Qualtrics Tips & Tricks

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On this page

• Creating a survey
• Styling (Look & Feel settings)
• Distributing a survey to GitLab First Look
  • Embedded data
  • What to do if your sample size is lower than expected
• Distributing your survey to GitLab.com users
• How to create a tracked link
• How to delete a contact from our directory

Creating a survey

1. Select Blank survey project
2. Give your project a name.
3. Enter survey questions. On the right hand side of the screen you will find:
   • Question types and formatting (number of answer choices, positioning and so on).
   • Validation (force respondents to answer a question or request that they consider answering the question before leaving the page).
   • Actions (such as page breaks, skip logic and display logic).
4. Update the Look & Feel of your survey.
   • Please refer to Look & Feel settings for guidance.
5. Adjust your Survey Options as appropriate.
6. Under the Tools menu, you will find a host of useful features such as:
   • Collaborate - Allows you to share your survey with another Qualtrics user so you can edit it and/or analyze the results together.
   • Spell check - Supports English (US) only.
   • Generate test responses - Generate automated dummy responses for your survey to see what the dataset and report will look like before sending the survey to actual participants.
   • Check survey accessibility - Determine whether your survey is accessible for respondents who use screen readers, and receive suggestions for improving your survey’s accessibility.
   • Analyze Survey - Open ExpertReview's suggestions for your survey.
   • Import/export survey - From/to a QSF, TXT or DOC file.
7. When you have finished building your survey, Preview it to ensure that everything is working the way you expect it to.
8. Once you are ready to launch your survey, click Publish.

Styling (Look & Feel settings)

The following settings should be applied to your survey:

1. Theme: Blank
2. Layout: Modern
3. General
   • Progress bar: Without Text
   • Progress bar position: Top
4. Style
   • Primary colour: #554488
   • Secondary colour: #554488
   • Font: Arial
   • Foreground contrast: Medium
   • Question spacing: Compact
   • Question text: 14px bold
   • Answer text: 14px
5. Motion
   • Page transition: None
   • Additional check boxes: Unticked
6. Logo
   • GitLab First Look Logo (stored in UX Research library)
   • Style: Banner
   • Placement: Left
   • Max height: 70px
   • Mobile scaling: 66%
7. Background
   • Background type: Color
   • Background color: #ffffff
   • Foreground contrast: Medium
   • Questions container: Off

Distributing a survey to GitLab First Look

Note: These instructions are only applicable to UX Researchers and Research Coordinators.

