Workflows

Hi, I’m looking to have a rank order question and use the top results from the question to fill in the blanks of a text box later on in the survey. Is there a way to do that? Thanks!

Hi ​allI am trying to find a way to update case information in Salesforce based on the email distribution status in Qualtrics. E.g. survey sent, survey bounced, survey skipped (due to contact frequency rule), etc.Currently our process triggers a survey invite from Qualtrics if a complaint case is resolved in Salesforce and in a second step we update a survey response object on Salesforce as soon as a survey response is received within Qualtrics.The only missing part is to make it transparent on Salesforce if the survey distribution for a resolved case was successfull, bounced, was skipped, etc.It seems to be possible to parcially update Salesforce based on the “Experience iD change” task in a stand alone workflow. Covering parts of the distribution information, specifically “bounced” and “unsubscribed”.BUT the mainly needed information like survey sent, survey skipped, etc. seems not to be covered.Any ideas on how to solve this?Thanks!(Similar use case without solution was covered here

I forgot to activate my 3 workflows (trigger: survey response). One worflow is a script to combine different embedded data fields, the second one is to send a thank you email and the last one to change data in the directory. Can I run these workflows retroactively?

We have a survey that asks users to upload an image through a file upload question. We want the uploaded image to be passed to the GPT task, as it is currently not being passed through. What could be the solution?

Is there a way to string "Create an XM Directory Sample" tasks in a workflow for a transaction batch?  I have more than 10 criteria I need to filter on.We use daily transaction reports that automatically upload "Add contacts and transactions to XMD".  For the "Create an XMD Directory Sample" task that follows it, there are many different email domains, embedded data field data, etc that we need to not have the survey go to.  But it appears that I can only use 10 max.  Is there some sort of work-around or best practice?

Hi Team,We have a requirement where the initial survey is hosted in Qualtrics, but the survey trigger/distribution is handled by an external platform through an API.Our current process is:The external platform triggers the Qualtrics survey through an API. The respondent completes the survey. The response is captured in Qualtrics Data & Analysis. We do not currently maintain the respondent/contact details in the XM Directory, because the survey is triggered from the external platform. Based on a detractor rating, we create a Qualtrics ticket and assign it to the appropriate ticket owner. The ticket owner works on the issue and eventually changes the ticket status to Closed. Once that specific ticket is closed, we need to trigger a second/follow-up survey to the same respondent who raised that particular ticket via qualtrics through webservice task via email and smsThe challenge is that there can be multiple tickets open and closed at the same time for different respondents, and ther

Hi Qualtrics Community,I have already configured Contact Frequency Rules in XM Directory and confirmed that the following setup is correct:Global contact frequency rule: 15 days between messages. Survey-specific custom rules to enforce self-quarantine periods (e.g., 30, 90, and 120 days depending on the survey).My remaining challenge is implementing the pre-contact saturation rules, where the exclusion period depends on the survey that was previously sent.Examples:Survey A cannot be sent if the customer received any survey in the previous 15 days - this would be the default rule. Survey B requires a 30-day exclusion period instead of the 15 days one. Survey C requires a 60-day exclusion period instead of the 15 days one. Some surveys also have specific exceptions, for example: Survey D cannot be sent if Survey E was sent within the last 7 days. My understanding is that XM Directory Contact Frequency Rules can enforce global frequency and survey-specific self-quarantine, but cannot supp

In most of our project, we are surveying various schools. A survey is created for each school (so that we can track the response rate and quickly address any errors). The challenge, however, is that when working with a large number of schools, you currently have to download each report individually.Is there a way to download these reports in bulk?You should be able to write some code in Python to do this, but for that we need the Qualtrics API – and it seems we do not have access to it. So we are looking for any other ways in which we can download survey reports in bulk? Thanks for your ideas!

