I’m fairly new to Qualtrics and hoping maybe someone else has done something similar. Is it possible to add a participant to a lifecycle project via a workflow from another source/ Qualtrics survey/ form? Can someone provide detailed instructions in order to do so?Trying to build a workflow that would work something like the following:HR Manager enters an Employee ID # via Microsoft form or Qualtrics survey notifying of employee intent to term Workflow immediately picks up Employee ID# from the form or survey and matches to Employee Directory (employees are already populated and do not need to be added) Participant is added to Termination survey (survey set up to email the participant as soon as added) in order to capture their feedback before last day of employment.

Solved

Adding participants to a lifecycle project from a workflow

Forum|Forum|5 months ago
October 8, 2025
30 replies
314 views

CheriV
Level 2 ●●

I’m fairly new to Qualtrics and hoping maybe someone else has done something similar. Is it possible to add a participant to a lifecycle project via a workflow from another source/ Qualtrics survey/ form? Can someone provide detailed instructions in order to do so?

Trying to build a workflow that would work something like the following:

HR Manager enters an Employee ID # via Microsoft form or Qualtrics survey notifying of employee intent to term
Workflow immediately picks up Employee ID# from the form or survey and matches to Employee Directory (employees are already populated and do not need to be added)
Participant is added to Termination survey (survey set up to email the participant as soon as added) in order to capture their feedback before last day of employment.

Best answer by jake_dufinetz

While this does pull in the participant into the survey, I’ve found it did not bring in the employee metadata. Any ideas on that?

Hi Cheri,

If you would like all of their metadata from the directory to be copied over with them into the survey, you can instead use the Copy Participants API in the workflow that’s triggered after the intake form is submitted: api.qualtrics.com/c03ae4b3e935d-copy-participants

This would require updating your workflow to the following configuration:

Request Type: POST
URL: https://yul1.qualtrics.com/API/v3/ex-projects/[INSERT_PROJECT_ID]/copy-participants
Headers
- Content-Type = application/json
- accept = application/json, multipart/form-data
- x-api-token = [Insert your API token which can be found by going to your user settings]
Body
- ```
[
  "${q://QID1/ChoiceTextEntryValue}"
]
```

Just make sure to update the Project ID in the URL.

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CheriV
Author
Level 2 ●●
Forum|Forum|4 months ago
October 29, 2025

All corrected. Still same result (Did Not Match Existing Employee)

Make sure your branching logic under the webservice also uses the same updated embedded data field name (participants.0.userId).

Yes!! Just corrected that and that worked. Now troubleshooting the workflow. :)

You are a blessing! Thank you very much for your help! Problem solved!!

jake_dufinetz
QPN Level 4 ●●●●
Forum|Forum|4 months ago
October 29, 2025

You are a blessing! Thank you very much for your help! Problem solved!!

That’s wonderful to hear, you are very welcome!

CheriV
Author
Level 2 ●●
Forum|Forum|4 months ago
October 30, 2025

You are a blessing! Thank you very much for your help! Problem solved!!

That’s wonderful to hear, you are very welcome!

While this does pull in the participant into the survey, I’ve found it did not bring in the employee metadata. Any ideas on that?

jake_dufinetz
QPN Level 4 ●●●●
Answer
Forum|Forum|4 months ago
October 30, 2025

While this does pull in the participant into the survey, I’ve found it did not bring in the employee metadata. Any ideas on that?

Hi Cheri,

This would require updating your workflow to the following configuration:

Request Type: POST
URL: https://yul1.qualtrics.com/API/v3/ex-projects/[INSERT_PROJECT_ID]/copy-participants
Headers
- Content-Type = application/json
- accept = application/json, multipart/form-data
- x-api-token = [Insert your API token which can be found by going to your user settings]
Body
- ```
[
  "${q://QID1/ChoiceTextEntryValue}"
]
```

Just make sure to update the Project ID in the URL.

EmmaOGC
Level 2 ●●
Forum|Forum|1 day ago
March 16, 2026

IGNORE THIS COMMENT! I can’t seem to delete. The above copy participant instructions worked, I just missed them as they were on the second page (face palm).

Thank you for this thread, it will (hopefully) solve the same issue for me. I’ve set this up and tested, employee is adding correctly to the project I need it to, however I would like all of their metadata to come across as well. I attempted to add the same metadata fields that I have in the Web Service/Survey Flow in the Web Service Work Flow, however it’s showing the error “JSON may be invalid depending on the value of the chained piped-text”. I’ve tried changing the setting from JSON/Free text to Plain text (after some troubleshooting searching) however that gives the error pasted in the second screenshot. Any ideas?

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