Workflows

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!!

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

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

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?

Hi there!We’re looking to send Qualtrics surveys to our customers after a Zendesk ticket is solved, whether the interaction happened via Messaging, Email, or Talk, using an event-based flow.Ideally, we’d like the process to immediately capture and pass the Zendesk ticket ID and the requester’s email address into Qualtrics. The survey should be delivered to the requester’s email, and the ticket ID should be included in the survey data so we can maintain a consistent and traceable feedback flow.What would be the best way to set this up properly? How should we start implementing this integration between Zendesk and Qualtrics?

We have encountered a critical issue while attempting to configure a web service task within the Qualtrics Workflow . While accessing the web service module, the interface is not loading as expected and instead displays a broken page/error screen, preventing us from proceeding with the configuration .I have attached the error screenshot. Can someone pls suggest why the web service is not loading. 

got a survey imported into Qualtrics but now need to make it functionali.e first question is a Yes/No response if No it's a thanks but goodbyeif yes go to next questionand so on  never used Qualtricscome from industry where reached a level where i employed smart young people to do hands on analysis as instructed by menow as a PhD student i am in that de-facto smart young people to do hands on analysis cohort without being a smart young personso need so hands on help to get the survey to work 

Hi everyone, I’m exploring ways to surface Qualtrics survey responses inside Dynamics 365 CRM using a Virtual Entity.Does anyone know if it’s possible to expose Qualtrics survey results through a Virtual Entity in D365, and if so, what the required setup looks like?I’m particularly interested in:Whether Qualtrics can be used as an OData or API data source for a Virtual Entity Any authentication considerations Examples or documentation on mapping Qualtrics survey response fields to a Virtual Entity schemaAny guidance or experience would be greatly appreciated.

Hi All, I am sure this has been done before BUT…..I would like to generate a survey that:Our students out on placement can complete by clicking a link. Once they complete the survey I would like the survey to then be sent to the placement supervisor for approval I would then like The placement supervisor to be able to read and approve the students original survey - BUT the student obviously cannot originally see the approval section (2 surveys?) We then see the data from the placement supervisors approval / failure there are MANY students (hundreds spread over 4 years of the course) and many placement sites to consider.I have had a browse and THINK the way is embedded data in the student and a second supervisor surveys??? Do you have any advice or know of simpler ways of doing this? this is currently paper based Steve

Hi community,I am currently building an integration between Qualtrics Tickets and a 3rd-party system via API.My Setup: Trigger: A Ticket event that trigerd on various events, specifically including "Comment added"   Goal: When a comment is added to a ticket, I need to capture all ticket comment and send it as a JSON object to an external API using a Web Service Task. The Issue: Within the Code Task, i can not find the piped-text for the ticket’s comments. I have tried using API but the JSON response also do not return comment data.My question is besides the methods mentioned above, is there any other way to retrieve ticket comment data so I can consolidate it into an object and push it to a 3rd-party system via API?Thanks in advance!

Hello everyone,I’m working on a use case in Qualtrics where we need to update the ticket status if a respondent does not respond to the survey for 7 days.The requirement is: A survey is triggered for a respondent linked to a ticket. If the respondent submits the survey, the ticket status gets updated  as closed based on the response. However, if no response is received for 7 days, we want to automatically update the ticket status (for example, mark it as No Response or Closed). Since there is no response data in this case, I’m unsure how to implement this logic in Qualtrics.Has anyone implemented something similar? What would be the best approach using workflows or ticketing logicAny guidance would be really helpful.Thanks in advance!

Hi XM Community,I wanted to share a free tool I created to help with Add Contacts and Transactions to XMD task workflow documentation. Documenting field configurations before environment migrations keeps coming up in community discussions, so hopefully this saves some of you time.The Challenge: Manually documenting which fields are mapped in the Add Contacts and Transactions to XMD task is time-consuming, especially when managing multiple workflows or comparing configurations across Dev, Test, and Production environments. You need to track source fields, data project field names, and field types (Contact data or Transaction data) for every row.The Solution: A browser-based script that extracts your complete Add Contacts and Transactions to XMD task configuration in seconds:✓ Source field to Data Project field mappings✓ Field type for every row (Contact data or Transaction data)✓ Full field names without truncation✓ Export to CSV, JSON, or clipboardWatch the demo:Full step-by-step guide

Hi XM Community,I wanted to share a free tool I created to help with Basic Transform Task workflow documentation. Documenting field configurations before environment migrations keeps coming up in community discussions, so hopefully this saves some of you time.The Challenge: Manually documenting which fields are mapped in the Basic Transform Task is time-consuming, especially when managing multiple workflows or comparing configurations across Dev, Test, and Production environments. You need to track source fields, destination field names, field types, and required status for every row.The Solution: A browser-based script that extracts your complete Basic Transform Task configuration in seconds:✓ Source field to destination field name mappings✓ Field type for every row (Text value, Number, Date, etc.)✓ Required status captured✓ Full field names without truncation✓ Export to CSV, JSON, or clipboardWatch the demo:Full step-by-step guide with script: https://piraiai.com/blog/extract-qualtri

