Filter ETL Records if Row Already Exists as Survey Response | XM Community
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Has anyone set up a survey with multiple channels of access (both an emailed personal link and anonymous link/QR code)? I am envisioning a scenario where individuals would be invited to participate in a survey immediately following an interaction/experience through the use of a QR code/anonymous link if the individual chooses not to utilize the QR code/anonymous link the next day they would be added to a survey distribution and subsequent reminders using the Send Survey via Email Task. In both scenarios, the individual would authenticate into the survey against a Contact List.

Obviously, I do not want to invite someone to participate via email that already completed the survey via QR code/anonymous link. I’m planning to use the ETL workflow in Qualtrics to set up a daily invitation to those that completed the interaction/experience but I am getting on hung up on how and where to insert the step remove records that already completed the survey.

 

Thanks for any suggestion/insight you can provide!

Hello, Brianj

 

Here is a concise summary of the key strategies for preventing duplicate survey responses across multiple channels and optimizing email deliverability:

 

Preventing Duplicate Responses & Redundant Invites

 

The recommended approach to ensure individuals complete a survey only once across multiple channels (e.g., personal email links and anonymous QR codes) is to establish a system that authenticates and tracks completion status for every participant.

  1. Survey Flow Control (The Gatekeeper):

    • Use an Authenticator in the survey flow to verify the respondent against a Contact List (even if they start anonymously, force them to input a unique ID like email).

    • Use Branch Logic at the start of the survey to check the contact record for a "Completed" flag. If the flag is set, prevent the respondent from continuing.

  2. Tracking Completion Status:

    • Set an Embedded Data flag (e.g., Completed = 1) upon survey submission.

    • Use the Update XM Directory Contacts Task in a workflow to immediately update the participant's contact record with this Completed flag.

  3. Filtering Invitation Workflows (ETL):

    • Filter your daily ETL invitation list (or distribution workflow) to exclude all contacts whose XM Directory record shows the Completed flag is set. You can also use the Contact History API to identify and exclude those who have already completed the survey.

  4. Handling Anonymous Links:

    • For anonymous link access, require respondents to input a unique identifier (like email) which is then used by the Authenticator to look up the contact record. After their first submission, the workflow should add or update their contact record with the completion flag.

 

Email Deliverability (Avoiding Promotions Tab)

 

There is no guaranteed method to ensure survey invitation emails land in the primary inbox (and not the Promotions tab), as Gmail's filtering is managed by its proprietary algorithm.

  • Best Practice: Use a Custom From Domain rather than standard Qualtrics domains. This significantly improves your sender reputation and deliverability.

  • Consult Support: For additional deliverability recommendations, you can consult the Qualtrics Distributions team via their help desk.

Hi,

In the ETL workflow, create a sample based on the extract task with a criteria on survey response, say, in the last day. Distribute your survey to that sample.

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