This article covers importing the cleaned QuestionPro response data into the Qualtrics survey you rebuilt in Creating and Importing Survey in Qualtrics. It walks through creating Embedded Data fields for any columns without a Qualtrics match, uploading the file through Data & Analysis, mapping every column, and matching question codes or answer values so responses land correctly. It also covers validating the import against the original QuestionPro data before retiring that data.

After recreating the survey in Qualtrics, verify that every choice question has the same answer options, in the same order, with the same coded values as in QuestionPro. QuestionPro codes each option by its position (the first option is 1, the second is 2, and so on). Qualtrics assigns recode values in the order the choices are created, and these values can be edited. If the two platforms differ, the data usually imports without an error but under the wrong labels. For example, if QuestionPro codes a scale from 1 (Very good) to 5 (Very bad) and Qualtrics codes it in reverse, every response takes the opposite meaning, which silently invalidates the migrated data.

To prevent this, download the QuestionPro survey as a Word document to see each question's options in order, then enter the choices in Qualtrics in exactly that order. Do not reorder answer options in QuestionPro once data collection has started. Finish arranging the choices in Qualtrics before importing data, because recode values stop following the choice order once responses exist, and later rearranging can leave codes that no longer match the order. Before importing, compare each question's values in the Recode Values panel (or Export to Word, which shows each choice's value in parentheses) against QuestionPro, and correct any differences.

Steps below:

1. Download QuestionPro survey in word format like below:

2. After downloading the word document, we will see the options along with the sequence numbers. Like below:

Please select your department.

1. 1. 1. General & Administrative
      2. Sales
      3. Marketing
      4. Support
      5. Manufacturing

3. Then we have to go to the recreated Qualtrics Survey and export the survey to word to see the corresponding codings in Qualtrics. Steps:

• Go to the Survey tab.
• Click Tools → Import/Export → Export Survey to Word.
• In the export options, check "Show Coded Values" — this displays each answer choice's Recode Value in parentheses next to it.
• (Optional but recommended) Also check:
  • "Show Logic" → "Use Recode Values" — shows recode values used in any Skip/Display/Branch logic.
  • "Show Question Numbers" — makes it easier to match against QuestionPro's Q1, Q2, Q3... numbering.
• Click Export.

4. The result of this export is a Word document listing every question, its full answer choice text, and the numeric code behind each choice — a complete data dictionary/codebook for the entire survey in one file. Having this codebook on hand before importing lets you quickly cross-check every question's codes against your QuestionPro data in one pass, catching mismatches upfront instead of discovering silent errors after the import is done.

From that document we can see which option corresponds to what number. For example:

5. Based on that, we need to check the mapping of options before data import. Once this mapping is done, we can proceed to the import steps.

6. Once the mapping is done, follow the steps below:

1. Click  the “Data & Analysis” tab.
2. Click the “Export & Import” option.
3. Click on “Import Data"

7. Select a CSV file and then upload.

8. Afterwards, a new window will appear. This helps user to match the question and response data match the questions and responses in the recreated Qualtrics survey.

9. The first column named “Field” is the column header option for Qualtrics. The “Header” column just next to it to the right contains the headers from the raw data file downloaded from QuestionPro. A fer sample responses are shown on the right beside the “Header” column. (e.g., Response 1, Response 2 etc.)

10. When mapping each column from your source file during a Qualtrics import, you have exactly three options:

1. Ignore Column — The column's data will not be imported. It has no effect on other columns, and the original source file remains untouched (so it can be re-imported later if needed).
2. Assign to an Existing Field — Map the column to something Qualtrics already recognizes, without any setup required beforehand. This includes:
   • A survey Question
   • Survey Metadata (Response ID, IP Address, Start/End Date, Finished, etc.)
   • Contact Fields (Recipient Email, External Reference, Distribution Channel, etc.)
   • Any Embedded Data field created earlier
3. Create a New Embedded Data Field, Then Assign It — Used when none of the existing fields fit and you want to preserve the source data as-is. Requires going to Survey Flow → Add a New Element → Embedded Data, naming the field, and saving before starting the import — it will not appear as a mapping option otherwise.

The objective is to match the fields to the corresponding headers for smooth data import as shown below:

In the screenshot below, the Response ID field in Qualtrics survey is now mapped to the “Response ID” header from the QuestionPro raw data. If we select import now, the Response IDs will be imported to the Qualtrics survey.

11. Similarly, users have to map all other Survey metadata/ Contact Fields/ Embedded data/ Questions for error free import procedure.

There are different options in terms of Survey metadata/ Contact Fields on both platforms and not all of them will match. The ones that match are below:

Note for mapping Response Status and Finished:

Qualtrics' "Finished" field only accepts True/False, but QuestionPro's Response Status has three values (Completed, Started, Terminated), so Mapping Values must be used to translate between them during import.

The default 1/0 shown in the Mapping Values boxes are just Qualtrics' auto-generated placeholders based on True/False — they must be manually replaced with your actual raw text values from the file.

Map Completed → True, Started → False, and add a third row mapping Terminated → True, since a terminated response still reached an intentional endpoint (via skip/branch logic) and counts as finished in Qualtrics' terms.

Please note, the options in the boxes on the left are for QuestionPro (or any other source we are importing from) raw data and the the options in the boxes on the right are for Qualtrics.

