Location Data Management

About Location Data Management

In Qualtrics, you can establish a source of truth for your organization’s location data, that you can then reference in different projects and dashboards. This lets you collect comprehensive feedback on all of your locations, and analyze them accordingly. This is also especially useful if you ever need to update your list of locations; you only need to edit one source to make updates all across the program.

Uploading Locations to a Directory

1. Go to the global navigation menu, then select Directories.
   
2. If you have Employee Experience or XM Directory you may see other directory options. Select Location Directory.
   
3. Click Add location directory.
   
4. Enter a name for your location data.
   
5. Click Save location directory.
6. Click Add locations data.
   
7. Click location data file.
   
8. Edit your file so each row represents a specific location. Make sure you also include the fields required for your specific use case.
   
   Attention: Leave the Location ID field blank. If you have IDs you already use for your locations, put them in the LocationExternalReference column instead.
   Qtip: See required fields for location selectors and reputation management. See a full list of fields.
9. Save your file as a TSV or CSV with UTF-8 encoding.
10. Click Choose file to upload the spreadsheet you created.
    
11. Click Validate and upload file.

When a file is successfully validated, the file begins to automatically upload to the directory.

You’ll see a banner in the locations directory showing the upload’s progress, including whether all locations were successfully imported, or if there were issues detected in the file.

Troubleshooting File Upload Issues

If there are issues with your file and no locations can be successfully uploaded, a message will appear, and you’ll be able to try again.

If only a few locations were successfully uploaded, you’ll see a summary of how many locations were added, whereas how many locations had issues and couldn’t be added.

You can always download your directory to see which locations succeeded.

File formatting

• The location directory only supports TSV or  CSV files with UTF-8 formatting. The directory does not support XLSX or any other file types.
• The maximum file you can upload is 100 MB.

Reasons for file failure

• Includes a location ID that doesn’t already exist in the directory. (If updating a location.)
• Contains columns of data that aren’t supported.
• Does not contain any location information other than an ID. (E.g., no location name, city, or address.)
• Has a “Location Status” is set to anything other than active, inactive, or closed. You can also leave the status blank.
• Has a latitude greater than or equal to 90, or lesser than or equal to -90.
• Has a longitude greater than or equal to 180, or lesser than or equal to -180.

Editing Locations

If you want to remove locations or change how they appear in the location selector, you can return to the location directory.

Go to the global navigation menu, select Directories, then select Location Directory.

Once there, you can do the following:

1. Download: Download the CSV of your location data. You can edit this to add and remove locations. Make sure to keep all locations you want to include.
2. Upload: Upload an edited location list to add, edit, or remove locations. You can also add new location fields as needed.
   Warning: You must leave location IDs blank to upload a new location. Upload existing location IDs to make updates to existing locations.
3. Settings: Open the location settings menu. The location settings are where you can edit and remove your location sources. For more information, see Location Settings.

Displayed address

You can decide what information you want to display with each location in the selector. You can choose 3 from any of the fields mapped to the location directory. When you’re finished, click Save.

Location Settings

The settings menu provides different settings that you can configure for your directory.

Data Sources

The data sources tab contains a list of the data sources used in the location directory you selected. Click Add or update location data to upload a location list.

• To add a new location: leave the “LocationID” field empty.
• To update existing locations: edit the fields you would like to update but leave the existing “LocationID” field the same. For more information, see Uploading Locations to a Directory.
• To delete a location: Add a column with the title “toBeDeleted”, then enter “Yes” for the rows of locations you would like to delete. See Deleting Locations from a Directory for more information.

Schema Settings

The schema settings contain the location fields used in your directory. Click Create a custom location field to add a new field to the directory.

1. Name the custom field.
2. Set the custom field type.
3. Delete the custom field and cancel changes.
4. Save the custom field.

Displayed Address

You can decide what information you want to display with each location in the selector. You can choose 3 from any of the fields mapped to the location directory. When you’re finished, click Save.

Delete Directory

1. Navigate to the location directory settings.
   
2. Select the Manage directory tab.
   
3. Click Delete directory.
4. Select I understand that all users will lose access to this directory.
5. Enter the name of the directory.
6. Click Delete directory.

Active Projects

Navigate to the Active projects tab to view the projects that currently use data from your location directory. For example, a project that uses location selector questions would be here. Click Go to project to open a specific project.

Deleting Locations from a Directory

If you’d like to delete individual locations from a directory, you can do so by uploading a specially formatted spreadsheet. Follow the instructions below.

1. Go to the location directory by selecting Directories from the global navigation menu, then selecting Location Directory.
   
2. Download the directory with the locations you’d like to delete.
   
3. Open your file and add a column named toBeDeleted.
   
   Qtip: This column is case-sensitive.
4. Under this column, mark each location you’d like to delete as either “yes,” “y,” or “true.” (Without punctuation.)
5. In Qualtrics, click Upload.
   
6. Select your file with the deleted locations.

Available Location Data Fields

One of the steps to set up a location directory is to create a file of the locations you want to be able to use in Qualtrics. Below, we’ll give you a list of all of the fields we support.