Hi,In Survey Workflow, I’m trying to create a new variable viaAdd task → Data formula → Calculated date fields → Relative date/Current date/time & Fixed value/Response/Start dateIt keeps throwing the error "${rm://Field/StartDate} does not match format ISO 8601"I’ve tried rm://Field/StartDate/c & went down  a convoluted pathway of saving StartDate into a different variable first to force ISO format before doing the calculation - this also didn’t work.I’m simply creating a variable to determine how long it’s been since they started the survey and send an email reminder if its within a certain time-frame. Thanks in advance,Brendan

Hi Everyone,We have a requirement to send 3 reminder emails to customers if they have not responded to the survey.The customer reminders are already configured. However, along with the customer reminders, we also need to notify the Account Manager on the 3rd day after the initial survey distribution, but only if the customer has not yet responded.Our expected flow is:Day 0: Survey is distributed to the customer. Day 1: Reminder 1 is sent if the customer has not responded. Day 2: Reminder 2 is sent if the customer has not responded. Day 3: Reminder 3 is sent to the customer if they have not responded, and an email notification should also be sent to the Account Manager. If the customer responds before Day 3, the Account Manager notification should not be triggered.Could you please advise on the best way to configure this in Qualtrics Workflows

I have 3 email tasks in a workflow which are sent at 3 different times relative to the submission date, X. The emails include a link to a second survey which must be taken within 3 weeks from the original submission (X+3wk).Task 1: Sends immediately, on day X. Includes a link to survey 2. ‘Please complete this survey within the next 3 weeks, by X+3wks.’Task 2: Sends 1 week after submission (X+1wk). Includes a link to survey 2. ‘Reminder: Please complete this survey within the next 2 weeks, by X+3wks.’Task 3: Send 2 weeks after submission (X+2wk). Includes a link to a survey 2. ‘Final reminder: Please complete this survey within the next week, by X+3wks.’My question is whether my piped text dates for 3 weeks, 2 weeks, and 1 week out should be relative to the submission date, X (when the workflow is initially activated), or relative to the email task execution date, e.g., X+1wk. For example, to get the proper X+3wk date in Task 2, should I use ${date://OtherDate/PT/%2B3%20week} or  ${dat

I'm managing a PC gaming website and want to use Qualtrics to collect better feedback from visitors.I'd like to understand which content users find most useful, such as game guides, recommendations, news, and other PC gaming resources.What would be the best way to structure a survey without asking too many questions?I'm particularly interested in using survey logic to show different follow-up questions based on what type of content a visitor prefers.Has anyone used Qualtrics to improve a content or gaming website? I'd appreciate any suggestions.

Hi everyone,We are integrating Qualtrics responses with an external system through a Web Service task, where the response payload is sent to the client API after survey completion.We are currently facing two issues:Issue 1: Recorded Date in Web Service PayloadWe are able to pass fields such as ResponseID, StartDate, EndDate, Progress, Finished, etc. using Piped Text. However, we are unable to add the Qualtrics Recorded Date/RecordedDate field as Piped Text in the Web Service payload.Requirement:We need to pass the Qualtrics Recorded Date to the external system along with the other response details.Questions:Is there a supported Piped Text reference for the Recorded Date that can be used directly in a Web Service task?If RecordedDate is not available through Piped Text, is there an alternative way to capture and pass this value in the Web Service payload?Issue 2: HTML Formatting Tags in Web Service PayloadWe have applied font/size formatting to different answer options in the survey. We

Hi all,We have a Stand Alone Workflow that receives a daily file containing several survey categories.All categories are triggering survey sends correctly except for the Relationship Campaign category, which is not being sent to customers.The unusual part is that there are no errors or failures showing within the workflow itself. The records don't appear to be failing, but they also aren't progressing to survey send, while the other categories on the same file are processing as expected.Has anyone encountered this before? If so, what was the root cause, and what steps were taken to resolve it?Any advice or suggestions would be greatly appreciated.

Can we send SMS reminders to unfinished respondents when the initial invite was sent by email? Can we send email reminders to unfinished respondents when the initial invite was sent by SMS? If yes, how? Does this apply to manually distributed surveys, or only to automated distributions?

I am have created a form for seven different grants to request the evaluation form they need for trainings to be created by our student workers. This was setup a decade ago through Wufoo which has plenty of difficulties so I want to move it to Qualtrics. The issue I am having is that I want the confirmation email that is sent to have a number in the title that increases sequentially by one for each request so it is easy to refer to different requests. I tried following these directions, but can not get the number to increase:  I am open to it being nonsequential. I just didn’t want to use Response ID because that is too long. 

