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File
The File menu allows controlling mostly file-related aspects reports generated in the Reports tab.
This menu also duplicates options found in the Settings shortcut in the toolbar banner.Anchor QD-Rep-TOPMENU-Fil-New QD-Rep-TOPMENU-Fil-New New…
This option is used to create a new report. See the Toolbar Menu > Report name and creation > 'Create new report' section above for more detail.Anchor QD-Rep-TOPMENU-Fil-Cop QD-Rep-TOPMENU-Fil-Cop Copy
Use this option to create a copy of the currently displayed report. The new version of the report will have ' (Copy)' at the end of its name.Anchor QD-Rep-TOPMENU-Fil-Exp QD-Rep-TOPMENU-Fil-Exp Export to QRF
An exported QRF file should contain all settings and visualisations from the source report.
Qualtrics doesn’t include the name of the survey project in the filename it suggests, so while it is possible to find this survey from within the QRF file, it might be quicker to include this in the filename when saving it.
Since you can include content from other surveys in Reports tab reports, QRF files should not need to be used in the same survey project they were created in.
QRF report files can be imported into the Reports tab by clicking the report name dropdown in the toolbar menu, clicking + New…., then on the ‘Import from QRF’ tab, then using ‘Choose a file’ to browse in your system to find and upload the file.
This will involve checking the source surveys listed in the file and mapping these to surveys currently available in Qualtrics; Qualtrics will provide suggested mappings if it can find these surveys already.
Qualtrics gives you the option to retitle the uploaded report.Anchor QD-Rep-TOPMENU-Fil-Del QD-Rep-TOPMENU-Fil-Del Delete
To delete a report, select it via the dropdown arrow the right of the current report name. Then in the Toolbar Menu select File > Delete and confirm the deletion.Anchor QD-Rep-TOPMENU-Fil-Ren QD-Rep-TOPMENU-Fil-Ren
[Top]Rename…
To rename a report, select it via the dropdown arrow the right of the current report name. Then in the Toolbar Menu select File > Rename.Anchor QD-Rep-TOPMENU-Fil-Set QD-Rep-TOPMENU-Fil-Set Settings… and Page Setup…
These options provide much the same functionality across their Visualisation, Page and Locale tabs.
On selecting either of these options, a dialogue box is displayed.
- The Visualisation tab allows setting these options across the entire report: typeface including font size and colour for body text, table header, table body, and chart text; default table density, response count, metric, decimal places, weighting, table totals and cell character limits, colour palette, visualisation margin, response lower limit; and the ability to create custom metrics.
Some of these options may be offered at the widget level, in which case they would only apply to the widget being edited
- The Page tab
The Page tab in this menu option is a duplicate of the options available when creating a page.
See the Toolbar Menu > Report name and creation > ‘Create new report' section above for more detail.
- The Locale tab provides options for length units and timezones.
For the length unit display, you may only be able to select between Cm and Centimetres since our Qualtrics instance may not have been set up to include American measures such as inches.
For the timezone, NIDA’s standard setting is Australia/Canberra UTC+10 (or UTC+11 during daylight savings).
In addition to these tabs, there is the option to save these settings as defaults so that they can be applied to new reports.
To save a default, select the dropdown arrow to the right of ‘Apply my default settings’ at the bottom of the dialogue box and click ‘Save as my default settings’.
No confirmation is provided that the settings have been saved, however if you then make a change to a setting and then select ‘Apply my default settings’, your change should be reversed.
Another option that can be used to restore settings is 'Apply Qualtrics default’
Anchor QD-Rep-TOPMENU-Fil-Hel QD-Rep-TOPMENU-Fil-Hel Help Link
Clicking the Help Link opens a new browser tab to https://www.qualtrics.com/support/survey-platform/reports-module/reports-section/paginated-reports-overview/?utm_medium=ReportsSection&utm_source=product&utm_campaign=AdvancedReportsOverview, which is a landing page on the Qualtrics website with more in-depth information on Reports tab options.
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Share
The Share menu allows controlling access to reports generated in the Reports tab.
This menu also duplicates two options found in the Banner: Download PDF and Manage Public Report.Anchor QD-Rep-TOPMENU-Sha-Dow QD-Rep-TOPMENU-Sha-Dow Download PDF
Clicking this option creates a pdf of the currently displayed report.
Once processing is complete, Qualtrics will then open a new browser tab showing the pdf which can then be downloaded using the browser’s standard download options.
The pdf is given a random filename which can be changed when saved.
