Question to email task workflow optimization (with contact list?)

Question

Hello,I’m new to the Qualtrics platform and need to set up a survey whose results must be reviewed by the appropriate employee from a list of 33. There is high turnover in this list and it needs to be updated very frequently (I anticipate 4 times in the next month), so manual setup is possible but high maintenance. Is there a way to populate a question’s answer bank from a contacts list so the user can select the relevant employee, and then pipe that answer into an email task workflow without relying on 33 manually created if branches and email tasks?

arunxmarchitect · Answer

​@j o,You have two options to streamline this process and avoid manual branching:1. XM Directory (Contact List) Approach:Keep your employee list in the XM Directory. You can dynamically populate a dropdown or autocomplete question in your survey using embedded data from the directory. When a respondent selects an employee, store their selection as embedded data and use piped text in your email task to send the notification directly to the selected employee’s email address. Updating the contact list in the directory automatically updates your survey and workflow logic, no need to manually edit branches or tasks.2. Supplemental Data Source (SDS) Approach:Alternatively, you can create an SDS with your employee list. SDS allows you to reference the dataset in autocomplete questions or customize survey flows. When an employee is selected, you can pull in additional details (like their email address) from the SDS and pipe that info into your email task. SDS is ideal for high-turnover lists, since you only need to update the SDS file in your library or survey flow, and changes are instantly reflected in your survey and workflows.Both methods let you automate the process and keep your survey logic clean and scalable. Just update your employee list in the directory or SDS, and everything else stays in sync!

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