Workflows

I'd like to start automatically sending survey responses to a Google Sheet, and it seems workflows are the easiest way of doing so. While building the workflow, I found I have to map every single field I want (which in my case is every single field, hundreds total) to an appropriate column in Sheets. While time-consuming, this is feasible. However, my issue is that I duplicate the survey every month to send to different people. I assumed copying the workflow would assist with this, but once I changed what survey triggered it, all the subsequent tasks, including mapping, were deleted (I was warned about this).Is there not a way to keep tasks the same but have different surveys as the trigger?

Hi everyone,I am new to Qualtrics and have a question regarding the workflows and invitation messages. My company plans to setup an automated (workflow-based) multi-language survey. Unfortunately, the invitation messages should not only be translated but also provide different content.So at the end, I would need around 20 invitation messages (country x language), for instance, Switzerland would have 3 invitation messages (German, French, Italian). I have already learned that it is only possible to add up to 5 tasks within a workflow. My question therefore: Is it possible to include more than 5 survey distribution tasks (one per country x language) within 1 workflow?Thanks,Florian

Hello! I have created embedded data using Javascript. I want to pipe that data in to an email that's part of a workflow. The embedded data appears in my "Data & Analysis" but the place where it should appear in my email is just blank. More specifics if it helps: A question asks the responder to enter a date. The javascript adds 10 days to that date and enters it as the "DueDate" embedded date. I want to send an email that says "Your due date is XXX." and pipe in the DueDate embedded data. But it just appears as blank. I can see the DueDate in my Data & Analysis tab, so I know the embedded data field is working and populated.What am I doing wrong in the workflow?Thanks!

Hello Community,I am looking to see if there is a way to setup a warning email at a specified date before survey closure (let's say 10 days before schedule survey closure). I am trying to do this automatically once the date goes to that 10 day period before survey closure. I had set it up using a survey question within survey that populates the date and then triggering via workflow however, this way requires someone to respond to a survey. What if there are no responses within that 10 day period before survey closure?Any ideas?

Wondering if anyone else is worried about the impending depracation of Triggers? I do a LOT of workflow using Qualtrics. It's proven to be a GREAT tool for Business Process Automation! But a lot of that is possible due to Trigger Emails and Contact List Triggers. Specifically the ability to share data between forms using Contact Lists - seeded and updated using the Contact List trigger. Currently I have a case open with Qualtrics because the Contact List Action isn't firing or not updating the information properly.Where I get really worried is the lack of functionality. I would have assumed that updates to a new item would improve functionality, not remove it. In the case of Legacy Reports going away, we will lose a means of seeing choices selected when those choices were pulled in from a contact list. In that same vein it looks like we're losing functionality between Action Emails and Trigger Emails

Not sure if this fits here or developer section but taking a shot.Setup: Integration with Salesforce, distribution workflow that creates a list each month, distributes individual links to 300-500 recipients ~ 3am central on second Thursday of the month.Result: We recently encountered an issue where all recipients in a subset of our distribution responded near instantaneous to an invitation with negative NPS scores. 12 of 12 returned an NPS of 3 or less, solely from inline question around 3am. Survey initiated at ~3am, 24 hour window to record incomplete responses, recorded at ~3am the next day. This is the only recipient this has happened to us in over 2,000 distributions within a year.They are trying to tell us there is an issue with Qualtrics or the distribution workflow. Or we are having the conversation of their email system possibly being compromised or something wrong on their end.Has anyone every experienced something like that that was deemed to

Hi,I've been browsing on the forums and have contacted support but haven't found what I'm looking for. Firstly, I was wondering what the best way to send reminders in a longitudinal study. I'm aware there is a reminder system which can automatically send a reminder to a date that you set, to a contact list that you set, but in study will be on a rolling basis. For example: X joins on 7/12 and needs a reminder weekly (from that date) while Y joins on 15/12 and will need a reminder weekly (from that date). They'll have different reminder dates. My second question was around how best to send follow-up surveys on that rolling basis too. For example: Y finishes Survey 1 on the 20/12 and needs the Survey 2 on 20/1 while X finishes on 1/1 and needs Survey 2 on 1/2. And then Survey 2 would need reminders set up in the same way as Survey 1.Thanks :)

When a workflow generates a new Qualtrics ticket, we are required to set the ticket owner to a Qualtrics user and that user receives an email notification. I have a need however for an email to also be generated to a team email box (a non-Qualtrics user). I can easily do that as a secondary task on the workflow, however I need the ability for that email to provide a link to the newly generated ticket. Does anyone know how I might be able to achieve this? I looked for an option to generate an email upon ticket creation, but that doesn't seem to be an option when creating ticket related tasks. Thanks!