A message is not added in to the Notifications pane (at the top right of the screen) when the file is created.Anchor QD-Rep-TOPMENU-Sha-Man QD-Rep-TOPMENU-Sha-Man Manage Public Report…
The Manage Public Report is the single method available in the Reports tab for providing dynamic/online access to Reports tab reports.
A password option is offered with the link created to allow more access control.
To create the link, select the tick box next to ‘Public Report Available’ then click the Save button.
Optionally then select the tick box next to ‘Password Protection’ and enter a valid password (suitability criteria are displayed)
Select the Copy button next to the generated link to copy this to your device’s clipboard.
The format of this link will be similar to https://nida.au1.qualtrics.com/reports/public/[arandomlygeneratedtextstring]
To remove access to a report, select the report, click this Manage Public Report option, deselect the tick box next to ‘Public Report Available’, then click the Save button.
A different url/password combination is available for each report created in the Reports tab.
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See the Menu Options > View > Preview Public Report section below for information on how to check your report if you want to see how it looks before making it available to others.
Use the Manage Public Report option in combination with the Preview Public Report optionAnchor QD-Rep-TOPMENU-Sha-Sch QD-Rep-TOPMENU-Sha-Sch Schedule Email…
To schedule an email, in the dialogue box off the Schedule Email option, click +New Email at bottom left.
The email options then provided are similar to those found in Email tasks within survey Workflows tabs.
After entering a destination email address, subject line and optional message body, options are available to then schedule the report to be emailed at a given time weekly or monthly.
Times entered in 24 hour format are converted to the 12 hour equivalent
Weekly emails can be selected by weekday.
Monthly can be selected by day of the month, first and last days.
A choice is provided to either send the report now or at the scheduled time.
The schedule is created after clicking the Create button and is listed as a new tab in the Schedule Email dialogue box from which point it can be sent immediately, updated or deleted.
The report is then attached. Its filename doesn’t appear to be related to the survey or report urls.
The schedule can be re-reached at any point by selecting the Schedule Email option.Anchor QD-Rep-TOPMENU-Edi QD-Rep-TOPMENU-Edi
Edit
The Edit menu allows performing actions with selected content in the report.
If multiple people are editing the same content item (or if you have the same report open in more than one browser tab), you may see a message requiring you to reload the report:
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Note that there is not a Move option in the Edit menu. |
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Copy
Use this to copy a content item into the ‘clipboard’.
To copy an entire page, use Shift to select the top and bottom items within the page. Once you have selected these and all items between them, use the Copy option.
If you copy an item with filters applied to it, the copy will also have these filters applied.
The equivalent Copy option is also available off the Options context menu when you have a content item selected.
Anchor QD-Rep-TOPMENU-Edi-Pas QD-Rep-TOPMENU-Edi-Pas Paste
You can paste item/s added to the clipboard to a new destination. Select the destination by clicking a piece of content you want the item/s added underneath.
There is no equivalent Paste option off the Options context menu.Anchor QD-Rep-TOPMENU-Edi-Rem QD-Rep-TOPMENU-Edi-Rem Remove
To remove a content item from the page, select it then click Remove on the Edit menu.
Alternatives to this approach are:
- clicking the Remove option is also available off the Options context menu when you have the item selected
- clicking the Remove button that appears in the Settings pane to the right.
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To remove a page, remove the page break between it and the preceding page.
Any content on the removed page will then move up onto the preceding page.
Remove the break by mousing over the ‘Page Break’ text until a red x appears, then click on this x
Thus, to remove a page and its contents, delete the contents then remove the page break.
Remove all the content by using Shift to select the top and bottom items within the page.
After selecting all items on the page, click Edit > Remove.
Alternatively a Remove All Widgets button should appear in the Settings pane at the right.
Anchor QD-Rep-TOPMENU-Vie QD-Rep-TOPMENU-Vie
View
The View menu allows controlling some overall aspects of report display which may make editing easier.
For example, switching on the Page Grid option may make it easier to align images.
There are four options that reveal the current layout: Page Margins, Page Grid, Outlines and Highlight Blank Spaces and each can be applied separately.
The following zoomed-in shot shows all these options applied.
This menu also duplicates two options found in the Banner: ‘Preview Public Report’ and ‘Zoom’.Anchor QD-Rep-TOPMENU-Vie-PaM QD-Rep-TOPMENU-Vie-PaM Page margins
This marks the outside limits of where content can be placed.
