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Shriver Evaluation Project
How to Refresh the List of Client Unique IDs in Qualtrics
In order to view and search for client Unique IDs under the “View Results” tab in Qualtrics, you will need
to link your survey responses to your client’s Unique ID. In Qualtrics, this is referred to as “updating a
panel.”
What is a “panel”?
A “panel” is just a list of contacts (e.g., name & email). 1 You will use the “Panels” tab in Qualtrics to
refresh your list of client Unique IDs (as entered in Q1.4).
The instructions on the next few pages will show you how to create a new panel and add/update client
Unique IDs.
Step 1: Create a New Panel
Once logged into Qualtrics, click on the “Panels” tab. In the example, below, the user does not have any
existing panels, but one of the NPC Research staff members may have already created a panel for you. If
you see an existing panel, you may skip Step 1 and proceed to Step 2: Refreshing Your Panel.
Next, click on the green and white button labeled “Create New Panel” (it’s on the far-right hand side of
your screen):
1
Typically, when a Qualtrics user is sending out a hyperlink to a survey, he or she will upload a “panel” into Qualtrics and
Qualtrics will perform a mail-merge, where each person in the “panel” gets their own individual email with a link to the survey.
This is where the name originated, although it’s not a very useful description for the purpose of the feature.
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Give your panel a useful name. You should only have one panel per survey, so most sites will only do this
step once (with exception to Santa Barbara). It doesn’t matter what you call your panel, and only the
members from your agency can see its members. In the example, below, we used the agency’s initials.
You do not need to select a “Destination Category.”
Click “Create” once you have selected a name. Next you will be taken to a screen where you can add new
panel members. The steps for adding new panel members and refreshing or updating your panel are
exactly the same.
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Step 2: Refreshing Your Panel
If you have just finished creating your panel, or are adding panel members for the first time, when you
click on the “Panels” tab, you will see the following screen. If you read the summary descriptions, you
will probably figure out that you need to import members from a survey (the third option). Go ahead and
click that box:
If you have already created a panel (or if one was created for you by NPC Research), you will see the
following screen instead. Go ahead and click on your panel name to get started:
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Please note that the number of panel members does not necessarily indicate the number of survey
responses you have collected. Every time an NPC Research staff member refreshes your client list of
Unique IDs, those members are added to NPC’s master panel (i.e., they show up in NPC’s Qualtrics
account). Don’t be alarmed if the number of panel members is fewer than your total number of completed
questionnaires—this is normal.
Alternatively, if you are adding more members to an existing panel with existing members, you will see
the screen, below. In this case, please select “Import/Update Panel Members.”
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Once you select “Import From a Survey” or “Import/Update Panel Members” (depending on which screen
you start with), Qualtrics will prompt you with a new screen.
1. Change the default designation for “Panel Members” from “Update Existing” to “Create New.”
1. Click on “Create New”
2. Leave “Link Responses…” and “Date Range” as their default settings.
1. Click on “Create New”
3. Leave these settings as selected
2. Make sure the survey name is correct
New”
3. Make sure your agency’s survey name and/or the appropriate survey is selected (only Santa
Barbara will need to choose a different survey).
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4. The next few steps will link your client’s Unique ID (as entered in Q1.4 in your survey) to the
survey response. This will allow you to search by Unique ID when you are viewing responses
under the “View Results” tab of Qualtrics.
a. Click on “Select Question…” and choose Q1.4 from the list.
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b. Once you select Q1.4, another field on the screen will appear: “Select Question Field…”
c. Click on the “Select Question Field…” button and select “Unique ID* Text Entry
Response”:
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d. Since you won’t need the other two fields, just click on the little subtraction sign next to
each field; this will make the fields disappear.
e. The final screen should like the following screen shot:
f.
Next, click “Import.”
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5. If NPC has recently updated all the client Unique IDs, it may appear as if nothing has happened
once you click “Import,” but if there are new changes to your client Unique IDs, then you will
be redirected to a screen where you can view all of the newly added Unique IDs.
Client Unique IDs will appear under the “name” column
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6. To be certain that all Unique IDs have been properly updated, you may want to navigate to the
“View Results” Tab and check the most recent entry. Typically, you will only need to perform
this task once, but if you’ve made any changes to a client’s Unique ID, or if you notice that some
Unique IDs have not been updated, repeat this process, but select “Update Existing” instead of
“Create New” under the “Panel Members” field.
If your computer’s IP address is displayed under “Respondent”
instead of the client Unique ID, this indicates that the list of client
Unique IDs was not updated completely, or that no Unique ID was
entered (which may indicate a failed import, if you are using that
feature). Try updating existing Unique IDs or check your import
process.
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