Workflows

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?

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!