Overview
What is the Qualtrics API Toolkit?
The Qualtrics API Toolkit is a free Chrome extension that transforms complex Qualtrics API operations into simple CSV uploads. No coding, no technical setup - just upload your data and click send.
- Bulk Response Updates - Update thousands of responses with embedded data
- Progress Tracking - Real-time monitoring of bulk operations
- Global Data Centers - Support for all Qualtrics regions worldwide
- Secure & Private - All processing happens in your browser
Installation Guide
1
Visit Chrome Web Store
Search for "Qualtrics API Toolkit by Pirai AI" or use the direct link from our website
2
Click "Add to Chrome"
Chrome will request permissions to access Qualtrics domains (required for API calls)
3
Confirm Installation
Click "Add extension" in the popup dialog to complete installation
4
Launch Extension
Click the extension icon in your Chrome toolbar to open the toolkit
Installation Tips
- Pin the extension to your toolbar for easy access
- The extension works completely offline once installed
- No account creation or registration required
Initial Setup
1
Select Your Data Center
Choose your Qualtrics region from the dropdown (e.g., Canadian, Washington DC, European Union)
2
Generate API Token
In Qualtrics: Account Settings → Qualtrics IDs → Generate Token
3
Enter Credentials
Go to Authentication tab and enter your API token (automatically saved for future use)
4
Test Connection
Click "Test Connection" to verify your setup is working correctly
🔗 Finding Your Qualtrics IDs
API Operations Guide
📋 Get Survey Information
Use Case: Test your connection and retrieve basic survey details
1
Enter Survey ID
In Configuration tab, enter your Survey ID (format: SV_xyz123)
2
Verify Authentication
Ensure API token is entered in Authentication tab
3
Send Request
Click "🚀 Send Request" to retrieve survey information
4
View Results
Survey details appear in Response panel below
📋 Insert Embedded Data Fields
Use Case: Create new embedded data fields in your survey flow from a CSV file
1
Enter Survey ID
In Configuration tab, enter your Survey ID (format: SV_xyz123)
2
Download Template (Optional)
Click "📥 Download Template" to get a pre-formatted CSV with example field types
3
Upload CSV File
Go to Data Upload tab and drag/drop your CSV file with embedded data field definitions
4
Check Validation
Switch to Validation tab to verify CSV structure and field definitions
5
Start Processing
Click "🚀 Send Request" to create the embedded data fields in your survey
📋 CSV Structure for Insert Embedded Data
- Required Column: "key" - The embedded data field name (case-sensitive)
- Optional Column: "value" - Default value for the field (can be empty)
- Optional Column: "type" - Field type (defaults to "textSet" if not specified)
- Encoding: Save as UTF-8 to prevent character issues
📝 Example CSV Structure
key,value,type
source,,textSet
campaign,,text
customerType,prospect,textSet
customerID,,number
startDate,,date
trackingCode,,filterOnly
🔧 Supported Field Types
- textSet - Text field that can hold multiple values (default)
- text - Single text field
- number - Numeric values only
- date - Date field with validation
- filterOnly - Used for filtering/logic only, not displayed
⚠️ Important: This operation creates NEW embedded data fields in your survey flow. If fields with the same names already exist, the operation may fail. Use unique field names or check your existing survey flow first.
📊 Bulk Response Update
Use Case: Update embedded data for thousands of survey responses
1
Enter Survey ID
In Configuration tab, specify the target survey
2
Download Template (Optional)
Click "📥 Download Template" to get a pre-formatted CSV with example field types
3
Upload CSV File
Go to Data Upload tab and drag/drop your CSV file
4
Check Validation
Switch to Validation tab to verify CSV structure and data
5
Start Processing
Click "🚀 Send Request" to begin bulk update operation
6
Monitor Progress
Watch real-time progress and save the Progress ID for tracking
📈 Progress Tracking
Use Case: Check the status of your bulk update operations
1
Select Progress Tracking
Choose "Update Progress" from the sidebar
2
Enter Progress ID
Paste the Progress ID from your bulk update operation
3
Check Status
Click "🚀 Send Request" to get current progress details
4
Review Results
View completion percentage, success counts, and error details
CSV File Requirements
📋 Mandatory CSV Structure
- Column A: Must be named "responseId" (exact spelling, case-sensitive)
- Additional Columns: Become embedded data fields (must match survey flow)
- Encoding: Save as UTF-8 to prevent character issues
- Format: Standard CSV with comma separators
📝 Example CSV Structure
responseId,email,firstName,lastName,segment
R_1234567890,john@email.com,John,Doe,Premium
R_0987654321,jane@email.com,Jane,Smith,Standard
✅ Pre-Upload Checklist
- responseId column exists and is in Column A
- File saved with UTF-8 encoding
- Embedded data field names match your survey
- No empty responseId values
- File size reasonable (under 10MB recommended)
⚠️ Important: The embedded data field names in your CSV must exactly match the field names configured in your Qualtrics survey flow. Mismatched names will cause the update to fail.
