How to Add and Edit Cases in Qualtrics

Shriver Evaluation Project
How to Add and Edit Cases in Qualtrics
The following guide will you walk you through the process for logging into Qualtrics, adding new cases,
and editing previous entries. Please remember that you do no need to log into Qualtrics to add a NEW
case; you only need to log into Qualtrics if you are EDITING a case that has already been entered. The
directions for both methods are explained in the following sections.
Log In to Qualtrics
To log into Qualtrics, please direct your internet browser to:
https://npcresearch.qualtrics.com
Please note that there is no “www” preceding the address.
You will see the following screen:
Enter the username and password provided to your agency. Please contact your Designated Contact
Person for access to the password. If you do not know who this person is, please contact your Site
Coordinator.
Version 4.12.13/cz
Page 1 of 6
Shriver Evaluation Project
Adding a New Case: How to Distribute the Survey
Qualtrics allows users to add NEW case information without the need to log in (i.e., without having
access to the agency’s password). New case information can be added if you have the unique web link for
your agency’s survey. “Distributing” the survey means you are giving someone the address to this unique
web link.
Click on the “Distribute Survey” tab at the top of your screen. As soon as you select this option, you
should see a link to take the survey. If you do not initially see the link, you may have to first click on your
survey name.
Version 4.12.13/cz
Page 2 of 6
Shriver Evaluation Project
Again, you may also choose to copy and paste this link into an email and distribute to those members of
your staff that do not have access to the Qualtrics username and password. Each time you click on
“Distribute Survey,” Qualtrics will generate a new, unique web link for you, but you can use the same
web link over and over to add new cases. We recommend that you bookmark the web link in your internet
browser so that you don’t have to return to this page each time you choose to add a new case.
Editing Qualtrics Responses
From the main Qualtrics page, click on the “View Results” tab at the top of the page:
Next, click on the “Responses” icon, which is displayed as a pencil:
Version 4.12.13/cz
Page 3 of 6
Shriver Evaluation Project
Once you click on the “Responses” icon, you will reach the following screen. From this page you can
scroll through the complete list of client records entered into your Qualtrics account. To search for a
specific record, type in the client’s Unique ID into the “First Name” search field and click on the
“Search” button. Your client Unique IDs are listed in the column labeled “Respondent.” You can also
filter your client records by selecting a specific date range, but please note that the “Start” and “End”
times listed on this screen reflect the start and end times of data entry, and do not reflect the start or end
dates of the court case.
Enter Unique ID into the First Name field to search
Unique IDs appear in the Respondent column
If more than one entry appears for your client, please select the most recent case (by referring to the “End
Time” listed on the survey). Each time you edit a case in Qualtrics, a duplicate copy will be created, and
you will actually be editing a copied version of the original (this ensures that no information will be lost
and answers can be retrieved later, in the event of an error). Please do not delete older entries! NPC
Research will combine all cases before we analyze the data, and in the event of any conflicting
information (i.e., across multiple survey entries), the information in the most recent record will be used.
Always choose the most recent survey to edit!
Version 4.12.13/cz
Page 4 of 6
Shriver Evaluation Project
If you are unable to locate a case in your Qualtrics account, or if you know that there is a more recent
entry that is not showing up, you may need to refresh the list of client Unique IDs (please contact
Shriver@NPCresearch.com for help or visit our Materials website). It is a good policy to ensure that all
client Unique IDs have been updated before you begin editing cases.
Once you’ve found the case you’d like to edit, click on the drop-down arrow in the “Actions” column on
the far-right hand side of the screen:
Please select “Retake Survey as New Response” from the list of options (NOT “Retake Survey”—this
option may delete previously entered responses):
Version 4.12.13/cz
Page 5 of 6
Shriver Evaluation Project
Once you select “Retake Survey as New Response” you will be given a link to retake the survey. Just
click the link and you will be able to see your previous answers and edit information:
You could also copy and paste this link into an email, and send it to another member of your agency, if he
or she does not have access to the Qualtrics login username and password.
Special Note About Updated Client Unique IDs:
There may be up to a one-week delay once a case has been entered before the Unique ID appears in your
search criteria. If you’ve recently added a case, and know the date that you entered the case, you can use
the start/end times to narrow down your list of clients. If you are still unable to find your case, you can
email Shriver@NPCresearch.com and we can manually refresh the list for you. Additionally, if you are
interested in learning how to refresh your own list of Unique IDs, please visit our Materials page for
additional instructions.
http://www.npcresearch.com/materials.php#Shriver
Version 4.12.13/cz
Page 6 of 6