Survey Flow - Pulling in employee directory data | Experience Community
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Survey Flow - Pulling in employee directory data

  • January 19, 2026
  • 3 replies
  • 27 views
V
Level 1 ●
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I have a survey setup that uses our single sign on for authentication. We are able to pull in basic information like email and username for people that take the survey. All these people taking the survey are also in our employee directory so I am trying to see if there is a way once a user authenticates if we can then have the survey look at the employee directory and pull in more information like function, location etc.. I am trying to do this without having a participant list. 

Best answer by Lpena

Hey, Vripley.

You're definitely on the right track! It is totally possible to authenticate respondents through your existing SSO setup and pull in those extra employee details without relying on a manual participant list. By using a Qualtrics SSO Authenticator, your team can log in via your organization's system, and you can capture their email or username as embedded data.

For those deeper details, like location or department, you can either map those attributes directly from your SSO provider or use the authenticated ID to pull data from your XM Directory or EX Directory. In Employee Experience projects, the "Associate respondent with person by field" setting is a lifesaver here—it just needs a matching unique identifier (like an ID or email) to link everything up automatically. This works great even with anonymous links since the SSO handles the heavy lifting of identifying the person.

If you run into any snags with the attribute mapping or it’s not behaving quite like you expected, I’d suggest touching base with the experts over at the Customer Success Hub. They can take a closer look at your specific configuration to make sure everything is syncing up perfectly: https://support-portal.qualtrics.com/ 🚀

3 replies

Lpena
Qualtrics Employee
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  • Lpena
  • Qualtrics Employee
  • Answer
  • February 10, 2026

Hey, Vripley.

You're definitely on the right track! It is totally possible to authenticate respondents through your existing SSO setup and pull in those extra employee details without relying on a manual participant list. By using a Qualtrics SSO Authenticator, your team can log in via your organization's system, and you can capture their email or username as embedded data.

For those deeper details, like location or department, you can either map those attributes directly from your SSO provider or use the authenticated ID to pull data from your XM Directory or EX Directory. In Employee Experience projects, the "Associate respondent with person by field" setting is a lifesaver here—it just needs a matching unique identifier (like an ID or email) to link everything up automatically. This works great even with anonymous links since the SSO handles the heavy lifting of identifying the person.

If you run into any snags with the attribute mapping or it’s not behaving quite like you expected, I’d suggest touching base with the experts over at the Customer Success Hub. They can take a closer look at your specific configuration to make sure everything is syncing up perfectly: https://support-portal.qualtrics.com/ 🚀

V
Level 1 ●
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  • Vripley
  • Author
  • Level 1 ●
  • February 10, 2026

​@Lpena Do you know if there is a way to then limit what fields pull over into the dataset? I got the associate respondent with person by field setup and its working I just don’t want all the fields we have in the directory to pull into the survey. 

Lpena
Qualtrics Employee
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  • Lpena
  • Qualtrics Employee
  • February 16, 2026

Yes, it is possible to limit which fields pull over into your dataset when associating a respondent with a person. For example, in Qualtrics, fields and metadata included in datasets like the respondent funnel or survey exports can be controlled and limited. Specifically, when working with respondent funnel data, directory settings allow enabling only certain embedded data fields to be included (up to 50 custom embedded fields). Additional control can also be achieved during data export where you can specify which embedded data IDs, question IDs, or survey metadata IDs to include. For survey exports via the API, you can use the fields embeddedDataIds, questionIds, and surveyMetadataIds to determine and limit which columns to include. Similarly, for workflow data extraction tasks, there is an option to unselect "Download All Fields" and choose only the desired fields.

Therefore, after associating the respondent with a person, you don't have to pull all directory fields into the survey or dataset; you can configure and limit which fields to include either during respondent funnel setup, survey flow with embedded data, or export configuration.

If you want to pull additional associated metadata for a respondent without including all directory fields, supplemental data sources (SDS) or survey flow elements like the supplemental data element can help select specific fields to pull and add to your dataset. This helps avoid pulling extra fields that are not required.

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