Check survey status (in order to send reminders from external marketing system) | XM Community
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We are integrating Qualtrics with our external marketing system. That means that we are sending survey invitations to our customers from the marketing system (including XM directory update, mailing list preparations, creation of the distribution). Now we have the requirement to execute reminder campaigns from our marketing system as well. This means that we need to find out the customer's survey status in order to determine those customers which we need to remind about the survey. So I have some questions to the experts:

  • Is there some usual way to handle reminders with external systems (if you do not want to send reminder emails with Qualtrics)? Maybe someone has experience with that?

  • Which survey status do exist in Qualtrics (e.g. "finished")?

  • How can we read those status from Qualtrics? Which API to we need to use?

Thanks for the expertise!

Let me provide an update about how we handled this requirement even though it is very specific….. Maybe it still helps someone in the future.

As mentioned, we handled the distribution of the survey links directly from our marketing system (custom integrated). 

In order to identify contacts who participated, we implemented an integration once the survey is started which creates an activity in the CRM system with status “In Progress”. The activity GUID is stored ias some Qualtrics transaction once created. 

As soon as the participant completes the survey, the acitivty GUID is fetched from the transactions via API and used to update the activity in the CRM to “Completed”. 

Marketing and CRM system are integrated. We can make use of all activity data within our segmentations to identify: 

  • Customers that did not start the survey at all (record about the invitation but no activity about participation)
  • Customers that started but did not finish (activity “In Progress”)
  • Customers that completed the survey (activity “Completed”)

Our personalized survey links are stored in the marketing system for each invitation. For the reminder execution, we take advantage of the segmentation and send out the reminders with the original survey links that we had stored. 

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