Creating workflow or automation to generate a full data export.

This is possible! You have to create a filter in the Data & Analytics section of the survey program you are trying to export nightly. 

You can create the condition you would like to have. Below I used the Finished metadata set as True.

Once you have this filter added, it will appear in the Extract Survey Responses task in the Workflow. 

Hope this helps! 

Thanks,

But no luck:(

I did that, but when running this WF one time after the other, no files were exported, i  want the entire responses to be exported every time its running….

Very strange. Sorry it didn’t work for you. I tried something similar but instead of a SFTP was loading the data into an Import Data Project and it worked as expected.

A couple troubleshooting questions:

1. The second image in your post - is that referencing the SFTP task or the Extract responses from survey task? I ask because when I view the latter task in my workflow, I can see the csv file that was created. 
2. Were you able to use the Extract task as the option for the file to upload to the SFTP? 
3. Have you looked at the API documentation to see if there is a call that might be able to create this solution? 

Hi

Is this one of the issues wht i get an error?

i want to export every day all the last year survey data

Hi @David_Rod,

You can try with this approach, define the actions you want the workflow to perform. For generating a full data export, you'll need to specify the export settings such as file format (e.g., CSV, Excel). 

https://api.qualtrics.com/6b00592b9c013-start-response-export

Thank you!

Dear @Nanditha MM , In the API do we have an option to provide the path in which the file needs to be exported to ?

And if I can provide the selective columns of Survey that i want to download.

Thanks in advance.

Regards,

Neha Tank

Thought I would weigh in here on OPs original question about getting a workflow setup, not going down the API route as an alternative.

I am experiencing similar failures though what I’ve discovered is that after I create a workflow and run it immediately the first time it performs as expected and dumps a CSV file into an S3 bucket. However, every time it runs after the initial run it indicates it succeeds but it never actually sends a file. I can create a new Workflow with the exact same settings and same thing every time: runs perfectly the first time, never sends file ever again.

Any thought on what I might be doing wrong or why this is not out of the ordinary? I doubt it’s an S3 error since if I delete the file it sends and then run the workflow again it still won’t send the file.

Hi,

Did anyone ever find a way to do this from within Qualtrics?

Because the response export automation, as well as the workflow task “extract responses from a survey”, both only get new responses since the last time that the automation/workflow has run (is also confirmed on the respective Qualtrics support pages about the automation/workflow task).

The API can get a full load yes, but that needs to be called externally, you cannot set that up from within Qualtrics. 

Hi ​@JoycaV - Here is a potential solution.

 

You could load your responses into an Imported Data Project and then use the Extract from Data Project task to get all data in the project, not just incremental responses. This is not ideal since now the data is stored in an IDP which does not come with the same headers/metadata as the survey project, but you this should be able to meet the need in platform.

 

Extract Data from Data Project Task

 

 

“If you’d like to export the entire dataset when the workflow runs, click Export all data. If this is disabled, each run will only export newly added responses from the imported data project.”

 

You would need 1 ETL workflow to export and load the survey responses into the data project, then another workflow to export the data project and load to the location of your choosing. The 2nd workflow would need to run more than 1 hour after the 1st workflow to ensure the latest responses are included in the data project export.

Thanks Jake!

That seems to be working 🙂 Nice that Data Projects do allow full loads. It’s a bit “bending” the system to make the in-between-step via the data project but if it works, it works 😝

Hi Joyca, that’s great to hear! Even if it’s a workaround, I’m glad it’s working. ​@David_Rod - If you could mark this as answered that would be great!

Hi ​@JoycaV - Here is a potential solution.

 

You could load your responses into an Imported Data Project and then use the Extract from Data Project task to get all data in the project, not just incremental responses. This is not ideal since now the data is stored in an IDP which does not come with the same headers/metadata as the survey project, but you this should be able to meet the need in platform.

 

Extract Data from Data Project Task

 

 

“If you’d like to export the entire dataset when the workflow runs, click Export all data. If this is disabled, each run will only export newly added responses from the imported data project.”

 

You would need 1 ETL workflow to export and load the survey responses into the data project, then another workflow to export the data project and load to the location of your choosing. The 2nd workflow would need to run more than 1 hour after the 1st workflow to ensure the latest responses are included in the data project export.

Thanks Jake!

That seems to be working 🙂 Nice that Data Projects do allow full loads. It’s a bit “bending” the system to make the in-between-step via the data project but if it works, it works 😝