Overview 

 

Scope 

This document is a user manual for Qualtrics Data Integration. It contains all relevant information relevant for this integration that has been implemented in the Dapresy system. 

Purpose 

The purpose of this document is to provide an overview of Qualtrics Data Integration and how to use it in the Dapresy system.  

 

 

Getting Started 

 

Integration Overview 

This API allows you to export survey data from Qualtrics (https://www.qualtrics.com/directly into Dapresy to be used as a data source.  
 

Pre-Requirements 

In order to use this Qualtrics Data Integration, you will need to have an account on Qualtrics with the API feature enabled. This will allow you to create an API tokenAn API token is a mandatory parameter for this integration into Dapresy. 

Another important parameter is the API base URL which will include the path to the API. Qualtrics has multiple URL’s for APIs, so it depends on the end user’s location. 
 

How to Create an API Token 

Follow these 5 steps to create an API Token: 

  1. Log into Qualtrics 
     

  1. Click on the person in the top right corner of your account 
     

  1. Select Account Settings 
     

 

  1. Click Qualtrics Ids on the navigation bar 

 

  1. In the box labeled API, click Generate Token 

 

NOTE: Do not click the ‘Generate Token’ if you already have a token. An API taken only needs to be generated once. If you generate a new token while you have existing integrations using the old token, then those existing integrations will need to be updated with the new token. 
 

How to Create the Correct URL 

Follow these 2 steps to create a base URL: 

  1. Go to https://qualtrics.com  and login with your account 
     

  1. After you log in, you will be redirected to the nearest Qualtrics server, then just copy the base URL from your browser and add “API/v3” to that  
     

 

 

Here we would have https://co1.qualtrics.com/API/v3 

 

Using the System 

Process Flow 

The data integration process works like below: 

Shape 

 

 

 

Setup Integration 

To setup Qualtrics data source adapter, you must complete the following 5 tasks 

Task 1: Access Data Integration UI 

To access Data Integration UI in Dapresy, please follow these 4 steps: 

  1. Log into Dapresy 
     

  1. Select the Data tab from the main menu  

 

  1. Click on arrow under Import Data and then select Scheduler imports from dropdown menu 

 

Then the Data Integration UI will be opened 

 

Task 2: Create Data Adapter instance 

Your first Data Adapter is automatically created when you access Import Scheduler UI for the first time. This screen contains all of the setup controls for the new data adapter instance. Some of these parameters are mandatory, and some are optional. 

When you access this screen for the first time, you need to enter the Schedule name and check the Active checkbox. 
 

 

 
After the first Data Adapter has been created, then you can create another Data Adapter for the same project with different configurations. To create a new Data Adapter, just click the Create new button on Import scheduler UI. 

 

The import schedule configuration form will be cleared for new parameters and configurations. Also, if you need to delete a Data Adaptersimply select the Data Adapter you would like to delete from the Selected import schedule dropdown list and then click the Delete selected’ button. 

 

 

Task 3: Set Data Import Scheduler 

Every Import Scheduler job can be scheduled to be triggered just once or to be repeated based on one of the following schedules: 

  • Hourly 

  • Weekly 

  • Monthly 

You can select the schedule type from the Import type dropdown menu on the Import scheduler UI. 

 

 
When the ‘Run import on save checkbox is selected, then the import job will be triggered immediately after the Save button has been clicked. Scheduled jobs will also be saved for the time that you select. 
 
 
 

Task 4: Choose Data Source 

To select Data Source for your Data Adapter, use the Data source dropdown menu. 

 

 
 
 
 
By default, the data source is set to the FTP Server, but this should be changed to Qualtrics. When Qualtrics is selected as the data source, then the configuration form will be loaded on UI. 

 

 

Task 5: Set up Data Source 

To set up the Qualtrics data source, two mandatory parameters are needed: API token and base URL. To learn how to create these, see Pre-Requirements on Page 5 of this manual.  
 
To set up Qualtrics data source, follow these steps: 

  1. Enter your unique API token from Qualtrics 
     

  1. Enter the base URL and API location of the Qualtrics API 
    example: https://survey.qualtricsserver.com/API/v3 
    (Note: it is important to include the API/v3 after the server name, this is used to correctly reference the API) 
     

  1. Click on the Load survey list button 
     

  1. The survey list will be populated with all surveys from Qualtrics that are linked to the provided API token 

 
 
 

  1. Select the desired survey, and the Survey Id field will be populated 
     

 
 

  1. Choose the time period for the selected survey's data. Select this from the Time period dropdown. If nothing is selected, then the system will load data from all respondents. If a specific date range is needed, then select the ‘Static option from time period dropdown. 
     

 
 

  1. The Start and End date controls will appear. Simply check the Start and End date check boxes and choose the specific dates from the calendars. Please refer to Dapresy documentation for details of all time selections available. 

 

After completing these steps, the Qualtrics Data Adapter will be configured ready to use. The last step is to click ‘Save at the end of the Import scheduler UI. 


