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Getting Started - Qualtrics


Create your Qualtrics account (to be done once only)

  1. Go to https://hku.qualtrics.com and you will be redirect to HKU Portal login page.

  2. Login using your HKU Portal UID and Portal PIN.

New Qualtrics User

  1. Click No, I don’t have a preexisting account here to proceed.

  2. Your Qualtrics account will be created. You can click Sign in to login Qualtrics.

  3. Read Qualtrics’s Terms of Service and click I accept to proceed.

 

Existing Qualtrics User

If you already registered a Qualtrics account under HKU brand, you can link your Qualtrics account with your HKU Portal account.

  1. Click Yes, I have a preexisting account here to proceed.

  2. Enter your preexisting Qualtrics account email and password. Then click Verify account.

  3. Your Qualtrics account will be linked. You can click Sign in to login Qualtrics

  4. Read Qualtrics’s Terms of Service and click I accept to proceed. You will see all of your existing surveys and data in your new linked account.


Login your Qualtrics account

  1. Go to https://hku.qualtrics.com and login using your HKU Portal account.

  2. You will be logged in to your Qualtrics account.


About the Projects Page

All Qualtrics sessions begin on the Projects page – a one-stop shop listing all the projects you have created and those that have been shared with you. The Projects page lets you:

  1. Create new projects
  2. Organize, sort, search, and view your projects
  3. Collaborate on projects with colleagues
  4. Identify your projects by their XM type

Layout of the projects page


Creating New Projects

A typical project consists of a survey, a distribution record, responses, and reports. To make it easy to create a new project, Qualtrics gives you five options to guide you along. You can start with:

  • Blank Survey Projects.

  • Copies of existing surveys.

  • Solution Templates.

  • Templates in your Survey Library.

  • Exported Qualtrics Survey Format (QSF) files.

The first time you login you’ll be prompted to review the Qualtrics Terms of Service and then you will see the below getting started screen. To start:

  1. Click Create Project.
    Initial Projects page view

  2. Choose either the Research Core or your desired project category.
    Selecting the Project Type and solution in the project creation window

  3. Select from among the many project creation options, including Blank Survey Project or one of the Solution Templates.

  4. Name your project.
    Naming your project in the project creation window

  5. Click Create Project.

Go to the Creating a Project page for step-by-step examples of how to create new projects using any of these options.


Set up Single Sign-On (SSO) Authenticator for the project (available after 4 May 2020)

Single Sign-On Authenticator can be used to verify the respondent’s identity and thus enable the survey owner to restrict a survey to be completed by HKU staff and students only (i.e. verify the respondent holds a valid HKU Portal account).

  1. Select the project you need to set up the SSO Authenticator and go to the Survey tab. Then click Survey Flow.

  2. Click Add a New Element Here.

  3. Click Authenticator.

  4. Select SSO for Authentication Type.

  5. Select Shibboleth for SSO Type.

  6. Tick the checkbox Capture respondent identifying info.

    Note: Qualtrics’ s survey platform will capture the respondent’s HKU email address, identity (i.e. staff or student) and IP address and make these data accessible to the survey owner. Please ensure the respondents are aware of this before they proceed to complete the survey.

  7. Click Add Embedded Data.

  8. For the ED field(s) on the left hand side, you can name the field name according to your preference and it will appear in the response data.
    For the user attribute(s) on the right side, please use the following format.

    User attribute

    Information to be captured

    email

    HKU email address

    account_type

    staff or student

  9. Click Add a New Element Here.

  10. Select Branch.

  11. Click Add a Condition.

  12. Set up the condition(s) to suit your needs and then click OK to proceed. Below example make the survey accessible by both HKU staff and students.

  13. Continue to add the element for display the question(s) and also the End of Survey block. Then click Save Flow to finish the set up.

  14. Test your survey to ensure you have setup the SSO authenticator properly. Respondent will be asked to login their HKU Portal account for identity verification before they proceed to complete the survey.
    Note: SSO authenticator may not function properly with Preview Survey. Please test your survey via the anonymous survey link.


Organizing, Viewing, Searching, & Sorting Projects

The Projects page displays practical, at-a-glance information to help you organize, view, monitor, track, and sort through your projects. For example:

Layout of the Projects page

On the far-right of every project name you’ll see three dots that open the project actions dropdown menu, which will greatly facilitate your navigation of that project. From here you can Activate, Rename, Copy, Edit, Translate, and Delete your projects, and more.

Project Actions dropdown menu to the right of a project

Go to the Organizing & Viewing Your Projects page for step-by-step examples of how to get the most value and power out of the Projects page. On this page you will go through:


Collaborating On Projects

Collaborating on projects is as easy as clicking Collaborate from the project actions dropdown menu.

Collaborate option in the project dropdown menu

You can collaborate with individuals inside your organization. To begin collaborating, enter a colleague’s email address in the Collaborate popup menu.

Collaborate pop up window

You can refer to the Collaborating on a Project page for detail on how to collaborate on projects.

  1. Select the project you need to set up the SSO Authenticator and go to the Survey tab. Then click Survey Flow.

  2. Select the project you need to set up the SSO Authenticator and go to the Survey tab. Then click Survey Flow.

    1. Track any tickets assigned to you or your team by your XM projects.

    2. View and organize projects by folder or category.

    3. Expand or collapse your projects for easy viewing.

    4. Sort your projects by various criteria, such as Project Type, Project Name, or Last Modified.

    5. Search for projects by name.

    6. View metrics summarizing your projects.

    1. The project actions dropdown menu’s options.

    2. The organization of your folders and categories.

    3. The sorting and searching of your projects.