Is it possible to email a notification to specific individuals based on your directory? | Experience Community
Skip to main content
Question

Is it possible to email a notification to specific individuals based on your directory?

  • June 10, 2026
  • 3 replies
  • 22 views
A

Hello Qualtrics Community!

I’m not sure how to properly word this question as I’ve tried on Google and I haven’t had the best luck, so I’ll try to explain it better here. 

I’m trying to create a survey where my co-workers can receive an email if their specific client submits the survey. Is this possible to do without creating separate surveys for each worker? We have 50 clients and 5 workers.

For example: Jane (client) opens up the survey and completes the survey which includes her first and last name, email, and other details. Courtney is her assigned worker. Would it be possible to just send the survey response to Courtney without notifying other workers? So, essentially, if a client submits a survey, only their assigned worker is notified via email.

Creating separate surveys for each worker would probably be ideal, but because of capacity for my co-workers, our supervisor wanted to just have one survey to make sure the surveys are actually being sent. Currently, the plan is for me to check everyday to see if there’s any submissions and then notify the correct worker, but I wanted to see if there’s a better way to automate this because it’s a bit of a mundane task. 

I hope I was able to explain this the best I can!

Appreciate the help in advance!

    3 replies

    pamelalbeck
    Level 5 ●●●●●
    Forum|alt.badge.img+40
    • pamelalbeck
    • Level 5 ●●●●●
    • June 10, 2026

    Off the top of my head, this article may help on email tasks: https://www.qualtrics.com/support/survey-platform/actions-module/email-task/

    Pamela L. Beck
    C
    Level 5 ●●●●●
    Forum|alt.badge.img+28

    Perhaps you can include embedded data of assigned worker’s name and email in the contact list entries of client and add them in the survey to use for workflow.

    For example, contact list entry 1

    First Name: Jane

    Email: Jane@gmail.com

    Assignedworker: Courtney

    Assignedemail: Courtney@company.com

    ...

    Within survey flow, add from contact list the embedded data Assignedworker and Assignedemail.

     

    In your workflow, add email task that sends email to the piped text for Assignedemail, with email message of Assignedworker (optional), First Name (client) and other related information to differentiate the notification, in case your co-worker handles multiple clients.

    arunxmarchitect
    Level 4 ●●●●
    Forum|alt.badge.img+7

    ​@Albert2026 ,

    This is definitely possible with a single survey.

    One approach would be:

    1. Build a single survey for all clients.
    2. Create a lookup table that maps each client to their assigned worker. You can store this in a Supplemental Data Source (SDS) or include the worker information in your contact/sample list if you're distributing the survey through Qualtrics.
      1. https://www.qualtrics.com/support/survey-platform/survey-module/sds/supplemental-data-sources-basic-overview/
    3. In Survey Flow, populate Embedded Data such as Client Name, Worker Name, and Worker Email based on the client completing the survey.
    4. Create a Workflow using the Survey Response Created event.
    5. Add an Email Task and use the Embedded Data field containing the worker's email address as the recipient. 
      1. https://www.qualtrics.com/support/survey-platform/actions-module/email-task/

    This way, when Jane submits the survey, the workflow automatically looks up her assigned worker (Courtney) and sends the notification only to Courtney. No separate surveys are required, and the process is fully automated.

    If you're collecting responses through anonymous links, SDS is usually the easiest way to maintain the client-to-worker mapping. If you're using personalized survey links, you may already have the required information in your contact list and can skip the SDS setup.


     

    Arun | Founder, Pirai AI | Qualtrics XM Architect | Survey Conversion at Scale
    Terms & ConditionsAccessibility statement