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.
Optimizing Qualtrics Workflow for Reminder Emails Based on Conditional Triggers
+14Best answer by Nam Nguyen
Hi
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 to finished = 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 still finished = False and recorded on the exact 7 day ago are our target. (Since the task run everyday, we wanna sweep them day by day)
The filter should be finished = False but the date is tricky. If you set date to after 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 know the 2nd reminder is unable to do it 7days later within 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
+29Hi
If you wan special care for those kind of guys, do this:
- Make sure your retake link indicate that retake response replaces the original response
- Set a filter in Data & Analysis for the unfinished one that got recorded on the day 1 week ago (your target for the 2nd flow)
- Set a workflow that start everyday
- Use Extract response task to get the one that’s on step 2 with the filter
- For Each workflow loop
- Use the extracted infomation to make them the 2nd special reminder
Notice: 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
+14Hi
Thank you for the detailed explanation. I’ve implemented it in Qualtrics and attached a screenshot for your review. Could you please confirm if I did it correctly?
I have a few questions about the ‘Extract Response Task’:
- I specified the survey project, applied the response filter, and selected ‘Download all fields to CSV file type’. I didn’t choose any options in the file options section, then clicked next to review the import file fields and saved it. Is this the correct approach? Should I be selecting any options in the file options for this workflow to function properly?
Regarding the ‘Workflow Loop’, I set it to ‘T-ID1 Extract responses from survey’. If I don’t select any file options, will the loop still work as intended? My understanding is that this setup extracts responses from the existing survey project for participants who have not completed the survey since the workflow was set up. Is it correct that the loop then iterates over each response and sends an email with the code `<AnonymousQualtricsSurveyLink>?Q_R=${rm://Field/ResponseID}&Q_R_DEL=1` to the unfinished participants? I’m also including other embedded data like Participant Name and Progress in the email. Will this work with the extracted data as shown in the ‘Extract Response Task’ preview page?
For the filter, I selected ‘finished = False’ and set the date to after August 26, since the workflow was set up on August 27. This should ensure that anyone with incomplete responses from that date receives the first email promptly. For the second email, which is to be sent a week after the first, how does Qualtrics know to send it at the appropriate time? Should I specify this in the last email task to be sent 7 days later? Will this trigger the email a week after the first one if the response is still pending?
This is my first time using workflows, and I want to ensure everything is set up correctly, as I’m implementing this for ongoing survey data collection. I understand that this change will only apply to new participants after the workflow was set up, which aligns with our objectives.
Thank you for your assistance!
Best regards,
Mannila
+14+29Hi
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 to finished = 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 still finished = False and recorded on the exact 7 day ago are our target. (Since the task run everyday, we wanna sweep them day by day)
The filter should be finished = False but the date is tricky. If you set date to after 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 know the 2nd reminder is unable to do it 7days later within 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
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