12. Using Embedded Data Fields for QuestionPro Data With No Native Qualtrics Equivalent : Apart from the available Survey metadata/ Contact Fields/ Questions if there is any unique field that needs to be imported to the Qualtrics survey, then the user needs to create and use embedded fields for that.

When a QuestionPro column doesn't match any built-in Qualtrics field (Survey Metadata, Contact Fields, or an actual Question), create a custom Embedded Data field to receive it.

How to create one:

a. Open the survey's Survey Flow tab.

b. Click Add a New Element Here — ideally at the very top of the flow, before your first block.

c. Choose Embedded Data.

d. Type a name for the field (e.g., QP_ResponseStatus, PID, QP_Timestamp) and save the flow. Lets assume for this example purpose we have named in “Test Embedded data field”.

Note for position of embedded data:

• If the field is purely for holding historical import data and nothing in your live survey logic or question text ever references it → position doesn't matter, put it wherever convenient.
• If you're also using that same field for something active in the live survey (e.g., piping a respondent's department into a question, or branching based on it) → it must be placed above whatever uses it.

Important sequencing rule: This field must be created and saved in Survey Flow before you start the import. It will not appear as a mapping option if created mid-import — there's no way to create a new field on-the-fly from within the Configure Import mapping screen itself.

Once created, mapping works like this:

• During import, in the Configure Import screen, each column's dropdown offers three choices: Ignore Column, an Existing Field (Survey Question, Survey Metadata, Contact Fields, or any Embedded Data field already created), or — if needed — go create a new Embedded Data field first, then come back and select it.
• Your new field will appear listed as an option once it exists, and you map the QuestionPro column to it directly — raw values import as-is, with no translation needed (since there's no fixed answer choice list to match against).

For example we can see that the newly created embedded field “Test Embedded data field” is available to be mapped and data from QuestionPro raw data source can be imported against this field.

Visibility: Embedded Data fields are completely invisible to survey respondents — no question, no page, nothing shown in the survey experience. They only appear in: the Survey Flow editor (to admins), the exported/downloaded data as a normal column, and in Data & Analysis for filtering/reporting.

It is important to note that if the survey stays active and continues receiving responses, the embedded data field will not be populated. It will only have the historical data imported from Qualtrics unless that field is modified to receive new responses.

Importing Question response data:

For importing Question response data, we can choose either to import using coded responses or text responses. There are pros and cons of both methods. Below are some major points:

A. Import using Answer Codes/Index responses

1. To successfully import using the Answer Codes/Index responses, we need to have the QuestionPro survey word document and Qualtrics survey structure pdf document for reference and cross check. We need to cross-check both files to ensure consistency. Reference below:

2. Once the checking is done, in the import window, we need to click on the dropdown menu on the left of the question for which we want to import the data. Then from the dropdown menu, we need to find out the corresponding question. Reference below:

3. Once the Question Mapping is done, we need to simply import the data like below:

4. Successfully imported data will be displayed in the “Data & Analysis” tab.

5. Similarly, all other questions should be mapped and data should be transferred.

6. After the import is done it is important to export the data and cross check with the previous responses from QuestionPro for any anomalies or discrepancies.

B. Import using Answer Values responses

1. To successfully import using the Answer Values responses, we need to have the QuestionPro survey pdf document for reference and cross check.

2. In the import window, we need to click on the dropdown menu on the left of the question for which we want to import the data. Then from the dropdown menu, we need to find out the corresponding question. Reference below:

3. We then need to click “Mapping Values” and click on the “+” sign.

4. After clicking the “+” sign, we will some choices. These are the choices that we have structured into this question in Qualtrics.

5. Now we need to click each of the choices and write/paste corresponding choices from QuestionPro responses. Qualtrics data import engines evaluate choice text precisely. When importing via choice text, exact string matching is required, meaning capitalization mismatches (e.g., Yes vs yes), trailing or double spacing (e.g., Agree vs *Agree *), and punctuation discrepancies (e.g., N/A vs N-A or curly vs straight quotes) will all cause Qualtrics to reject the match, resulting in unmapped data, blank entries, or failed response imports.

The right side is the Qualtrics choice options and the left side is the input field to put QuestionPro choice options. Initially the you will be prompted to set a coded value like below:

But since we are importing using Answer Values/Texts, we will replace them with choice text from the Questionpro pdf document.

6. We can type or copy & paste from the QuestionPro pdf document in these fields. But we need to make sure they match perfectly.

7. It is important to use the pdf instead of the word document if you plan to copy & paste the choices. The copy & paste process from the word document is error prone. Suggested to use the pdf. Since the Qualtrics survey was created using the QuestionPro pdf document as a guide, the choices should be exactly the same. When we are done, the fields should be similar to below:

8. Next, hit the import button.

9. Successfully imported data will be displayed in the “Data & Analysis” tab.

10. Similarly, all other questions should be mapped and data should be transferred.

11. After the import is done it is important to export the data and cross check with the previous responses from QuestionPro for any anomalies or discrepancies.

Navigate to other relevant articles in this series:

• QuestionPro to Qualtrics Migration Guide
• Pre migration
• Post-export recommendations
• Creating and Importing Survey in Qualtrics

Additional information about the migration project

To stay updated about the migration project, please visit the "University Survey Tools" website.

Getting Help

For any query related to the migration or Qualtrics in general, please use the following RITM to create a request:
Survey Platform (Qualtrics)