Also in Qualtrics I have the Survey Active; the ETL for Extract data from SF and Import Data in EX Directory is working; Metadata with UserId is there and I can see it in the EX Directory for user.
I reached out to Qualtrics support -- just to clarify JSON and Workflows do not work for Lifecycle.
I would appreciate support or guidance if you faced any similar issues --- of the survey not triggered using SF Success Factors business rules/Manage Qualtrics integrations /API etc.
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shouldn’t the survey be triggered based on people data coming into Qualtrics rather than SF business rules?
When I implemented Qualtrics, Davidson (our implementation partners at the time) suggested using SAP SF SFTP to Qualtrics SFTP for data ingestion rather than the advertised native integration as SFTP is much more versatile.
For the current onboarding survey we have, it’s sent 100 days after a person starts with the company (excluding a specific type of contractor), using the automated participant import criteria below.
Thank you for responding to me, this is useful. Not sure what is the scope in SAP for the business scenario then, as it has a timing in the Intelligent Service centre -- to send the survey after X days of the event (Hire Date), but you are saying the survey is actually triggered from Qualtrics based on Survey Participants ? So from my understanding the Participants are added in Qualtrics based on the automation rule you sent above. This is working and I can see the metadata there. Then, do I also have to set up Messages Email in the Survey?
This would be for Onboarding survey.
For Offboarding, Exit survey -- the survey needs to be sent 90 days before Termination. I assume in the Survey Participants, I would need to do the same steps?
Correct. The surveys I have for onboarding and exit are triggered by Qualtrics based on the list of users in Participants.
Participants are added into the survey based on the participant automation rule (set this up within the participation tab in the survey).
Correct, you set up the messages email within the Messages tab in the survey, as per your screenshot.
This is the configuration, below.
Thank you again for your response, appreciate.
I actually managed to do something else - for Offboarding, in the Survey Participants tab - I didn’t setup any Automation for “Manage participants added automatically on a schedule”. But - in SAP when I enter the termination event, based on the business scenario for the timing to be immediate - Intelligent Services gets triggered and the Offboarding Participants is automatically adding the Terminated employee (even though no automation is done in advance).
I think based on the fact that I have the stand alone workflow ETL which is already pulling the participants/employees from SAP, then the OFFB Participants is automatically updated.
Then I have the Message automation you shared -- exactly saying to send survey to the participants who haven’t received the survey yet. In my case, it sent to the new employee that was added automatically after I triggered the SAP business scenario.
I will try now for the Onboarding.
This steps that are critical - especially Message automation that is used only for Lifecycle Surveys is working to trigger the survey.
The challenge I was facing, is that everywhere I read it was telling me to create a Workflow to trigger the survey. Lifecycle Surveys do not support workflows (as a normal survey does).
Ah I see! Ok yes normally that’s true but for EX lifecycle it’s a bit different. Good to hear you achieved what you want.
Surveys are still triggered and scheduled from the Messages tab.
I suspect one day it will migrate to the workflow model.
