Question About Sending Personalized PDF Letters via email in Qualtrics

hey ​@MBallard,

• If you need to distribute personalized PDFs, you would need to use an external system to generate and send those PDFs, or provide a download link to the PDF hosted online within your Qualtrics email invitation.
• Qualtrics Workflows and Email Tasks do not currently support attaching arbitrary files (like PDFs) to outgoing emails.

the only PDF distribution i am aware of is - dashboard report PDFs can be sent to people via email. These emails can go out on a recurring schedule or just once, and will contain the version of your dashboard that existed at the time the email was sent. below are the steps for the same.
https://www.qualtrics.com/support/vocalize/sharing-dashboards/exporting-data-from-vocalize/#EmailDashboards

​@MBallard , Qualtrics does not currently support generating fully customized PDF letters beyond the standard PDF templates/reports it provides.

If you need a personalized PDF document with a specific layout, branding, or letter format, this would typically require a custom workflow. One possible approach is using Microsoft Power Automate with Qualtrics.

The workflow can:

• Capture the Qualtrics survey response through an API, webhook, or other integration method.

• Retrieve and transform the required response fields.

• Populate a custom document template (for example, a Word template stored in SharePoint/OneDrive).

• Convert the completed document into a PDF.

• Attach the generated PDF to an email notification and distribute it automatically.

For more advanced PDF designs or complex document generation requirements, additional document-generation tools or services may be required. This approach provides much more flexibility than the standard Qualtrics PDF output while still using Qualtrics as the data collection platform.

Note: We have successfully implemented this approach for a client, using Qualtrics responses as the data source and an automated workflow to generate customized PDF letters and deliver them via email.