Can we update embedded data subsequently once the responses have been collected — Qualtrics Community
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Can we update embedded data subsequently once the responses have been collected

Yazad_7 AucklandCommunity Member, Qualtrics Brand Admin Qubie ✭
edited May 7 in Qualtrics API

Hello all,

Current situation
We receive customer database and survey invites get sent out through Qualtrics. Along with the contact information we receive a lot of other useful information like 'region', 'customer type' etc. as embedded data fields.

Challenge faced
Some of the data fields are not updated in the data that flows through for surveys. Eg. - There may be blanks or may be incorrect data at times. However, business is able to share such data subsequently (after responses have been captured). So the way we currently analyse this is by downloading the completed responses from Qualtrics in excel, then do a Vlookup to match it with the updated information recieved for each respondent and subsequently analyse it manually.

Key questions
Q1. Are somehow able to update the embedded data in Qualtrics with the accurate data received separately? Eg. There is a sample of 1000 respondents (each having a unique ID) in Qualtrics but while viewing the data in the dashboards we realise that the embedded data for 'regions' was missing for 400 cases when the data flowed through initially. However, subsequently we are able to get the correct data separately in excel. In such a case can we update the existing data in the dashboards and use it in statsIQ

Q2. A certain field eg. 'Sales Value' for a customer was never a part of the embedded data received for sending out surveys but this data is available separately at a later stage (after responses have been collected). Let's say we have collected 1000 responses and would now like to add that data subsequently in the dashboards and would like to analyse it in statsIQ, is it possible to do that?

Best Answers

  • rondev
    rondev Community Member Wizard ✭✭✭✭✭
    Accepted Answer

    Both the problems can be solved using update response API. (We can use this for bulk update too)

    Also if you distribute the survey through a contact list and if we update those contact list then having an embedded data by same name in survey also gets updated

  • MaiaH
    MaiaH Provo, UTModerator, Community Member, Qualtrics Brand Admin Moderator
    Accepted Answer

    @Yazad_7 Just wanted to jump in here and mention that after a survey is distributed to a contact list, if someone takes the survey the embedded data captured within the survey is static unless it is manually edited in the Data & Analysis tab.

    Any changes to the contact list will not be reflected in the survey data unless the embedded data is explicitly updated prior to the participant opening the survey!


  • Yazad_7
    Yazad_7 AucklandCommunity Member, Qualtrics Brand Admin Qubie ✭

    Thanks so much for your response. We will try this out.

  • MFLoGrasso
    MFLoGrasso PennsylvaniaCommunity Member Qubie ✭

    @MaiaH I know you responded to this issue a while ago, but is there any chance that the ability to refresh prior respondents' embedded data has been considered for a future update?

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