1. Select Contacts (top right menu).
2. Select Lists (far left menu).
3. Select GitLab First Look
4. Select List Options
5. From the dropdown menu, select Create Sample From List.
6. Give your sample a name.
7. Select your sample size (the number of people who you ideally want to distribute your survey to).
   • It is advisable to send your survey to a small test sample of users to begin with, to ensure that you receive the kind of responses you are looking for.
   • When you distribute your survey to a larger audience, to avoid contacting the same users who have already answered your survey as part of your test sample, click Advanced Sampling Criteria, ensure the sampling criteria statement reads: All of the following are true, change the Contact Activity filter to Survey and change the Select survey filter to the survey you have already distributed.
8. Click Add Sampling Criteria
9. Ensure the sampling criteria statement reads: All of the following are true
10. Select Embedded data, select an Embedded Data field, select an Operator and enter/select an Embedded Data Value.
    • For every sample you create, you must always add sampling criteria for Stage groups and Types of research. When a person signs up to GitLab First Look, they specify what they would like to receive studies about (stage groups) and what type of research they would like to take part in. It’s extremely important that when you contact users, you only email them in relation to their preferences.
    • Remember the embedded data for Stage groups and Types of research can contain multiple values (it’s rare that users sign-up to receive emails abouts one particular stage group or want to take part in one form of research). Therefore, your Operator will always be Contains.
    • For more information on what embedded data is available, please refer to the embedded data section.
11. Click New Condition to add additional sampling criteria.
12. Click Create once you have finished entering your sampling criteria.
13. A progress bar will appear, this indicates that Qualtrics is building your sample.
14. Once the sample is ready, click Go to Sample (Alternatively you can navigate to Lists and your new sample will be visible under All Lists. Click on your sample to access it).
15. The number of contacts in your sample will show on the left hand side of the screen.
    • What to do if your sample size is lower than expected
16. If you are happy with the number of contacts in your sample, you are now ready to send your survey to users. To do this, go to Projects
17. Select the project/survey you want to distribute to users.
18. Click Distributions
19. Click Compose Email
20. In the To field, navigate to: Group Library: UX Research -> GitLab First Look -> Samples and select the sample you created earlier.
21. Update the From field to: firstlook@gitlab.com
22. Update the From Name to: GitLab First Look
23. The Reply-To Email can either be your own, personal GitLab email address or firstlook@gitlab.com
    • If you are planning to leave a survey running while you are on vacation, please use firstlook@gitlab.com as this will automatically forward to all UX Researchers who may be able to assist with any user queries in your absence.
24. Update the When field to the time you would like to send the email.
25. Enter your subject line.
    • A standard subject line we use for campaigns is: Quick, new research study available! however, if you wish, you may experiment with this. Please ensure that you use a subject line checker to evaluate your subject line.
26. Delete the standard text/links which appear in the WYSIWYG text area.
27. Click Load Message next to the Message field.
28. Navigate to Group Library: UX Research and select the template you would like to use.
29. Select Use Fixed Text option from the Load Message dropdown after the template has loaded. This stops any changes you make to the template from being saved permanently.
30. Edit the message text as appropriate.
    • By default, the call to action always links to the current project/survey you are planning to send. As does the screening survey text link found in the body of templates for Usability testing and User interviews.
31. When you have finished building your email, click Send Preview Email and enter your GitLab email address. A copy of the email will be sent to you for review.
32. If you are happy with your email, click Send

Embedded data

Note: These instructions are only applicable to UX Researchers and Research Coordinators.

When users sign-up to GitLab First Look, we automatically collect the following embedded data:

1. Stage groups
   • 1 - Manage
   • 2 - Plan
   • 3 - Create
   • 4 - Verify
   • 5 - Package
   • 6 - Release
   • 7 - Configure
   • 8 - Monitor
   • 9 - Secure
   • 10 - Protect
   • 11 - Enablement & Growth
2. Types of research
   • Beta testing
   • Cards sorts
   • Design evaluations
   • Surveys
   • Usability testing
   • User interviews
3. GitLab user - Whether or not the person is a GitLab user.
   • Yes - the person is a GitLab user.
   • No - the person is not a GitLab user.
4. Job title - What the person's job title is.
   • Back-end Engineer/Developer
   • Designer
   • DevOps Engineer
   • Executive (VP of Engineering, CTO, CEO, etc)
   • Front-end Engineer/Developer
   • Full-stack Engineer/Developer
   • Infrastructure Engineer
   • Operations Engineer
   • Penetration Tester
   • Product Manager
   • Project Manager
   • Quality Assurance Engineer
   • Researcher
   • Security Analyst
   • Security Professional
   • Scientist
   • Site Reliability Engineer
   • Software Engineer/Developer
   • Student
   • Systems Administrator/Engineer
   • Unemployed
   • Other
5. Organisation size - How many people work within the user's organisation? (Added August 2019)
   • 0-10 people
   • 11-100 people
   • 101-500 people
   • 501-1000 people
   • 1001-10,000 people
   • 10,000+ people
6. Team size - How many people work within the user's team (Added August 2019)
   • 0 - it's just me!
   • 1-5 people
   • 6-10 people
   • 11-20 people
   • 21-30 people
   • 30+ people
7. SaaS (GitLab.com) package
   • Free
   • Bronze
   • Silver
   • Gold
   • I don't know
8. Self managed package
   • Core
   • Starter
   • Premium
   • Ultimate
   • I don't know

• Something missing from this list? Let Sarah know and she will get it added!