Someone at my company set up a workflow for ServiceNow to send survey invitations by email. The First Name, Last Name, Email, and Language fields are all filled in with a Piped Text format I am not familiar with, and I can’t find any documentation for it. The email message also uses the ~{sfob://Fieldname} syntax to copy data from the ServiceNow event to the email message. I can intuit that SFOB stands for Salesforce Object, and I can tell that the fieldname that follows must match the fieldname in ServiceNow, but I have some remaining questions that I hope the community will be able to help me with:Why does my workflow message use specialized pipe text ( ~{sfob://Fieldname} ) instead of the normal {e://Field/Fieldname}? In other words, why isn’t the imported data from ServiceNow treated like embedded data by piped text the same way that transaction data is? What is the tilde (~) before the left curly brace for? Is it necessary? If I want to use data from ServiceNow in my survey, do I

Hi XM Community,I wanted to share a free tool I created to help with XM Directory Contacts Task workflow documentation – something I've seen come up in discussions here about migrations, workflow management, and audit requirements.The Challenge: Manually documenting which fields are mapped in the "Update XM Directory Contacts" task is time-consuming, especially when you're managing multiple workflows or planning environment migrations. You need to track both contact mappings AND transaction mappings, along with "Make Piped Text" settings.The Solution: A browser-based script that extracts your complete XM Directory mapping configuration in seconds:✓ Contact field mappings (Source Field → XM Directory Field)✓ Transaction data mappings with "Make Piped Text" status✓ Full field names (no truncation)✓ Captures piped text syntax (${e://Field/...})✓ Export to CSV, JSON, or clipboard Watch the 2-minute demo: Full step-by-step guide with script: https://piraiai.com/blog/extract-qualtrics-xm-dir

I have a branching email trigger (i.e., if eligible to continue send email A; if ineligible, send email B) at the end of a survey that was working perfectly for many weeks, but has been failing over and over in the last three days.I re-ran a bunch that had failed and they sent the second time. Then another one failed and retry attempts also failed. Why might these be failing now when they weren’t before (and no changes were made to the workflow or the survey itself)?  

Qualtrics no me permite asignar usuarios manualmente para la gestiòn de tickets, en la barra de bùsqueda no me aparece ningùn usuario, ni siquiera brand administrator. Alguien sabe què hacer?

Hi all,We have som transactional surveys happening based on SF integration (e.g. Case closed in SF, survey is sent), and we would like to start sending notifications to the internal team when the survey has been sent. Due to the directory settings, we do not send surveys to the same people within a certain time frame. So if there are multiple time when condition is met the Workflow is triggered each time, but the survey is sent only once.Email task functionality in the workflow was my initial thought, but then it sends emails to the team every time the workflow is triggered, even if the survey sending was blocked by the directory settings.What kind of notification can we use/configure to ensure that it is only sent to the team when the actual survey is sent out? Thanks in advance!

I have a bunch of messages in my Library but I can’t seem to access them when creating an email in my workflows.Any ideas of what might be happening?Image of what I see.  I know there are messages out there. 

Hello,I’d like to bring the documentation page at https://www.qualtrics.com/support/survey-platform/actions-page/etl-workflows/data-extractor-tasks/extract-data-from-qualtrics-file-service-task/ to the attention of the community. The document instructs users to upload files to a URL like the one below. Crucially, the same instructions are repeated in the workflow setup page:https://<Datacentre>.qualtrics.com/automations-file-service/automations/<Automation_ID>/filesWhile this method of uploading files does work, it only supports API Tokens. It is, however, possible to switch to using https://<Datacentre>.qualtrics.com/API/v3/automations/<Automation_ID>/files using OAUTH2 scoped client credentials.I consider this to be a superior approach, as it’s more secure, and the credentials aren’t bound to the existence of a user’s account. Can the documentation be updated to reflect this?Thanks.

Hi,I have a workflow triggered by survey response.I have a decision task say D1. If D1 is true, I would like an email task E1 to execute. If false, skip E1. Then i want the flow to go to next step in workflow following E1. How can it be done ? In my case if the D1 is true, it continues and finishes entire flow. If D1 is false, the workflow ends. REgards,Neha Tank

Hi, this topic relates to workflow logs: Is only the owner of the worfklow allowed to download validation or transformation reports in excel? What is actually the best practice to ensure a smooth transition from an implementation team to the future responsible for workflows?  I am aware that you can avoid this issue with impersonating the owner if you are brand admin but isn’t there any better way to do so? Thanks a lot in advance,Arne