For information on how to charge margin settings, see the section File > Settings… or Page Setup… > Page tabAnchor QD-Rep-TOPMENU-Vie-PaG QD-Rep-TOPMENU-Vie-PaG Page Grid
This displays a square grid, which may be useful when aligning images or working with resized content object borders
[Top]Anchor QD-Rep-TOPMENU-Vie-Out QD-Rep-TOPMENU-Vie-Out Outlines
This shows the border around content objects.
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Highlight Blank Spaces
This helps you identify where you might have unused space that could be removed to shorten your report.Anchor QD-Rep-TOPMENU-Vie-Zoo QD-Rep-TOPMENU-Vie-Zoo Zoom
This will allow you pick from a range of set zoom sizes
or opt to fit the report to the maximum Content Area screen size excluding the Settings and Styles pane on the right.
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Note that Zoom doesn’t change the layout of a content item or its borders, so you may need to use options such as Outline to resize the item’s borders, or Filters to reduce the amount of data being displayed in order see content more clearly. |
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Preview Public Report
You can preview your report if you intend to for example export it to pdf or create a public link to it.
This option is available off the View menu or as a quicklink on the toolbar banner.Anchor QD-Rep-TOPMENU-Ins QD-Rep-TOPMENU-Ins Insert
The Insert menu offers options to add content to a report.
While you can point in your report to data sources both inside and outside the current survey, you can’t push widgets from elsewhere into the Reports tab.
This includes any widgets you may have created in the Results tab of the current survey, so you need to build the same widget in both tabs if you want it displayed in each.Anchor QD-Rep-TOPMENU-Ins-Que QD-Rep-TOPMENU-Ins-Que Survey Data
Questions
This allows you to select the question the responses to which you want illustrated in widgets in the report.
Qualtrics will show you questions that are part of the survey the Reports tab is in.
For selecting responses from other surveys, see the Insert > Other Projects below.
The icons to the left of the question give you an idea of the question type used.
For matrix table questions, you can select one or all of the statements in the question.
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Once you select the question, Qualtrics will automatically select a visualisation/chart type it thinks is the most appropriate for the type of data collected by the question.
You can then change this chart type to something else if desired.
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Survey Metadata
This option lets you select information collected by the Qualtrics about responses provided, e.g. how long a user took to complete a survey or when they completed it
Anchor QD-Rep-TOPMENU-Ins-Emb QD-Rep-TOPMENU-Ins-Emb Embedded Data
This option lets you select information that is either
- automatically generated by Qualtrics based around the questions asked, or
- collected in custom fields that survey designers can add to a survey that can then be used to combine information or control the survey in different ways.
Anchor QD-Rep-TOPMENU-Ins-Rec QD-Rep-TOPMENU-Ins-Rec Other Projects
This option lets you select data from other surveys.Recently Used
This will show you surveys you have already selected from in the current report.
Depending on the survey selected, sources available to select from will depend on what information has already been collected by that survey.
Sources may include responses, metadata and embedded data
All Projects
This will allow you to select data from sources new to your report.
There may be some restrictions on which projects you can select from.
For example, TotalXM Reports are not listed.
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Page Components
Anchor QD-Rep-TOPMENU-Ins-Tex QD-Rep-TOPMENU-Ins-Tex Text area
Two sub options are provided under the menu selection 'Text': Text Area and Filter SummaryText Area
This allows you to insert a text box which you can then use to provide text for the report.
See the text edit mode section under Toolbar Banner below for details on how to format added text.Anchor QD-Rep-TOPMENU-Ins-Fil QD-Rep-TOPMENU-Ins-Fil Filter Summary
Adding a Filter Summary inserts a text box that lists the currently active filters at report level.
Filter Summaries do not list widget level filters.
This can be useful to show what filters were in force when a report is shared, exported or downloaded.
Since only one filter can be active per source survey, only one from each source will be listed here in this Summary box.Anchor QD-Rep-TOPMENU-Ins-Ima QD-Rep-TOPMENU-Ins-Ima
Image
Images can be added to your report which can be uploaded from your device or pulled from your Qualtrics personal or department file libraries.
You can choose how the image occupies its containing box (and like for other content items that allow it, you can use the image box corners to resize your image).
You can also add rules to control whether the image is displayed based on values in your data.
After selecting Image from the insert menu, click on the Choose image icon to the right of the Image Url box. To browse for an image from your device, then click on +Upload image else select the Qualtrics library to pull your image from.
