Retake links in Qualtrics allow a submitted survey response to be reopened and edited. This feature is particularly useful for our lab procedures, which require a second signature from the experimenter after the participant has completed their portion. This guide outlines how to generate and use a retake link, how to automate email notifications to the BGC email account, and how to ensure the experimenter's section is hidden from the participant.

For more information, visit: https://www.qualtrics.com/support/survey-platform/data-and-analysis-module/retake-survey-link/#IssuingLinks

Navigate to the Workflows tab of your survey. Create a new workflow and select ‘Started when an event is received’.

Select the ‘Survey Response’ event.

Choose the types of responses that will trigger the workflow. See types of survey response events for more information about these options. Most of the time, you’ll choose Newly created responses.

Click finish and then click the plus sign (+) and select ‘Add a condition’.

Create a condition for ‘Embedded Data Q_URL doesn’t contain Q_R’.

Note: Adding this condition ensures that only the original survey response prompts a retake link by checking that the URL associated with this response doesn’t contain the retake tag. Without this condition, the respondent will also receive this email workflow after they take their retake link survey.

Navigate to the Distributions tab of your survey. Select Anonymous Link and click Copy survey link to copy the anonymous link for your survey. Return to the Workflows tab and select the workflow you created earlier.

In the workflow, click the plus sign (+) and select ‘Add a task’.

Choose the email task.

Paste the anonymous link into the body of the email. Be careful that you don’t paste in a hyperlink here! This can prevent you from properly editing your link. If your anonymous link is blue and clickable, then highlight the text and click the break hyperlink icon.

Append ‘?Q_R=’ to the end of the URL.

Example: If the URL was brandid.qualtrics.com/jfe/form/SV_1234567890, then the link is now brandid.qualtrics.com/jfe/form/SV_1234567890?Q_R=

Place your cursor after the equal sign in your URL and click the piped text icon {a}. Hover over Response and select ‘Response ID’.

Example: After selecting Response ID, your link should look like this: brandid.qualtrics.com/jfe/form/SV_1234567890?Q_R=${e://Field/ResponseID}

If you want the retake link response to replace the original response, append ‘&Q_R_DEL=1’ to the end of the link, after the Response ID piped text. If you want to keep the original response, skip this step.

Example: If you wanted the retake to replace the original response, your link would look like this: brandid.qualtrics.com/jfe/form/SV_1234567890?Q_R=${e://Field/ResponseID}&Q_R_DEL=1

Finish setting up your email task. Be sure to include some text other than the link as the BGC’s email account will flag it as spam and it will not appear in the inbox. When finished, click ‘Save’.

The individual who receives the email task will be provided with a link that opens the original survey response, allowing them to review the submission and add their signature.

Once you’ve finished building your survey questions, navigate to the Survey flow. Click ‘Add a New Element Here’ and select ‘Embedded Data’.

Add the field ‘Q_URL’. Move your embedded data element to the top of your survey flow and click ‘Apply’.

In the survey builder, find the question that you want to only appear during retakes. Under Question behavior, select ‘Display logic’.

Choose ‘Embedded Data’ to base the logic on. Enter ‘Q_URL’ as the embedded data field. Select ‘Contains’ as the operator for your logic and enter ‘Q_R’ as the embedded data value.

Click the plus sign ( + ) to add a second logic condition. Make sure the logic conditions are separated by ‘Or’. Create a condition for ‘Embedded Data Q_URL Contains Q_R_DEL’ and click ‘Save’.

This protocol walks through how to set up your Participant Info Sheet and configure your Qualtrics survey to automatically assign Subject IDs and end the survey after displaying the ID for 5 seconds. This setup helps prevent participant error and ensures each Subject ID is uniquely assigned and recorded.

Make sure that the Participant Info sheet has its header ONLY on the first row. If the top two rows are merged, qualtrics will not be able to identify the subject IDs and mark off the ones that have been used.

Make sure there is a column designated for if the participant ID has been assigned. The code will need to make note of the subject IDs that have been used in order to assign the next one. In the Assigned column, put 'N' next to every Subject ID. Once it is assigned, it will be marked with a 'Y'.

On your participant info sheet, Navigate to ‘Extensions’ and ‘Apps Script’. Remove the existing text and add in this block of code from Automating ID assignment_scripts and paste it in. Select ‘Save project to drive’ and then ‘Deploy’ and ‘New Deployment’. Select the Gear icon and select ‘Web-App’. Make sure ‘Anyone’ has access. Click ‘Deploy’

Copy the Web app URL and save it — we will need it later. Close out of Apps Script and keep the participant sheet open.

Navigate back to the consent form and create a separate block below the main portion. Add a question and select the “Text/Graphic” question type. Add in the text:

“Thank you for completing the survey! Your Subject ID is: ${e://Field/SubjectID} Please save this ID for your records.”

Once you’ve finished building your survey questions, navigate to the Survey flow.

Click Add a New Element Here and select Embedded Data. Set ‘SubjectID’ as the new field. Select ‘Move’ and drag the embedded data block to the top — above the consent form block.

Click Add a New Element Here and select Web Service. Drag the Web Service block above the embedded date block. Insert the Google Script Web-App URL into the URL section and select ‘Test’.

Once you hit ‘test’, it will show you fields to select as embedded data. Select SubjectID. Check that an example value has been populated. If it does, select SubjectID and add the embedded data.

Select ‘Apply’ in the bottom right corner. Go back to the survey builder and select ‘Publish’.

Navigate to the SubjectID block in the consent form and select the question block. Navigate to ‘Question Behavior’ and select ‘JavaScript’.

Open AutoEnd_QualtricsJS and paste the code into the JS window that appears. Click ‘Save’.

Your survey is now ready to go! To test it, open an incognito window and use the anonymous link to fill out the form. It will be successful if: the next Subject ID available is displayed, the subject ID screen pushes you to the end of the survey after 5 seconds, and the SubjectID used is marked with a ‘Y’ in the participant info sheet.