Hi Team,We have the following requirement:When a contact is uploaded, a ticket should be created automatically, and the survey should be distributed. If the contact submits a survey response, the corresponding ticket should be closed automatically. this we have configured and currently active  If no survey response is received, the ticket owner will manually close the ticket. Upon manually closing the ticket, the survey should be re-triggered only for that specific contact who has not yet responded. how to achieve this?To test this, I configured a follow-up question in the ticket task named "Manual Closure". I submitted the ticket with the answer "Yes"; however, I do not see this follow-up question available in the Decision step of the workflow.Could you please help clarify the following?Why is the "Manual Closure" question not available in the Decision step after the ticket is submitted? How can we configure the workflow to identify only those contacts who have not submitted a survey

Dear Qualtrics community,I am running a longitudinal study for my PhD where participants need to complete questionnaires at three different timepoints and it is important that I am able to link responses from the same participant. If possible, I would like to pseudonymise the data from the start, without storing any responses related to the research-related questions in the same survey as the email addresses. The set-up that I have in mind is the following:  Potential participants receive a general, non-personalised link to a sign-up form for the study (only questions on informed consent and email address). This is sent to them by their healthcare institution. If participants complete the sign-up form, a unique study identifier is created for them, they are added to a dedicated contact list for the study, and they immediately receive a personalised link to survey 1 of the study via email.  If participants complete survey 1, they automatically receive an email invitation with a personal

I have a post-survey after a training with 10 questions. I would like for survey participants to automatically get their responses after completing the survey. We have a workflow that generates their responses and sends them to the participant after submitting. However, it does not show what the correct responses are, just the responses that the participant selected. Is there a way to generate their responses and the correct responses to send to them? Or would we have to attach a PDF of the correct responses? Any suggestions are greatly appreciated. Thank you.

Hi everyone,I need to distribute a Qualtrics survey via Google Chat to a specific list of users (around 2,500 recipients per distribution). The survey is not for everyone in a Google Chat space – it's targeted to a subset based on role, team, or other criteria. Therefore, I cannot simply post the link in a public space.Given the volume (2,500 people), manual direct messaging is impossible. I'm looking for a scalable workaround to send each recipient a Qualtrics survey link (ideally a unique link for tracking) through Google Chat, without having to add them all to a space or message each person individually.What I need: Send a Qualtrics survey link (or unique link per user) to a list of ~2,500 specific Google Chat users (by email address). Avoid creating a massive space or group chat. Ideally, automate the sending process – batch or scheduled. Track who received the survey (basic delivery confirmation would be a plus). What I've considered: Google Chat API + Google Apps Script – C

Hello, We would like to attach in a ‘polished’ PDF format a single page from within our survey. The generic PDF that is generated in the workflow email when you select ‘include response report’ is not very appealing to be sent out to respondents.Thanks!!

I've created a survey that's meant to be completed/updated monthly by respondents. I'd like this to be done as as Retake as New Response and using an individual link. Is it possible to automate this process by creating an email trigger that will send out an individual link every month so respondents can simply click the link and retake the survey (not take the survey from scratch)? Thanks so much!

We are running a longitudinal study that involves email triggers that delay. Specifically, once participants complete Survey A, the workflow add them to the contact list and sends invitations to the next surveys at one week intervals (e.g., Survey B invite goes out after 1 week. Survey C invite goes out after 2 weeks; etc. (up to Survey J)). It runs fine. However, if a participant wants to change their email address in the middle (e.g., after Survey D, but before Survey E) is it too late to change it. My understanding is that the emails are all sent when initially triggered (completion of Survey A) but with the assigned delays. Is that correct? I know I can change the email in the contact list, but that won’t change the already sent email invitations, right? Is there a way to fix this? Or do we just have to tell that participant that they cannot continue with a different email? Also, they can’t just set up an email rule to forward from the old to the new email because they are closing

Hi Team,We have configured a workflow in Qualtrics using the “Extract Responses from Survey” task along with the “Amazon S3 Load” task, and it is working successfully for pushing survey response data to Amazon S3.However, for one specific touchpoint, we need to send data directly from a Directory/Mailing List to an Amazon S3 bucket instead of survey response data. This is because the survey is not configured within Qualtrics. Instead, we are receiving the responses through a JSON task, storing the data in an XM Directory list, and now we need to push that stored directory data to Amazon S3.We tried using the “Update XM Directory Contacts” task, but we were unable to map the embedded data fields.Please find the screenshot attached for reference.Any suggestions or best practices would be appreciated.

Does anybody use Qualtrics for anything but surveys? I have been using it on our campus for many things that have nothing to do with surveys, such as some low-level support tools for Canvas, administration of our senior exam for our business school students, and as a registration tool for our community partnership program. Anybody have some cool use cases to improve efficiencies?