Hi everybody, I could use some help.The issue is that I have more than 60 different surveys to send (we can’t merge them using logic branch they have to be separate) to more than 200 contacts. I was wandering if it’s possible to generate links from several surveys in only one email or if it is possible to create a “cockpit page/survey” which redirect to the other surveys. Any help would be greatly appreciated. 😀

I would like to recommend the following options for workflows: The ability to organize the order in which they are listed. Currently they move around and the most recently edited one goes to the top. This makes it very difficult to keep up with which workflows have been edited and which have not. Being able to customize the order or to have them listed alphabetically or in some other organization would be tremendously helpful. The ability to export workflows so that you can proofread them and double-check the content and logic outside the platform. I'm working on a survey that will have at least 60 different email workflows and it's very difficult to check everything within the platform. It would be much faster and easier if you could export all the content of the workflows, check them, and then make corrections within the platform, as needed.

I checked some asked questions and realized that we can use an Authenticator to pull stored embedded data from a contact list. But after playing around with Workflow for quite a while, I still couldn't figure out how exactly to make the stored information show. So I am looking for more detailed instruction.

Hi!We've been using Qualtrics for our Psychology Senior projects for our students to gather data. This generally has worked well, but we've had an issue with about 25% of our participants gaming the system (which means the students don't get the amount of participant data they need). The surveys are all short and can be completed in under 20 minutes. We've had a code generated at the end that participants can share to get credit from their instructors. Unfortunately, about a quarter of students just arrow through the survey without selecting any answers. They get their code, but didn't actually participate. Is there a way to have the end of survey code show up only if participants complete 70% of a survey (or another percent)?

Would be great to have the ability to bring in EN translated comments into Workflows as piped text (can see benefit if you have to create a custom workflow) or to have the option to select multiple response languages (that would include both native language and EN version of questions and responses) from the dropdown on the response report (using the Qualtrics default workflow)Another idea would be to have the option to delay the workflow by certain periods of time, say 1 hour, 4 hours, etc. to allow the translation to happen in the platform so then the embedded data field could be brought into the workflow.

Hello,My survey has an email task that gets sent out immediately after respondents complete the survey, and I'd like for a response report to be included in this email task. When I test this feature by completing the survey, the email task sends, but following the body of the email is a message stating "You no longer have access to the response report for this survey."In the editor where the email task is created, I have the "Include response report" box ticked. When I tested this feature several weeks ago, the response reports were being included in the emails. Now for some reason, they're no longer available. Could this have something to do with the Qualtrics editor update? Or perhaps it's because I'm testing the email task using the same email address each time?Any ideas are appreciated! ThanksLiam

Apologies if this is on the community already. I did some quick searching and didn't see it anywhere. Last year I created a purchase approval "survey" that allowed for a series of approvers to view previous responses and then add to the survey. This was done straight out of the box in Qualtrics. Step 1 Get the retake link While you are building your survey, you'll need to preview and complete the survey at least once. Then under Data & Analysis > Find that response > Actions > click on Retake Response. ! Your survey link should look similar to this: https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=R_12345&Q_R_DEL=1 ! Step 2 Take the link that you generated in Step 1 and replace the response ID with pipe text for the response ID Example: https://wsu.co1.qualtrics.com/j

Hi all,I have created a survey (not published yet) but having some trouble with sending emails automatically to few standard email id's and to an email id entered in the survey.I have created workflow -> event based action item -> to send an email. My survey asks the user to select department name. Based on the selection I would liek to send an email to certain people. For example: If user chooses departments A or B or C, and submit the survey, there should be an email sent to XXXX@gmail.com, XXXX@gmail.com, and to the user itself (user provides email id in the survey. I have it as ${q://QID57%233/ChoiceTextEntryValue/1/1} ) with the response report. I have done the above and still there is no email. Any idea why this is happening?

