(Shared by Julie Foertsch)

Instructions for how to create the “embedded data” links in Qualtrics that we will use in our Phase 1 instructor/session evaluations (and have been using in our ELO evaluations)?  I figure the more people who know how to do this, the better.  I had to spend a fair amount of time on the phone with Qualtrics to get this working as needed since some features and steps had changed since I last did this for the ELO evals.

There are currently two Qualtrics master surveys for evaluating Phase 1 instructors & sessions.  The anonymous links for each are below.  Note that:

• The “?” that is right after the anonymous link Qualtrics generates is critical in making everything that appears after it part of an embedded data string.
• Any term that appears right after “&”  is a variable by which the data can be sorted within a survey report, either through a filter for the whole survey or through a breakout for particular questions.
• Any term that appears after “=” is the value for that variable that this customized link will upload.
• E.g., for the Phase 1 lectures link below, the first variable is “block” and its value is “HFT”.

In the below link, additional information reported is Block:HFT, Faculty:Foertsch and Lecture:test2. 

Example link for Phase 1 lectures, TBLs, labs:

https://uwmadison.co1.qualtrics.com/jfe/form/SV_cRU3oTgpZVHzwtD?&block=HFT&faculty=FoertschJ&lecture=test2

In the below link, additional information reported would be Block:HFT and CBL:test

Example link for Phase 1 CBLs or groups:

https://uwmadison.co1.qualtrics.com/jfe/form/SV_ena3NrncYg4HcMJ?&block=HFT&CBL=test

Here’s what you need to do within a Qualtrics survey to make it so that the variable appearing after each “&”can be used as a filter or breakout, with the value appearing after “=” shows up in a drop-down list for a report’s filter:

1. Go to Survey > Survey Flow
2. Click on +Add New Element Here
3. Click on Embedded Data
4. Type in the name of the variable to add and click outside the text box when done
5. Click on Add a New Field until all the variables you need are named and added
6. In the row menu at the bottom of the green box click on Options
7. Go through each of the Embedded Data variables that appear in that box and change the Variable Type from “Text” to “Text Set”.  Click on OK at the bottom when they’re all changed. 
8. Click on Move in the row at the bottom of the green box and use the arrow-grabber with your mouse to move the green box to the very top of the flow chart.
9. Click Save Flow at bottom of page. 

Here’s a short video on how to change the embedded data to "text set" that shows you what the green box and other items mentioned above look like.

Tutorial from Qualtrics website. 

https://www.qualtrics.com/support/survey-platform/survey-module/survey-flow/standard-elements/embedded-data/