Embedded Data Link to filter Contact in the Workflow to send surveys daily at specific time.

Hey Anuhya_K, while there isn't direct documentation confirming whether standalone scheduled XM Directory workflows can dynamically filter contacts using an embedded-data date field set to "Today", looking at general Qualtrics patterns and community discusions, it looks like dynamic date evaluation inside scheduled  workflows has some practical limitations. Often, community  members find that dynamic piped values don't behave as expected here, and the common workaround is to use a Code Task to generate and format the dates, or handle the filtering logic entirely outside of the workflow.

We highly recommends using transaction data for repeated operational updates instead of continually overwriting embedded data fields, and their official guides generally point towarrd event-driven architectures—like using an  Experience ID Change trigger combined with specific conditions—rather  than running scheduled directory scans.  If you want to stick to a daily recurring survey send while avoiding duplicates, the most reliable route is to handle the "SendSurveyDate = Today" calculation on your API/Apps Script side to feed Qualtrics a precise daily contact list,  or map your deduplication rules to your ExternalDataReference key while maintaining an "already-sent" flag.

​@Anuhya_K ,

Yes, we’ve implemented XM Directory + Workflow setups for a few customers following a very similar pattern.

Here’s a quick overview of the approach:

We use JSON event or SFTP-based workflows to import contacts into the XM Directory / Mailing List. During ingestion, a Code Task is used to transform and enrich the payload, including mapping all required Embedded Data fields that support dynamic distribution logic.

Once contacts are in the directory, workflows are triggered to filter recipients based on Embedded Data conditions, such as SendSurveyDate, and then route eligible contacts into Email or SMS distributions.

This setup works well when the eligibility logic (like send dates and deduping keys) is properly prepared during the ingestion step, rather than evaluated purely at runtime inside the workflow.

In my case, I use different triggers. One of them is the last modification date, which allows me to identify updated data for a client already existing in the directory. Another is the creation date, which I use for new clients.

Additionally, I rely on the survey status to validate whether the client has already been invited or has not yet received an invitation to respond. Based on this information, I proceed with sending the survey.

​@Anuhya_K Just curious — is there a reason you're looking at a standalone scheduled workflow instead of an event-based workflow?

If contacts are being added or updated daily via API, would a contact-created/contact-updated trigger work for your use case? 

Are you running into a specific limitation with event-based workflows?