If you choose to upload a fresh image, browse for the image, select it then optionally give it a new filename and ‘category’ (ie folder) within your Qualtrics library, then click Save.
Your image will then be added to your personal library and to the image box in your report.
On the report page, you can then select display options from the Settings and Styles pane at the right.
[Top]Anchor QD-Rep-TOPMENU-Ins-Bla QD-Rep-TOPMENU-Ins-Bla Blank Space
You can insert blank space in your report. This can be useful as placeholders or to separate content.
If you drag a content item over a blank space, the space will move to the bottom of the report.
If you insert blank space in your document, you can use the Highlight Blank Space option in the View menu to either show these spaces crosshatched or left unmarked.Anchor QD-Rep-TOPMENU-Ins-Div QD-Rep-TOPMENU-Ins-Div Divider
The Divider option inserts a rule at the bottom of the report. It can then be dragged into its desired location.
The Divider option allows for the same display logic ability as for images - see the Image section above for more detail.Anchor QD-Rep-TOPMENU-Ins-Vis QD-Rep-TOPMENU-Ins-Vis Visualisation
For more detail on options available with each of the visualisations offered in the Reports tab, see the Settings & Styles heading below.
There are two methods of adding visualisations/widgets to your report:
Method 1. Choose the visualisation and then select its data source (eg a survey question)
- choose visualisation
- check that the new blank visualisation area has been selected as a result
- click on +Add Metric in the right-hand Settings pane
- select the data source (eg a survey question)
- Qualtrics then populates your chosen visualisation; click outside the Source/Options/Filters dialogue box to return to the main display
if your visualisation does not suit the source you have selected, you will see a ‘No data found’ message
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Method 2. Choose the data source, let Qualtrics then add the visualisation it thinks most suits the data, then change this visualisation if needed.
In both cases, you start adding a visualisation by selecting the content object you want to add the visualisation under, then either selecting the visualisation from the Insert menu
or from the Insert button above your insertion point.
The quicker and less involved option would seem to be to select the data source off the Options menu because you are then already pointing at the data you want rather than having to find out how to do this off different versions of the Settings pane.
The following dropdown shows visualisations available in the Reports tab.
See the Settings and Styles section below for information on which options are available with each.
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vi. Page Break
You can create a new page at any point as long as you have at least two content items in your report.
To add a page break, select the item under which you want to create the break, then select this option.
vii. Page breaks can be removed on a page by page basis and then readded if needed.
To remove a break, mouse over the ‘Page Break’ text and click the x that then appears.
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viii. Page Header
You can add and control page header settings via this Header option.
This option is not available from the Insert button and can only be accessed from the Insert menu at the top of the screen.
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To disable a header option, select None in its related dropdown.
If you select an option other than None for the Header Text or Logo options, available settings for these options will then be displayed.
If Qualtrics believes that the options you’ve selected won’t fit on one line, it’ll push content onto following lines.
If a page header is already in place, you can edit its settings by choosing this option or alternatively clicking the header area to bring up the related dialogue box.
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Zoom level
This option allows you to increase the magnification of the report in standard increments.
The ‘Fit’ option is effectively larger than 200% because it minimises display of any horizontal space outside the report margins.
Qualtrics will always leave the right hand portion of the content area available for display of the Settings and Styles pane, so no zoom setting will occupy near 100% of screen width.
Using zoom does not increase the size of any components within content items.
You thus can’t use zoom to see crowded content more clearly and will need to use tactics such as filtering your content for this.
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The zoom level applies across all reports.Anchor QD-Rep-BANNER-Res QD-Rep-BANNER-Res Response count
This area shows the current total of all responses supplied to the survey the Report tab is found in.Anchor QD-Rep-BANNER-Fil QD-Rep-BANNER-Fil Filter management
Adding report-level filters
The Add Filter option allows setting limitations on what data is displayed in a widget.
Filter options are based on what surveys have been used as sources of data for the report.
For this reason, when selecting Add Filter…, you need to select which survey you want to filter data from.
Once you select the survey, you then select the relevant Manage Filters option.
If no filters for that survey are in place, you are asked to create a filter
You are then taken to the New Filter tab in the Manage Filters dialogue box.
Supply a name for the filter then select the criteria to apply. The filter name will then be shown as the tab name
When you complete a criterion statement, Qualtrics will show how many survey responses the filter will apply to.
You can apply multiple criteria to a single named filter, and you can group criteria into ‘condition sets’.
When finished, click on Save and Apply.
You are then returned to the main screen and the Add Filter link now displays as Modify Filters.
