Qualtrics Tutorials: Requiring Kent State Login for Qualtrics Forms

For some of your surveys, you may wish to restrict access to only verified Kent State users. For example, if you're an instructor, you may want to create a survey or quiz for your course, and want assurance that only students enrolled in the course have completed the survey. If you're an administrator, you may wish to create an anonymous feedback survey, but want to make sure that no one from outside Kent State can complete the survey.

Directions

1. Open the survey you want to require logins.
2. Click Survey Flow.
3. Add an Authentication block: Click Add a New Element Here, then click Authenticator.
   1. Set Authentication Type to SSO.
   2. Set SSO Type to Use Brand Settings.
   3. Uncheck the box for Associate Respondent with Panel.

4. The Authentication block works exactly like Branch Logic: any survey content that we want to “hide” behind the login needs to be “nested” underneath the Authentication block. Click and hold the Move button inside the block survey questions, then drag it underneath the Authentication block. Repeat this for each block of your survey that should be "locked" behind the login.

   

5. We now need to add directions to the login screen. In the Authentication box, click Options.
   1. Click the box for Authentication Prompt Text and choose My Library > New Message.
   2. In the main text editor, add instructions that tell the user to login with their Flashline username and password.
   3. In the description field, add a name like "Require Kent State Login".
   4. Click Save when finished.
   5. (Optional) You may wish to also create a Kent-State-specific Authentication Error Text message.
   6. Click OK to finish.
6. When finished, click Apply in the Survey Flow window to save your changes.

Because authentication is treated as a block in the Survey Flow, you can choose to require a login for your entire survey (by putting the authentication at the beginning of the survey), or only require authentication for certain blocks of your survey (by placing survey blocks before or after the authentication branch).

(Optional) Recording the User's Email Address

By default, requiring a Kent State login for your form will not save the person's Kent State email address with their responses. However, in some cases, you may want to record the Kent State email address that the respondent signed in with. For example, if you are creating a registration form or application form, it is a good idea to record the email address of the authenticated user.

To save the email address to your survey dataset, open Survey Flow and modify your Authentication branch with the following settings:

1. Check the box labeled Capture respondent identifying info.
2. Click Add Embedded Data.

3. In the left text box, enter a variable name for this email address. In the below screenshot, we've used the variable name UserEmail, but you can use any name you like, as long as it does not contain spaces or special characters. (We recommend not using the name RespondentEmail, because Qualtrics already uses that variable name in email panels.) In the right text box, enter the word

   email

   This must be an exact match, or else the data will not be recorded correctly.

   

4. When finished, click Save.

This will add an embedded data variable to your survey dataset containing the email addresses of the users who have logged in to the survey. When you download your survey data, this variable will automatically be included in the dataset, along with the rest of your survey items.

Note: This tutorial was written and tested in the Kent State Qualtrics system, but should also apply to other academic institutions with Qualtrics subscriptions. Contact your institution's Qualtrics admin for more information.