Groups and Divisions
GroupsUsed to facilitate content sharing via libraries (e.g., surveys, graphics, files, messages) and contact lists between users.The Groups page allows you to create, edit, and search for User Groups.You can use group types to set permissions for what individual group members are allowed to do with group content.Divisions Used to divide users into mini organizations within your larger organization, allowing you to give each division its own permissions and administrators.Once a Division has been created, you can give other users administrative access over specific divisions, letting these Division Administrators handle the Division-related tasks.At Butler University, Divisions will be created by Butler IT only after a suitable Division Administrator has been identified and trained. The Division Administrator role is covered in the Administrative Roles section of this document.
Libraries
You can store surveys, graphics, messages, and other file types within your Qualtrics libraries. You can access this content by going to the Library section.
There are four libraries within the Library section
- Survey Library: Stores templates of surveys, blocks, and questions for later copying, editing, or referencing in other projects.
- Graphics Library: Stores images you've uploaded to Qualtrics for later use in survey themes, questions, and messages.
- Files Library: Stores any non-image files you've uploaded to Qualtrics for later use in survey questions and messages.
- Messages Library: Stores all messages used in your surveys (Invite Emails, End of Survey messages, Custom Validation messages, etc.).
Personal and Group Libraries
When you first enter the Library section, a user will see the items in their
Personal Library. This is a library created exclusively for the individual user, where content they personally create or add will be stored for future access. Personal Library content is available for the user to view, edit, copy, and use in any of their surveys.
In addition to the Personal Library, many organizations choose to set up User Groups to facilitate content sharing. For each group of which a user is a member, they will see an associated library where they can access content shared by all group members. Depending on the specific permissions of the group, they may also be able to view, copy, edit, and use content in the
User Group Library.
Contact List
- Contact list is a mailing list that has been entered or uploaded into Qualtrics. These contact lists are sometimes referred to as panels, and can be created in house or purchased from a panel provider. You can use contact lists to easily distribute surveys to all listed individuals (known as contacts), to apply authentication requirements to surveys, and to store information about particular contacts (either to use directly in surveys or later in data analysis).
User Types
- User Types page allows you to create sets of specific permissions for users. Rather than editing users one by one to have the same permissions, you can create and assign User Types. Then, whenever you want to make a widespread permission change, you would just edit the User Type and all associated user accounts would update automatically.
Administrative Roles
There are two types of administrative roles within Qualtrics:
Brand Administrator: This role is the super-admin role within Qualtrics. These users are kept within Butler IT (at the Help Desk and Application Operations) and are responsible for creating Divisions, assigning Division Administrators, changing ownership of specific surveys, defining user and group types and interacting with Qualtrics Support for certain organization-level decisions.
Division Administrator: Division Administrators have access to the Users, User Types, Groups, and Group Types pages. Any changes a Division Administrator makes to these pages apply only to their Division (e.g., a Division Administrator can only add new users to their own Division). These permissions can be limited further in the Division settings (e.g., you can prevent Division Administrators from using the Proxy Login feature by disabling the Allow Proxy Logins permission).
At Butler University, the Division Administrator role is given only to people within a Division who have:
- been appointed by an authority within the Butler organization for which the Division was created
- completed personal Qualtrics Admin training from Butler IT
- agree to be responsible for user and group management for their Division
- agree to abide by a few rules governing user creation
- NO generic user accounts may be created for use by multiple people
- NO user accounts may be created for non-Butler e-mail addresses
- all created accounts must be for CURRENT faculty, staff, or students of Butler University
