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Tracking respondents

  • November 8, 2023
  • 7 replies
  • 127 views

MargaretW
Level 2 ●●
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Hi! I am working with an organization to enable a 1 month follow-up survey on an anonymous survey link posted at the end of a video that is posted on a website. Per documentation (link at end of this post), I see that I can ask for respondents’ email and use that response as piped text in an email trigger set to send in 28 days. I could put a link to a follow-up survey in that email message. Is there an automated way to identify who is responding to that survey without asking respondents for identifiable information (email address in this case) in the survey? It seems like a long shot, but I’d like to see if anyone can advise.  

 

https://www.qualtrics.com/support/survey-platform/survey-module/survey-tools/email-triggers/

November 10, 2023

Hey @MargaretW, just wanting to clarify on your original question - are you talking about identifying respondents from the original survey or the follow up survey? 

If you’re wanting to identify them in both, you could use @brookel’s suggestion of a query string on the end of the anonymous link for the second survey. This would mean in the first survey, you capture their email address as a question, and also save it as embedded data. Then in the 28 day delayed email trigger workflow, you would build the anonymous link to include the query string with the embedded data email field as piped text in the email body. Then when they click on that link to complete the second survey, the query string would pipe in their email address so you can capture it as embedded data. You would then be able to match the two responses (and anything else the person has done with the same email address).

The other option you might consider is adding respondents to a list or directory as part of the workflow when they complete the first survey. You can then set up your list to trigger an email to new members after the 28 days. This would then generate a personalised email link to them and you would have the information they already populated (e.g. if you wanted to capture demographics in your first survey, you would have that saved in the directory for when they responded the next time). There’s some more information on this process here https://www.qualtrics.com/support/survey-platform/actions-module/xm-directory-task/#SendingEmails

Hope this helps with your survey plans!

7 replies

pamelalbeck
Level 5 ●●●●●
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  • Level 5 ●●●●●
  • November 8, 2023

Hi Margaret,

 

Thank you and what a great question, I am also curious on this one.  My concern would be if it invalidates the anonymous nature of the survey.  

 

 

 

 


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  • Level 3 ●●●
  • November 8, 2023

@MargaretW I use this kind of setup for pre and post surveys but would mean you would have to use the same panel to send everything out.  But you can create a panel from the first survey.  
 

IF the people don’t have the emails for their study I have them create a survey just to collect the names and email address and use workflow to send out the pre survey.  But I use embedded data for the pre and post as ID from the panel so you would but that on top of the surveys.  Here is the KB on the setup that I am talking about https://kb.ndsu.edu/page.php?id=128263 and https://kb.ndsu.edu/129686


MargaretW
Level 2 ●●
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  • Author
  • Level 2 ●●
  • November 8, 2023

Thank you both for your reply.  We are using an anonymous link due to the limitations of how we are distributing the initial survey. We want feedback on 50+ training videos and we want to collect it at two points: (1) immediately after folks watch it and (2) one month after viewing. The videos are  posted on website that folks have to log in to, but we don’t have the ability to embed a robust survey into the website and tie results to website log-ins. The team is going with Qualtrics because it allows automation of the one month follow up via an email trigger. Folks can watch the videos/complete the initial survey at any time, so there is not a set one-month follow-up time for all respondents.  

The stakeholders want to be able to identify folks and the survey introduction states that though their responses will be aggregated in any reporting,  program staff will be able to identify results (provided the email address they provide in the survey is accurate/identifiable).  Folks who might view the videos might interact with content from our stakeholders that is available outside of this website, so that is why they want identifiable information.  I know that’s pretty complex. 


brookel
Groups Administrator
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  • Groups Administrator
  • November 9, 2023

Hi @MargaretW,

If you want to use a truly anonymous link for the distribution, there will not be a way to identify besides asking.

However, if you just want to avoid asking the email question, you could use personalized links (this way you would know who is responding) without your respondents having to type an email.

Another option is to place a query string on the end of the anonymous links.

Both models would require you all having a list of people who are taking the survey ahead of time.

Hope this helps!


ashleigh_quaill
Level 3 ●●●
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Hey @MargaretW, just wanting to clarify on your original question - are you talking about identifying respondents from the original survey or the follow up survey? 

If you’re wanting to identify them in both, you could use @brookel’s suggestion of a query string on the end of the anonymous link for the second survey. This would mean in the first survey, you capture their email address as a question, and also save it as embedded data. Then in the 28 day delayed email trigger workflow, you would build the anonymous link to include the query string with the embedded data email field as piped text in the email body. Then when they click on that link to complete the second survey, the query string would pipe in their email address so you can capture it as embedded data. You would then be able to match the two responses (and anything else the person has done with the same email address).

The other option you might consider is adding respondents to a list or directory as part of the workflow when they complete the first survey. You can then set up your list to trigger an email to new members after the 28 days. This would then generate a personalised email link to them and you would have the information they already populated (e.g. if you wanted to capture demographics in your first survey, you would have that saved in the directory for when they responded the next time). There’s some more information on this process here https://www.qualtrics.com/support/survey-platform/actions-module/xm-directory-task/#SendingEmails

Hope this helps with your survey plans!


MargaretW
Level 2 ●●
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  • Author
  • Level 2 ●●
  • November 10, 2023

Asleigh, I think you’ve found a solution for me. I like the directory idea. I have done some work with query strings before, but I’ve not tried using a workflow that would create a directory. Your response (and everyone else’s) has been most helpful.  I’ve used Qualtrics for a long time, but I’ve only recently joined the community. I’ve been missing a lot! Thanks agian.


MargaretW
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  • Author
  • Level 2 ●●
  • November 10, 2023

@ashleigh_quaill The directory method worked well in my testing. I could not test your other suggested method due to not all options being available to me in workflows (highly suspect operator error on my part, but it seems pretty straight forward). Anyway, wanted to thank you again now that it has worked. Thank you.