Optimizing Qualtrics Workflow for Reminder Emails Based on Conditional Triggers

Question

I have a workflow set up in Qualtrics for a survey project where an email is triggered when a participant starts but doesn't finish the survey. The workflow event is triggered when a response is created, with the condition that 'Finished' is 'False'. This sends an email with a retake link, allowing the participant to complete their survey later. Now, I want to set up a reminder email. I presume this would use the 'Schedule Event' function, but here's where it gets tricky. I want the condition for this event to be that the participant received the initial workflow email a week ago and hasn't responded since. In this case, we'd resend the follow up email with the retake link. Additionally, if the participant finishes their survey after the first email, the second workflow should not be triggered, as we don't want to send them unnecessary links after they’ve already submitted a complete response. I'm reaching out for assistance to see if there's a more efficient way to achieve this.

Nam Nguyen · Accepted Answer

Hi @Mannila,So sorry that I missed your reply. Let’s get back to what we are working.My response assumed you know how to work the 1st reminder. But the reply said that you’re not. So with the 1st reminder. Make a flow that start when new response created (include the incomplete one). Set condition tofinished = False and send the retake email.The extract flow is meant for the 2nd reminder. Since the retake response will replace original one. So any responses that are stillfinished = False and recorded on the exact 7 dayago are our target. (Since the task run everyday, we wanna sweep them day by day)The filter should befinished = False but the date is tricky. If you set date toafter August 26, everyone that haven’t finished after that day will get spammed everyday. I thought the survey data filter have the same “between time period” option as Directory but turn out I was wrong. So as i knowthe 2nd reminder is unable to do it 7days laterwithin Qualtrics workflow. It have to be a additional coding of extracting, filter out the target and send the reminder or do it manually.Let me know if i can help you with anything else

Nam Nguyen · Answer

Hi @Mannila,If you wan special care for those kind of guys, do this:Make sure your retake link indicate that retake response replaces the original responseSet a filter in Data & Analysis for the unfinishedone that got recorded on the day 1 week ago (your target for the 2nd flow)Set a workflow that start everydayUse Extract response task to get the one that’s on step 2 with the filterFor Each workflow loopUse the extracted infomation to make them the 2nd special reminderNotice: In step 2 make sure you only get the one on that day. (eg If today is 28/08 then you want to get the one at 21/08) because you only want the 2nd remind to run once.Hope this helps

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