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The Qualtrics integration brings research data into your client work. Ask how Contoso shoppers scored the new pricing in the October study, how many invitations from the last distribution were opened and finished, or what respondents wrote about loyalty offers, and Hebno answers from Qualtrics with each survey and response cited. When a request implies a new survey, such as a follow-up study, Hebno shows a confirmation card and creates an inactive draft in Qualtrics only after you confirm.

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At a glance

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Before you start

You need:
  • An owner or admin role in Hebno.
  • A Qualtrics user for the integration that owns the surveys Hebno should read, or that the survey owners share them with through Collaborate. Hebno sees only what this user can open.
  • The Access API permission on that user. A Qualtrics Brand Administrator turns it on under Admin → Users, by opening the user and selecting User permissions → General → Access API, or on the user type.
  • An API token for that user, created in Qualtrics under Account Settings → Qualtrics IDs → API → Generate Token.
  • Your datacentre ID, shown on the same Qualtrics IDs page under User, for example fra1 or iad1.
Use a dedicated Qualtrics user for the integration rather than a person’s own account. A token belongs to one user, and generating a new token for that user replaces the old one and stops the connection.
The integration uses these Qualtrics API areas:

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Connect Qualtrics

1

Allow the integration

Open Admin → Connectors → Catalogue, find Qualtrics under Surveys and research, and set it to Allow.
2

Connect the organisation

Select Connect, enter your datacentre ID and the integration user’s API token, then select Test connection. Hebno checks that it can reach Qualtrics and lists the surveys the integration user can read.
3

Choose teams and data areas

Under Who can use it, choose All teams or pick teams. Under Data areas, choose what members can see. See Data areas.
4

Set access

Leave Access on Read and write to let members propose draft surveys, or choose Read only.
The card shows Connected with the datacentre ID and the integration user’s name. Members in the selected teams can use Qualtrics in chat straight away. Members can link their own Qualtrics account so they read their own surveys and drafts are created in their name.
  1. In Qualtrics, open Account Settings → Qualtrics IDs, and under API select Generate Token. Your user needs the Access API permission.
  2. In Hebno, open Settings → Connections, find Qualtrics and select Link your account.
  3. Paste the token and select Link.
When your account is linked, Hebno reads and writes as you, and you see only the surveys you own or that are shared with you in Qualtrics.

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Data areas

Data areas control what members of the allowed teams can see through the organisation connection. They apply on top of what the integration user can open in Qualtrics.
Admin connector panel showing who can use it, access and data areas

An organisation connection with team access and data areas. Financial figures default to owners and admins.

To keep a study’s raw answers within the research team, open the Qualtrics card in Admin → Connectors, select Responses and choose the teams that should see them.
When a member has linked their own account, Hebno uses that member’s Qualtrics permissions instead of the organisation connection. Data areas still apply, so a member never sees more through Hebno than both Qualtrics and your Hebno settings allow.

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What Hebno reads

Reads are live. Hebno exports responses from Qualtrics when a request needs them and counts answers from the export, saying how many responses an answer is based on. Large exports take longer, and the research run shows progress while Qualtrics prepares the file. Only what a reply used is stored with the conversation as its sources.
Excerpts a reply uses become part of the conversation. Anyone you share the conversation with can read them, including text entry answers and embedded data such as respondent IDs.

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What Hebno writes

Every write appears first as a confirmation card. You can change any field before you select Confirm.
Confirmation card for Qualtrics with editable fields

A Qualtrics change pending confirmation. Nothing is written until you confirm.

Hebno creates the survey inactive, so it collects no responses until a person publishes and activates it in Qualtrics. Hebno never publishes or activates a survey, creates or sends distributions, edits an existing survey, changes contacts or mailing lists, or deletes surveys and responses. If you have linked your own account, the survey is created as you. Otherwise it is created as the integration user, with the write recorded against you in Admin → Logs → Integrations. Linking marks which Qualtrics surveys belong to an engagement, so you can ask “what did the study find?” without naming the survey.
  1. Open the project and select Brain.
  2. Under Linked records, select Link record, then Qualtrics.
  3. Search by survey name and select it. Repeat for each survey in the engagement.
In chats tagged to the project, Hebno starts with the linked surveys for any survey, respondent or distribution question. See Linked records.

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Use Qualtrics in chat

  • Attach: open the + menu, choose Sources → Qualtrics, and pick a survey, its responses or a distribution. Or type / and choose Qualtrics.
  • Ask: name the survey, client or segment in your request. For example:
    Summarise the Contoso October pricing study: mean price perception score by store format, and the three most common themes in the text answers.
    How did the November distribution perform? Show sent, opened and finished counts and the response rate.
    Create a draft follow-up survey for loyalty members with the price perception block from the October study.
  • Research runs show a Checking Qualtrics step, with a chip for each survey, export and distribution it read.
  • Agents can read Qualtrics on a schedule, for example a daily response count while a study is in field. Writes an agent proposes appear in agent approvals for review.

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Troubleshooting