• LocationName
• LocationID (include the column, but leave the values blank)
  Warning: You must leave location IDs blank to upload a new location. Upload existing location IDs to make updates to existing locations.
  Qtip: Once location IDs are generated, they take the format LOC_XXXXXX.
• LocationExternalReference (add your own IDs here if desired)
• City
• CountryRegion
• Department
• District
• GoogleMapsURL
• LocationEmail
• LocationLatitude
  Qtip: The location selector question has a “Nearby” feature that will search which of the locations you provided is closest to the survey owner. To activate this feature, your data file must include latitude and longitude fields.
• LocationLongitude
• LocationPhoneNumber
• LocationStatus
  Qtip: This field indicates whether your location is operating under its usual business hours, is temporarily closed, or has been permanently closed. Values include active, inactive, and closed.
• PostalCode
• StateProvince
• StreetAddress
• LastUpdateDate
• CreationDate
• GoogleAccountName
• GoogleLocationName
• GooglePlaceID
• GoogleStoreCode

Customizing Surveys with Supplemental Data

Using supplemental data sources (SDS) in your survey projects lets you use location data to customize the survey experience and enhance your data analysis. You’ll be able to customize what customers see based on their location, and you’ll be able to pull in a lot of location data without having to individually save  each piece of information in the survey itself.

Once you set up supplemental data in the same survey as your location selector or solicit reviews question, you’ll be able to use the following features:

• Display logic
• Branch logic
• Piped text

In addition, you will then be able to save your location data as embedded data, which can be used in results dashboards, reports, Stats iQ, and more.

1. Create your location directory.
   Qtip: If you’re using a solicit reviews question, make sure you’ve got your your Google Place IDs so you can add them to the location directory.
2. Use the same data file to create a supplemental data source (SDS).
   
3. Now we need to make sure the SDS will stay updated with the same location info as the directory. First, create a scheduled workflow.
   
4. Add an Extract data from data project task.
   
5. When you select an Imported data project, make sure to select your location directory.
   
6. Finish the task and save changes.
7. Click Add a data destination.
   
8. Select Load to SDS.
   
9. Under Data Source, select the task you made in step 4.
   
10. Under Choose a SDS to load data to, select the SDS you made with your location data in step 2.
11. Finish the task and save changes.
12. Activate your workflow. This ensures whenever you update your location directory, your SDS will later update with the same new info on the schedule you chose.
    
13. Open the survey you want to connect location data to.
    
14. Open the Survey flow.
15. Add a supplemental data source and move it according to your use case:
    
    • For surveys with location selector questions:Move the SDS so that the source comes after the question block that asks your respondents to choose their location.
    • For surveys with solicit reviews questions: Move the SDS to the top of the survey flow, or at least anywhere before the block where the solicit reviews question appears.
16. For Database, select the SDS you created.
17. Under Choose Columns to Search On, choose the ID you’ll use to find specific locations:
    
    • For surveys with location selector questions: Select the Location ID column.
    • For surveys with solicit reviews questions: Select the Google Place ID field.
      Qtip: For surveys with both question types, try the location ID. However, you’ll need to make sure you add the embedded data for google place IDs in step 19.
18. Now we’ll map the location directory field to the survey field:
    • For surveys with location selector questions: Set it equal to the answer of the location selector question.
    • For surveys with solicit reviews questions: Set it equal to the embedded data for Google Place ID (e.g., GooglePlaceID).
      Qtip: Use the dropdown to access the piped text menu. Don’t select “Question Text.”
19. Click Add Embedded Data and add whatever additional location information you’d like to customize your survey with.
    Example: We added the country and location name because we want to use these in branch logic and piped text.
    
20. You can now create branch logic based on the location the respondent selected.
    Example: We are directing the respondent to a different set of survey questions if the selected location is in France.
    
21. Back in the survey builder, you now pipe text from the respondent’s answer to the location selector.
    Example: Here, we’re thanking the respondent for visiting a particular location.
    

Managing Location Directories from Imported Data Projects

You can no longer create location directories using imported data projects. However, if you’ve made such location directories in the past and want to edit or delete them, go to the location directory, then go to the Data from Imported Data Project tab.

Click the edit icon to adjust field mappings or the displayed addresses for location selector questions.

Formatting Imported Data Fields

In the imported data project, you must set a unique ID. This unique ID must be a text value, even if it’s actually a numeric ID.

If you included latitude and longitude fields, make sure they are mapped as numeric values.

Mapping Location Directory Fields

1. Go to the location directory by selecting Directories from the global navigation menu, then selecting Location Directory.
2. Go to the Data from Imported Data Project tab.
3. Click the pencil icon next to your directory.
   
4. Map the default fields. Determine what columns in your file match the location ID and location name.
   
5. To map more fields, click Add a field.
   Attention: Each field can only be mapped once.
6. Set the displayed address. These fields will automatically populate so that the location name is shown above the address itself, but you can change these as needed.
   
7. Click Save.

FAQs