Multiple users fill out one survey with only one submission

Hi Frederik!

I’m wondering if you could create a custom link for each organization using the “fake email,” then copy/paste that custom link into the body of an email for a group of organization users. Theoretically, the link would function such that each person with access could contribute, but then once it was submitted by one of the users, would no longer be accessible. (in theory, but would need to be tested)

This wouldn’t account for tracking user-specific data though - is that something that is critical?

-Erin

Hi Erin, 

Thanks for your quick reply and the suggestion.

Are you referring to personal links? We used personal links before we switched to authenticators. We added the personal links into the email notifications sent; however, we still had to have two contact lists if we wanted to send out the email notification from Qualtrics. The issue (I believe) is that Qualtrics sends out every email separately without an option to CC people. 

We don't need to track user-specific data. We added a suffix to the personal links earlier which allowed us to do that, but in the end, we didn't think it was necessary. 

Best,

Fredrik

Yes, I’m referring to personal links, but you could use the authenticator feature to accomplish the same thing. I’m wondering if you did an anonymized email distribution to your list of people, if that should work:

• Have a contact list of organizations (this will be for the authenticator to reference)
  • set your ExternalDataReference to something that would be intuitive for responders to know, like the name of the organization (*just make sure you communicate with the users that they know how to enter this verbatim)
• Have a contact list of all responders across all organizations (this will be what you send the survey to)
• Put an Authenticator in your survey
• Send an Email Distribution via the Distributions tab (you can schedule in advance), but adjust the email settings so that the link type is anonymous

I think this enables you to leverage a contact list of people and sending out the anonymous link via Qualtrics, but leveraging the Authenticator (tied to the organization contact list) allows multiple people to authenticate into a response for a single organization. 

Also, you can use cc and bcc options if you send emails via a Workflow task. I don’t think that’s necessarily helpful here, just an FYI. :) 

-Erin

Hi Erin, 

Thanks. You're actually describing our current set up. :) We're using a custom username as ExternalDataReference and an embedded data field with the password. In the email notification, we include the username and password and an anonymous link to the survey. The link goes to a login page where users can login using the username and password they received in the notification. This works fine. 

In the workflow, yes, we can CC people and we use this functionality to send follow-up emails after submission. 

However, this setup still requires us to have two contact lists, one for the survey and one for people to whom we send the notification. It would be much better if we would be able to simply CC people to the original notification, e.g. by having a list of emails in an embedded field, similar to how we currently use it in the workflow. I would like to see this as a new feature in Qualtrics. 

Thanks again. 

Fredrik

Ahh I see. I can’t think of a different way to streamline the process with the current functionality - hopefully another user who can is able to jump in on this thread! 

You may have already done this, but make sure to add this is a feature suggestion for Qualtrics! https://community.qualtrics.com/p/evolve

-Erin

​@fredrikoeriksson 

Why not include organization information as embedded data for all individuals. So, everyone would have their organization information post authentication after which using workflow create a new contact in same list with fake email and add this condition in start of survey flow  and end of survey flow which will check that if that fake email with survey =true is present in the list for organization if yes end the survey for them and do not record response.

Hope this helps