Common Issues & Solutions
❌ Problem: "Please enter API token" error
✅ Solution: Go to Authentication tab and enter your Qualtrics API token. Test the connection to verify it's working.
❌ Problem: "Survey ID not found" error
✅ Solution: Verify your Survey ID format (should start with SV_) and ensure you have access to this survey in Qualtrics.
❌ Problem: CSV validation fails
✅ Solution: Check that Column A is named "responseId" (exact spelling) and the file is saved as UTF-8 CSV format.
❌ Problem: "Connection failed" error
✅ Solution: Verify your Data Center selection matches your Qualtrics URL. If you use abc.qualtrics.com, select the corresponding data center.
❌ Problem: Bulk update fails with embedded data errors
✅ Solution: Ensure the embedded data field names in your CSV exactly match the field names in your Qualtrics survey flow settings.
❌ Problem: Extension doesn't load
✅ Solution: Try refreshing the page, restarting Chrome, or reinstalling the extension. Ensure you're not in incognito mode.
Best Practices & Tips
🎯 Efficiency Tips
- Test with small batches first - Try 10-50 records before processing thousands
- Keep Progress IDs - Save them to track long-running operations
- Use consistent naming - Match embedded data field names across surveys
- Monitor API limits - Qualtrics has daily API call limits per account
🔒 Security Best Practices
- Use dedicated API tokens - Create tokens specifically for bulk operations
- Regular token rotation - Update API tokens periodically for security
- Limit token permissions - Only grant necessary permissions in Qualtrics
- Monitor usage - Review API call logs in Qualtrics regularly
📊 Data Quality Tips
- Validate data before upload - Check for formatting issues in Excel first
- Use consistent date formats - ISO 8601 format (YYYY-MM-DD) recommended
- Handle special characters - Ensure UTF-8 encoding for international characters
- Backup before bulk updates - Export current data before making changes
💡 Pro Tip: For large datasets (10,000+ records), consider breaking them into smaller batches. This provides better progress tracking and allows you to fix issues without reprocessing everything.
Need Help? 📧 Contact: admin@piraiai.com
Additional Resources
- Official Qualtrics API Documentation: api.qualtrics.com
- Qualtrics Community Forums: Get help from other users
- Pirai AI Free Tools: QSF to Excel, CSV Comparator, Embedded Data Generator
- Video Tutorials: Coming soon on our website
🚀 What's Next?
This free version focuses on response management. Future updates will include:
- Contact Transaction Updates - Row-by-row contact data processing
- Distribution Management - Bulk email distribution operations
- Survey Operations - Activate/deactivate surveys, manage quotas
- Advanced Export - Custom data exports with filtering
🎯 Success Checklist
- Extension installed and accessible from Chrome toolbar
- API token generated and tested in Qualtrics
- Data center correctly selected
- CSV file follows required structure
- Small test batch processed successfully
- Ready to scale up to larger operations
🔐 API Key Storage & Privacy
Zero-Trust Architecture
Your security and privacy are our top priorities. The Qualtrics API Toolkit is designed with a zero-trust architecture that ensures your sensitive data never leaves your device.
💾 Local Only Storage
- Browser-native storage only - API keys stored exclusively in Chrome's local storage
- No external servers involved - Your credentials never leave your device
- Data encrypted by Chrome - Built-in browser security protects your information
- No cloud synchronization - Data stays completely local to your machine
🔗 Direct API Communication
- No proxy servers - Extension communicates directly with Qualtrics APIs
- End-to-end encrypted connections - All communication uses HTTPS/TLS
- No middleware processing - Your data never touches our infrastructure
- Zero data interception - We can't see or access your API calls
⚡ Client-Side Processing
- In-memory processing only - CSV files processed entirely in browser memory
- No temporary file storage - Files destroyed immediately after use
- Automatic memory cleanup - Browser handles secure data destruction
- No server uploads - Your files never leave your computer
🔧 Technical Security Details
- Manifest V3 compliance - Uses latest Chrome extension security standards
- Minimal permissions - Only requests access to Qualtrics domains and local storage
- No external dependencies - All processing happens locally in your browser
- Open source transparency - Code available for security review
📊 Data Lifecycle
- API Keys - Stored locally, never transmitted except directly to Qualtrics
- CSV Files - Loaded → Processed in memory → Immediately destroyed
- API Responses - Displayed temporarily, cleared on page refresh
- No tracking or analytics - Zero user behavior monitoring
✅ GDPR Compliance
- Inherently GDPR compliant - no data processing on our servers
- Privacy by design architecture prevents data collection
- No data retention policies needed - we never receive your data
- No consent management required - your browser handles everything locally
🛡️ Privacy Guarantee: The Qualtrics API Toolkit is built with privacy by design principles. We can't access your data because we never receive it in the first place. Your privacy is protected by architecture, not just policy.