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Qualtrics Platform -
Customer Journey Optimizer -
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Qualtrics Social Connect
Preparing a User File to Make a Hierarchy (CX)
About Preparing a User File to Make a Hierarchy (CX)
This page covers what you’ll include in a file not only to successfully import users to your dashboard, but to then later organize them into a hierarchy.
There are 2 types of fields to consider for your file. There are default fields included in every import, regardless of hierarchy, that identify the user, such as name and email. There are also additional columns called “metadata,” which can vary based on the type of hierarchy you choose.
Qtip: CX Hierarchies are only available to CX licenses with ticketing included. If you’re interested in this feature, reach out to your Account Executive.
Qtip: CX Hierarchies and EX Hierarchies are very similar, but have some key differences. If you are an EX client, please see Preparing Your Participant File for Import (EX) instead.
Default Required Fields
When importing users to your CX Dashboard, there are a few important things to keep in mind. For example, every import will need the following columns:
- First Name: The user’s first name.
- Last Name: The user’s last name.
- Email: The user’s email address. This detail is the most important. Email can act as username for each user or as a way to remember which users already exist in the User Admin.
- Username: If your organization uses SSO, you must include a Username column. This column should contain the same information as the Email column, because the#brandId will be automatically added to the end.
- Language: This column is technically optional. However, if you choose to include this, you must be careful to capitalize Language as seen here, and enter the value for each user as a language code.
Qtip: Ready to upload the file, but not sure how? Once you’ve set up your hierarchy file according to the instructions on this page, head over to our adding users support page.
Qtip: If you forget to include the correct metadata to begin with, that’s ok! You can always update your users’ metadata after the fact by following the steps at the link.
Preparing the File for a Hierarchy
In addition to the required fields in the previous section, you’ll want to make sure that you’ve chosen the right hierarchy for your project. The type of hierarchy you want to use affects the metadata, or custom columns of user data, that you will include in your CSV/TSV file.
Qtip: If you haven’t chosen a hierarchy yet, we have a more thorough guide that explains the benefits of different types, with examples.
- Level-based hierarchies: These hierarchies are more common with companies that organize employee data by distinct levels, location, or functional breakout. You don’t necessarily have to know each employee’s manager.
- See a list of metadata you need to include in your file for a level-based hierarchy.
- Once your data’s uploaded, you can Generate a Level-Based Hierarchy.
- Parent-child hierarchies: These hierarchies are the best option if your HR data is formatted so you have a list of employees’ IDs and the managers each employee reports up to.
- See a list of metadata you need to include in your file for a parent-child hierarchy.
- Once your data’s uploaded, you can Generate a Parent-Child Hierarchy.
- Skeleton hierarchy: Skeleton hierarchies are used when you know the identity of your managers, but not their direct reports. We generally do not recommend this option for CX clients, and only in very specific use cases for EX clients.
See also maximum and supported characters for help keeping your file contents accurate.
Qtip: The links above take you to relevant information on another page written for EX uploads. Keep in mind that sections of that page that are not linked here may not apply to CX hierarchies, such as the section on respondents and non-respondents, and links out to other EX support pages.
FAQs
- Can I add just one user at a time to the User Admin tab?
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Yes. You can use the Manual Input option in the Add Users window rather than choosing Upload File.
- When you upload users in bulk, are they automatically added to a role based on the criteria they meet?
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No. The roles for a user will only be updated when you re-save each automatic role assignment rule.
- How do I make sure that leading zeroes are included in my CSV/TSV file?
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Many spreadsheets will eliminate the leading zeroes in a cell. For example, if you have an employee with the ID "0001435," this will be automatically shortened to "1435." If those leading zeroes are necessary to how your company formats an employee ID, this can create issues when you try to upload information to another system.
Thankfully, there are solutions to ensure your leading zeroes are not removed. If you add this formatting to your file, be careful not to re-open the CSV before importing it to Qualtrics, or you may lose your formatting. - When I create participants, are there any metadata limits I should consider?
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Yes. Custom metadata, as well as fields like first name, last name, email, and unique identifier all have length limits, as well as characters they cannot support. See Maximum and Supported Characters for guidance.
- Is this feature compatible with data models?
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No, this feature is not compatible with data models. See a full list of incompatible features.
- If I uploaded a Qualtrics user in the Admin page first, will they be automatically added to my CX directory?
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If you upload a user to the Admin page first, that user will not automatically be added to your CX Directory (your CX Dashboards' User Admin page).
In contrast, if you create a user through the User Admin page of a dashboard project, that user will be automatically added to your Admin page, too. - I uploaded Qualtrics users in the Admin page first. How do I link these users to CX dashboards?
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First, make sure you include a Username column in your file. The values in this column should match the usernames you gave these same people on the Admin page. Then upload these users to the dashboard's User Admin by following these steps.
- Can I automate changes to my CX org hierarchy?
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Yes! Create a workflow using the Load Users into CX Directory task. Detailed steps can be found on the linked page.