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Checking and enabling filters
If you then click on Modify Filters, any ticks you see indicate active filters: if a survey has active filters it will be shown ticked, then then under that survey any active filters are also shown ticked.
If you can’t find a filter, check in any other source surveys listed in the Modify Filters dropdown.
If you click on a ticked survey, this filter will then be disactivated. Any affected widgets will then update after a few seconds.
To reactivate a filter, check it is unticked in the Modify Filters dropdown then click o it.
You can only activate one filter at a time per source survey, however if you have multiple source surveys, you can have a filter from each active at the same time.
When applying a filter, you will only see changes in widgets which point to data in the same source survey that the filter is built from.
For large reports, it may take a while for Qualtrics to apply the filter across the entire report.
You may also find that Qualtrics fails to apply filters for this reason.
If you experience this, it may be worthwhile breaking your report into smaller sections.
Copying and deleting filters
Mousing over this survey then provides options to either manage all filters, or to go directly to modify your previously saved filter.
If you select ‘Manage Filters’ at this point, in the dialogue box that then appears all existing filters are shown and can be searched by name in the text box at the top left.
Additionally, icons appear to the right of each filter name allowing copying and deleting.
Filters at widget- and report-level
Filters can also be added at the widget level. If so, they also get copied up to report level and can be accessed via the Manage Filters dialogue box for the same source survey that you are adding the filter for.
They are then available to be applied within any widget in the report which points to data in the same source survey.
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Filters added at widget level are thus also available across any report generated in the Reports tab for a given project.
Both report- and widget-level filters are saved against the surveys they’re built on.
So if you use the same source surveys across several projects, you should be able to select these filters without having to rebuild them each time.
Filters can then be activated and disactivated as needed at both report and widget level.
If you apply filters for a given source survey at both the report and widget levels, the filter at report level will override the filter at widget level.
If these filters are mutually exclusive, you may thus see nothing displayed in your widget.
For this reason, it may be useful to add a Filter Summary box in your report to increase awareness of what filters are currently active.
Copying a widget also copies any filters that are applied to it.
See the Settings and Styles > Settings > Filter for more detail on applying per-widget filters.Anchor QD-Rep-BANNER-Tex QD-Rep-BANNER-Tex
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Text edit mode is enabled when you double click text that you wish to edit.
- you are reminded to double click when a text box has been added without text
- you can exit text edit mode by clicking outside the text box.
Paragraph styles
The paragraph styles option allows selecting from standard heading, body and footnote styles.
A Configure Styles link provides the option to customise these presets, and the defaults option at the bottom allows resetting customisations to standard or saved settings.
Font
The Font dropdown lets you choose between a range of typefaces including some monospaced fonts. A search box at the top of the dropdown allows you to search quickly for a desired font.
Fonts can be applied to selected text independent of text around it.
Font size
The font size option provides the ability to select font sizes from 8 to 96 point.Font accents
Bold, italic and underline are offered to accent text.Font colour
Font colour can be selected off a palette or by specifying a hex code
Bullet style
Numbered and bullet point lists are available. Both offer several indent levels, with numbered lists providing different schemes at each indent level.Alignment
Left, centre and right alignment is provided, with alignment applied to selected text independent of text surrounding it.Remove styles
This option removes any paragraph, font or bullet styles applied to text within the currently selected text box.
The styles returned to are the ones defined as defaults in the File > Settings… or File > Page Setup… dialogue box.Link management
This lets you insert links off text in the report. Since reports can be previewed and shared, this link can also be to other reports.
It’s difficult to edit or remove links once created. Clicking on the linked text in anticipation of being able to edit the link simply takes you to the url linked to.
To edit or remove, it might be easier instead to add fresh text, add a link to that then delete the old link text.Text piping
You can use this option to bring in a range of field values in the current or other surveys. This includes metadata, embedded data, report names, as well as responses and calculations made about those responses where possible (eg averages, minimum).
Once chosen, the piped text’s field name is shown in dark background.
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The Content Area is the main work area in the Reports tab.
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Content can be inserted and managed by selecting a point in the content area then
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The Settings and Styles pane appears when an item in the Content Area is selected which has options that can be changed.
This pane appears to the right side of the Content Area.
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Only those settings and styles that are compatible with the item being displayed will show in the pane.
However, there are options that display regardless of the item selected, ie a Remove button on the Settings tab, and Margin option on the Styles tab.
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The following tables show what configuration options are available for different content items.
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