• When using an Embedded Data Value Qualtrics doesn't automatically auto-complete the value as you begin typing it. The search functionality can also be haphazard. Therefore, ensure you type out the value in full, as it is displayed above.

• Embedded data fields used to be case-sensitive. For the vast majority of Qualtrics' users, embedded data is no longer case-sensitive, meaning “test” and “Test” would be treated as the same field. However, Qualtrics still advise matching cases as a best practice, as there are a small portion of accounts where this change has not been made.

• Not all Embedded Data Values were created at the point of GitLab's First Look creation. Therefore, we don't necessarily have completed values for every user. It's also worth noting that some values for users may change over time. For example, someone may change jobs which may impact their job title, organisation and team size. Therefore, there may be some discrepancies in the information we hold about users. We plan to reduce this risk by periodically asking members of GitLab First Look to check and, where necessary, update the information we have on file for them.

What to do if your sample size is lower than expected

Note: These instructions are only applicable to UX Researchers and Research Coordinators.

There could be a couple of reasons why your sample number is lower than expected:

1. The contact frequency for GitLab First Look has been exhausted. By default, no member of GitLab First Look receives an email more than once a week or four times a month. If this is the case, you will need to either delay sending your survey (you may only need to delay sending your survey by a day - reach out to the UX Research Coordinator for confirmation) or source users outside of the GitLab First Look panel.
2. There aren’t enough GitLab First Look members that match your sampling criteria.
3. There’s an error in your sampling criteria.

• For options 2 and 3, navigate to your sample and click List options, select Edit sample to change your sampling criteria.

Distributing your survey to GitLab.com users

Note: These instructions are only applicable to UX Researchers and Research Coordinators.

There will be studies where you wish to target specific populations of users based on some criteria (for instance, users that have authored at least 5 merge requests in the last 30 days). If it's possible to generate a list of user IDs for a given criteria (typically from the data warehouse), you can use that list to push those users contact info into Qualtrics and distribute a survey. Note that this is limited to users of GitLab.com and does not include Self-Managed users.

1. Generate your list of GitLab.com user IDs and put them into the first column of a Google Sheet. The first entry in the first column (A1) should be id, as this confirms that this is a list of ids that you want to use.
2. The name of the specific sheet (or tab) should be what you want to name the Qualtrics mailing list, for example, 05/20 - CI Pipeline Prototype Testing. This name cannot contain the following characters: . < >. Doing so will case an error in the transfer to Qualtrics.
3. The filename of the entire spreadsheet should be qualtrics_mailing_list. followed by the name of the worksheet/mailing list that you used in the step above. So keeping with our previous example, qualtrics_mailing_list.05/20 - CI Pipeline Prototype Testing
4. Once everything is ready, move the file into the QualtricsRequest Google Drive folder.
5. If everything was done correctly, within about 15 minutes, the id entry in A1 should turn into processing. That means the data pipeline is working on your request.
6. Finally, A1 will show processed. Your mailing list should now be in Qualtrics at this point.
7. The list will show up as a shared list for the UX Research & Product directory. You can access the list itself from the Contacts section of Qualtrics, or you can select the list as part of the process of sending an email distribution.

• The GitLab.com user ID you specified in your Google Sheet will be included in the Qualtrics mailing list as embedded data. You can use this to associate any responses you get with your original user list.

How to create a tracked link

You may want to promote a survey using several methods, and keep track of which one performs the best (for example: GitLab social, ux team social, in a blog post, or in a banner within gitlab.com). You can do this by using query strings. Read the documentation, or watch a short video.

How to delete a contact from our directory

UX Research Coordinators occasionally receive requests to remove a contact from all lists. It's important to note that each list is independent, so removing a contact from one list does not automatically remove them from others they may have subscribed to.

To remove a contact from your directory:

1. Log into your Qualtrics account
2. Click on the Contacts tab on the top right
3. Click on Directory Contacts
4. Search for the contact you want to delete
5. Select the contact
6. Options should display on the right side of the page after selecting a contact
7. Click on the wrench icon
8. Select Delete Contact