags, you can assign them to both users and surveys. You can tag items individually, or in bulk.

Tagging Items Individually

You can tag items individually via the Admin UI:

Navigate to the Admin section.
Choosing admin from the top-level navigation in the top-left of every page of the website
Choosing admin from the top-level navigation in the top-left of every page of the website
Click Usage Tags.
the mappings section of usage tags
the mappings section of usage tags
Click Mappings.
Use the View dropdown to choose to tag either Surveys or Users.
Use the table to find the surveys or users you’d like to tag. This table will display key pieces of information depending on if you’re tagging surveys or users.
the mappings table for adding tags to a survey
the mappings table for adding tags to a survey
Click the checkbox next to any user or survey you’d like to tag.
Click the Tag button.
image of adding tags to surveys in bulk.
image of adding tags to surveys in bulk.
Choose the tag and value you’d like to apply.
Click Assign.

Tagging Items in Bulk

You can tag items in bulk via a file upload: 

  1. In the Mappings section, click Export to export a list of surveys or users. Use the "View" menu at the top of the page to switch between surveys and users. 

    clicking export for usage tags
    clicking export for usage tags

  2. Choose your desired export format, either CSV or TSV. 

    choosing the export format
    choosing the export format
  3. Click Export. 
  4. Open the file in a spreadsheet editor on your computer (such as Microsoft Excel). 

  5. Each item will be its own row in the spreadsheet and each tag will have its own column. Add your desired tag values in the corresponding tag columns. If a tag's value does not already exist in your configuration settings, then the value will not be tagged to the item.

    Adding tags to the export file
    Adding tags to the export file
  6. Save your file as a CSV. 

  7. In the Mappings section, click Import and choose the file saved to your computer. Your surveys or users will be updated after the file is finished processing.

    importing the updated tag file
    importing the updated tag file

Adding Required Tags to a Survey

Sometimes, as a survey editor, you may be required to add tags to surveys. These will be labeled “Org usage tracking.” If your Brand Administrator has enabled Require all tags, you must tag your survey before it can be published for the first time.

publish and activate survey winow shows fields to enter tags called org usage tracking
publish and activate survey winow shows fields to enter tags called org usage tracking

Attention: You will only be required to tag your survey the first time you activate it. While you can update tags when you publish additional changes (or by using tools), you will not be required to add tags every time you publish. If your survey was activated for the first time before tagging requirements were created, you will not be required to add tags when you publish changes.

Editing a Survey’s Tags

As a survey editor, you can edit existing tags on a survey in 2 ways: through the tools menu, or when you publish your survey.

To edit a survey’s tags through tools:

In the survey editor, click Tools.
the dropdown menu for selecting a tag value
the dropdown menu for selecting a tag value
Select Survey tagging.
Beneath each tag you’d like to apply, choose a value.
the window for adding a tag to a survey
the window for adding a tag to a survey
Qtip: You can choose one value for each tag.
Qtip: Up to 500 tag values can be displayed in this dropdown menu. If there are more than 500 possible tag values, then you need to narrow down the possible number of tag values by typing in the tag box to search the tags.
Click Save.

Viewing License Usage

Once you’ve created your cost management system with tags, Brand Admins can report out on license usage based on these tags in the License Usage report.
 

the source dropdown for the responses graph
the source dropdown for the responses graph


To access the license usage report and get a full explanation of the charts available in this report, see the Admin Reports.

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