Hello Community,
I am working on a Qualtrics XM Directory + Workflow automation setup and wanted to check if anyone has successfully implemented something similar.
Current setup:
Contacts are updated daily into a Mailing List via API.
Each contact includes Embedded Data fields such as:
- SendSurveyDate
- EndDate
- Program
- ExternalDataReference
ExternalDataReference is unique for each record, even if the same email appears multiple times for different programs/classes.
Goal:
I am trying to configure a standalone scheduled Workflow that:
- Runs daily at a specific time
- Reads Embedded Data fields from the mailing list / directory contacts
- Dynamically filters contacts where:
- SendSurveyDate = Today
- Sends emails only to matching recipients
- Avoids duplicate sends
Issue:
Qualtrics Support mentioned this may currently be a platform limitation because standalone workflows do not have direct access to directory-level embedded data for dynamic date evaluation.
Questions:
Has anyone successfully used Embedded Data date fields inside standalone scheduled workflows for dynamic filtering?
Is there any supported workaround using:
- Code Task
- JavaScript
- Segments
- Transactions
- Distribution API
Is there a recommended architecture for:
- daily API contact updates
- recurring survey sends
- avoiding duplicates when emails repeat but ExternalDataReference is unique?
Currently considering moving the date filtering logic outside Qualtrics (Apps Script/API side) and using Qualtrics only for email delivery, but wanted to see if anyone has implemented this natively inside XM Directory workflows.
Any suggestions or best practices would be greatly appreciated.
