Connecting Qualtrics to Tufts Systems
Qualtrics allows you to take advantage of integrating with other Tufts systems, such as easily uploading multiple files directly to Box and putting a Tufts login screen in your survey to capture user information and ensure that only users with a Tufts account can see certain survey questions.
To ensure that only members of the Tufts community can take your survey (or a branch of your survey), and/or to automatically capture identifying information about a Tufts respondent, you can put a Tufts login screen in your survey. This is called adding SSO authentication, or "Single Sign On".
Optionally, once you have the Tufts login in your survey, you can also record Tufts information about a respondent, such as email address and name.
Click here to see an example survey. (If you don't see a Tufts login screen, open this in a private window).
Editing Note: The Tufts login screen does not function well with the Preview ability. If you use the same window, Qualtrics will use your existing Qualtrics cookies and automatically log you in. The best way to test adding a Tufts login to your survey is to copy the link of the preview (or the anonymous link of the published survey) and open the link in a new, private browser window.
Adding a Tufts Login Screen
- Log in to tufts.qualtrics.com and open your survey for editing.
- On the left side, under the Survey menu, click the Survey Flow icon.
- Under the Default Question Block (which represents all of the questions in your survey), click Add a New Element Here.
- From the options that appear, select Authenticator.
- This Authenticator box is the Tufts login screen. Move it to the place in the survey you'd like it to be by clicking Move and dragging the box.
- As you're dragging, a green bar will appear to preview where the Authenticator will move to. If you'd like the Tufts login screen to be at the beginning of the survey, let go of the Authenticator when the green bar is at the top of Survey Flow.
- By default, all users will see the survey questions - even if they don't successfully authenticate. To show questions only to Tufts authenticated respondents, move all question blocks to be indented underneath the Authenticator.
- Note: If you have multiple question blocks, be sure you do not change the order they are in.
- Click and hold Move on a Question Block you want to be behind the Tufts login screen.
- Drag and drop the Question Block to be indented underneath the Authenticator block.
- When you're finished, your Survey Flow will look like this:
- Now, configure the Authenticator. Set the Authentication Type to SSO, uncheck "Associate Respondent with Panel", and set the SSO Type to Shibboleth.
Finally, click Apply in the bottom right of Survey Flow.
Automatically Capture a Respondent's Tufts User Information
Once you have a Tufts login screen in your survey, you can configure survey flow to capture a variety of Tufts identifying information. These questions will not be shown to the respondent, but you'll have the information when you look at the survey response in the Data & Analysis section.
You can capture any or all of the following:
- Full name (a.k.a. display name: "Susi Remondi")
- First name (a.k.a. given name: "Susi")
- Tufts username (a.k.a. Tufts UTLN: "email@example.com")
- Tufts email address (a.k.a. "firstname.lastname@example.org")
- Tufts telephone number (a.k.a. 617-627-5555)
- Tufts title (a.k.a. "Design Manager")
To capture user information:
- Follow the steps above to open Survey Flow, and find the Tufts SSO authenticator you previously set up.
- Check Capture respondent identifying info.
- Click Add Embedded Data...
- Add the Tufts information you want to capture by adding the same keyword to both sides of the equation.
- Qualtrics uses LDAP terminology to refer to attributes, and it is case sensitive. Please refer to the below table and accompanying screenshot.
- To add a new row, click the green plus to the right of the row.
If You'd Like... Enter in Qualtrics... Example Full Name displayName Susi Remondi First Name givenName Susi Tufts Username eduPersonPrincipalName email@example.com Tufts email address firstname.lastname@example.org Tufts telephone number telephoneNumber 617-627-5555 Tufts title title Design Manager
Finally, click Apply in the bottom right of Survey Flow.
What is This?
For an example, you may have a Qualtrics survey with a file upload question: "Upload your graduation photos!" which you will distribute to students. You want these photos to be sent directly to a Box folder called "Pictures of Graduation". So, effectively, the user uploads a file to your survey and that file is sent to and stored in the Box folder.
Additionally, you may want people to upload multiple files in a single survey to Box - maybe a student has several pictures from graduation.
Here is an example survey with two ways to do this.The instructions in the survey continue from step #3 below.
How do you set it up?
To do this, you will use Box's File Request Feature and embed this feature inside the Qualtrics survey. To set this up:
- First, set up the Box side. After creating your Box folder, go to our IT guide with steps to follow to set up the Box folder, under the "File Request Feature" accordion.
- Note: We recommend turning on requiring a box sign-in so that you only get uploads from verified Tufts folks.
- When you add the File Request Feature to Qualtrics, you have two options for how the file upload is displayed. The only difference is how you want the survey to look.
- You can get a link to the file upload, which will open in a new tab from the survey.
- Alternatively, you can embed the file upload in Qualtrics.
- Here is an example survey with both these options. In the survey, there are steps on how to do each option, which you will follow after and while you set up the File Request Feature in Box.
Note: Both the options shown in this example survey will upload the files immediately - not waiting to only upload after the survey is submitted. If you want the user to have the option to upload files only after the survey is submitted, instead place the file upload in the End of Survey message. You can still use either option - the only difference is where you put either the link or the embed code. Steps to edit the end of survey message are available here.