I hope its understandable. My company has a small limitation right now so it can only manage to solve NPS detractors from 0 to 3. However, the mail alerts are for all detractors and we send them to the CEOs. At times the CEOs ask my team to investigate a case with NPS 4 or 5 and those are not registered as tickets, just emails. Is there a way tha t I can 'transform' a simple mail alert into a ticket? So I can keep track of all detractors I managed...Thank you

I have a touchpoint satisfaction survey where we have demographic questions at the end and I would like to make sure that respondents who are taking the survey the second, third, fourth time, etc. are able to skip over the demographic questions.I had added an embedded question called "first time respondent" and it sets this to "no" after they have completed the demographics the first time. I was told that would follow the respondent so it would be marked "no" the next time they took the survey, but what I am seeing is that no one who is taking it multiple times is skipping over the questions.Thanks!

Hey there. I am trying to set up a survey where users can indicate their interest in joining specific programs (let's say programs A, B, and C) and get an email in response that offers them the link(s) to the corresponding program(s). I can set up individual email tasks for when A, B, or C is selected, but I'd like to prevent the user from getting a separate email for each thing they selected. I am unsure how to do this besides making a different email trigger for every permutation of the selected answers (AB, BC, ABC) and that's not really possible with the number of programs offered. I could also just send a single email with all possible links, but that defeats the point of the form. Is there a way to tell Qualtrics to combine multiple email tasks into one if they're all going to the same person, or can you implement conditional text in an email that will only show up if certain options are selected?Thanks!

I have a question within my survey that will identify up to two contacts in my contact list. Is there a way to cross-reference the contact list for those name(s) and have a workflow task to email them?

I'm using Qualtrics to act as a 'Smartform' that gives me (as a system owner) an indication of what an employee wants to do in my system. The intent is for the employee to answer a series of questions (which in the backend are scored against specific categories). Based on their responses, I will have a better idea of what they want to do in my system and provide them with a solution based on their needs.The flow of my survey/ Smartform: Block#1- Initially, Person A (employee) answers some demographic questions and some 'persona' questions (My main responsibilities are...I need to obtain...In order to do...). Each answer under the three persona questions is assigned to one of specific categories mentioned above.Block #2- Once Person A answers the last question and clicks their 'submit' button, I want it to trigger an email with a survey link to Person B (Manager). When Person B clicks the survey link, they should see a summary of Person A's responses and the

I recently put together a proof-of-concept survey to generate one unique link for each selection from a multiple choice list, and to add inputted text to each link, then make it so each link opens in a new tab. For ease of testing, I used Google searches as my test links, but ultimately this "survey" will be used by clinic staff to choose which QuickForms forms a particular patient needs to DocuSign (something like 4-5 different forms out of a list of 20 possibles), and then pre-populate the DocuSign forms with the patient's ID and date of birth (which can be done by passing URL parameters, hence the Google Search analogy)I got the whole workflow working (both with this version and the one with the real DocuSign form links), but it's clunky and inelegant. Since I'll be passing it over to a not-so-tech-savvy team so they can add their links when they have new forms etc. I'd like to streamline it so it's much easier to update.(I'm also rather fond of the R. Buckminste

Hi All,Although I've posted this as an idea in the ideas section I thought it might be worth posting it here too... As the Ticket Workflows don't work on Closed tickets, I have created a pseudo closed status (Close - requires survey). But this means the ticket actually remains open and not closed until the chosen amount of time passes (eg. 7 days after last modified) until my chosen action can proceed. This means the follow-up header displaying 'my active tickets', 'my teams active tickets' etc. is incorrect as it's including these tickets. Can this header be customised to exclude certain status'?ThanksRod PestellPS is this is not possible at present, I'd be grateful if you could +1 this idea: https://www.qualtrics.com/community/discussion/16351/ticketing-follow-up-header-customise-what-depicts-active-tic

I want my questions and choice text to display as black rather than the grey that seems to be the default, but each time I make the change using Old Editor (and save) the display reverts back to grey. Strangely using the same process to change the question text to bold half works - by that I mean it shows in Qualtrics as bold but when previewed.From what I've read, when others post similar issues the solution is to use the Rich Content Editor but that means I have to edit every single question and every since response option. As I enter many surveys for students, this just isn't an option. I'm experiencing the problem for all projects, and I'm not copying questions between them.This is my workflow. In the Old Editor, I change the colours and then save. Immediately after saving, this is the screen I see, with everything reverted back to grey but the

I would like to automatically distribute a standard report to all respondents once a series of quota conditions have been met.I would also like to automatically trigger the distribution of a new survey once a series of quota conditions have been met.It looks like there is a finite, limited number of tasks that can be triggered within the Actions Function.Any suggestions?