Supported Controls from Qualtrics Survey 

After the Qualtrics Data Adapter has been configured, everything is ready to pull data from Qualtrics into Dapresy. It’s important to note that Dapresy can't support data from all Qualtrics survey's controls.  Qualtrics has many different controls that can be selected as survey questions. The data format in the backend of these controls can be different, therefore some of them are not currently supported by Dapresy.  

 
 
 
Supported Controls 

Below is the full list of survey controls currently supported by Qualtrics. 

  1. Multiple choice with single answers 

 
 

  1. Multiple choice with multiple answers 

 
 

  1. Text entry – single line 

 
 

  1. Text entry – multi line 

         
 

  1. Matrix – Likert – Single-choice answers 

         

  1. Matrix – Likert – Multi-choice answers 

 
 

  1. Matrix – Likert – Dropdown 

 
 

  1. Matrix – Profile – Single-choice answers 

 
 

  1. Matrix – Profile – Multi-choice answers 

         
 

  1. Matrix – Profile – Dropdown 

         

 

  1. Matrix – bipolar 

         
 

  1. Rank order control – Drag and drop 

 
 

  1. Rank order control – Drag and drop (graphic) 

 
 

  1. Rank order control – Radio buttons 

 
 

  1. Rank order control – Horizontal 

 

 

 

  1. Rank order control – Horizontal (graphic) 

 
 

  1. Rank order control  Horizontal text entry 

 
 

  1. Rank order control – Selection box 

 
 

  1. Rank order control – Vertical 

 
 

  1. Rank order control – Vertical (graphic) 

 
 

  1. Rank order control – Vertical text entry 

 

 

 

  1. Slider – Draggable bars 

 
 

  1. Slider – Draggable slider 

 
 

  1. Slider – Stars 

 
 

  1. Constant sum – Draggable bars 

 
 

  1. Constant sum – Horizontal graphic 

 

 

  1. Constant sum – Horizontal text 

 
 

  1. Constant sum – Vertical graphic 

 
 

  1. Constant sum - Vertical text 

 
 

  1. Graphic slider – Text above 

 
 

  1. Graphic slider  Text below 

 
 

  1. Graphic slider – Text left 

 
 

  1. Graphic slider – Text right 

 
 

  1. Net promoter Score 

 

 

 

  1. Hotspot – Like/Dislike 

 

  1. Hotspot – On/Off 

 

 

 
Unsupported Controls 
The following controls are unsupported: 
 

  1. Side by side 

 

 

 

  1. Pick, group and rank – Drag and drop 

 

 
 
 

  1. Pick, group and rank – No columns 

 
 

  1. Heatmap 

 
 

 

  1. Gap analysis – Positive and Negative 

 
 

  1. Drill down 

 

  1. Constant sum – Graphic w/Total 

 
 

  1. Constant sum – Text w/Total 

 

 

Additional variables 

The Qualtrics API has a special field used for Response ID which is not shown in the metadata definition, but it is included in the case-data that is received from Qualtrics.    

This filed can be added as an additional open text variable in Dapresy Pro.   

For example, a typical case data message looks like this:    

"responses": [{  

    "ResponseID": "R_4cdeZhZ0kaAXcCJ7",  

    "ResponseSet": "Default Response Set",  

    "IPAddress": "",  

    "StartDate": "2018-11-30 21:35:11",  

    "EndDate": "2018-11-30 21:35:11",  

    "RecipientLastName": "",  

    "RecipientFirstName": "",  

    "RecipientEmail": "",  

Etc. ……………..   

There is an additional open text variable to every Qualtrics respondent that is imported. It has the code “QualtricsResponseID” and Report Text “Original Qualtrics Response ID” which for the example includes the value R_4cdeZhZ0kaAXcCJ7 for this respondent.  This makes it possible to trace respondents from the Qualtrics system in Dapresy Pro with a guaranteed unique value for each case. 

 

 

Using new version of Qualtrics integration 

For security restrictions on previous version of Qualtrics API, new integration on Dapresy side needed to be implemented and it is accessible under name ‘QualtricsV2’ in Data source list. 

 

 

 

Usage of QualtricsV2 is pretty much the same for the end user, except that new version has additional field “Regular separator” on set up UI. 

 

 

 

Regular separator character is used to replace instances of multichoice separator character in non-multichoice variable names. So, if there is a single choice variable named q12_4, and multichoice separator character defined as  _, regular separator character as #, after import variable will be named as q12#4 since it is not multichoice variable. Regular separator field can accept same characters as multichoice, and it can also be left empty. In case it was left empty, variable from previous example would be named q124. 

 

  

QualtricsV2 supports question types ‘Text entry – Form’ and ‘Pick, group and rank – Drag and drop’ unlike Qualtrics. 

 

Both versions: Qualtrics and QualtricsV2 are functional and can be used within Dapresy.