I am also wondering if this feature is available. There is not a lot of information out there as to whether scheduled reminder emails can be sent to respondents based on their authenticator code.

Hi @AprilG @Georgelime. Reminders are always only possible if a response is actually linked to a contact. I assume you are working in the CX context. Who do you want to send the reminders to? Those who started but did not complete?

To create a thank you email, you could try to collect the respondent’s email or any other necessary information in your survey (e.g. ask for the email to reach out to them afterwards). Store the answer as embedded data field in your survey flow.

Next, create a workflow that is executed when a new response is recorded.

Define an email action. You can also delay it by hours or multiple days so that it is not automatically sent. You should also add a condition so that the email is only executed if the email was provided by the respondent.

In regards to the reminders, assuming you want to send it to those who started but did not complete - you would also need to collect the email address as described above. After the email was collected, you could use some webservice / XM Directory task to add the contact to a mailing list. This list could then be used to send a distribution to the same survey. However, you would send the reminder to everyone who started the survey including those who might have already completed. So you would need to think again about how to remove someone from the mailing list once he completed. 

Best
Christian

@AprilG @Georgelime Some addition. The authenticator should actually already identify the contact and make its details (email address, first name, last name) available for further processing. So for the thank you email you would not even need to ask for the email but could just refer to embedded data 

RecipientEmail

(if the email address is available at the Qualtrics contacts). The rest of the process would be the the same as already described in my previous answer (use the email task when a new response is recorded). 

For the reminder, you could also set up a process as described earlier. This works if you want to send the reminder to a mailing list containing all contacts that have started the survey (via anonymous link with authenticator) but did not complete it. 

First of all, create a new mailing list like “Alumni Survey XYZ In Progress”. This will be empty when you start with sharing your anonymous survey link. 

Then, define your survey flow like below. 

The survey should start with an authenticator. 

Right after successful authentication, add the authenticated contact details to the new mailing list via this API. POST request with endpoint like: 

https://fra1.qualtrics.com/API/v3
/directories/{directoryId}/mailinglists/{mailingListId}/contacts

Make sure to save the contact ID from the response to some embedded data as this is needed to remove the contact again from the mailing list. 

Add your questions after the first web service element. 

At the end of the survey, add another web service request to delete the contact again from the mailing list via this API. The DELETE request must point to below endpoint. 

https://fra1.qualtrics.com/API/v3
/directories/{directoryId}/mailinglists/{mailingListId}/contacts/{contactId}

For me the scenario works fine. Initially the mailing list is empty. After starting the survey, the contact is added to the list. Once the survey is completed, the contact is removed from the list. Using the newly created mailing list, you could prepare a reminder distribution.

Best
Christian

Thanks for this info and assistance. Not sure I have the technical qualifications to execute - but will engage our tech team to assist if we go this route. Thanks again!

@AprilG Please mark my answer as solution (“Accept”) in case this helped your IT responsible. Thank you!