XM Directory

Hi allIn order to comply with our organisational GDPR policy, we need to delete data after a certain time period. Is there a trigger within the Qualtrics Directory that we can set to delete contacts after a certain time frame?For example 'delete all contacts that were added in 2018'?ThanksTracey

Hi everyone,I have a workflow that feeds the XM Directory and creates transactions using the “Add Contacts and Transactions to XMD” task.I’d like to send an email automatically every time a new transaction comes in.Could someone please guide me on how to set this up?Thanks in advance for your help!

My research team is working on a research study together with a nonprofit organization that uses a Clerk Chat/Microsoft Teams integration to provision phone numbers for SMS messaging across their organization. This nonprofit has kindly offered to provide our study with a dedicated number that the research team can use for text messaging.An advantage of using this number is that it would be pre-approved for our use case + we could use it to send unlimited SMS messages - with no additional cost to the study or to the nonprofit organization.    A disadvantage is that neither Clerk Chat nor Microsoft Teams are on the list of SMS providers that Qualtrics offers plugins for. Ideally, we would like to be able to use this number with Qualtrics’ Workflow, in order to send text messages with survey notifications and reminders to our study participants.Can anyone suggest ideas or workarounds for accomplishing this?

I’m wanting to use Qualtrics to send out a short SMS simply to instruct the recipients to download our app - but I don’t need/want to attach a survey to it… is there a way to use Qualtrics in this way?

Hi XM Community,My org is using ExternalReference as our sole identity resolution rule and we want to see if we can avoid triggering a contact creation when a record (whether in a workload, file upload, etc.) contains an ExternalReference value which does not already exist?i.e. if I upload a contact with ExternalReference 1234, and there is no match for it in the system, I want to discard the record, not add the contact. If I upload contact w/ Ext. Ref. 123 and it is found, I want to update that existing contact.We have a team that populates the directory via API, so we prefer to allow them to manage the contacts and want to minimize erroneous info and unverified contacts added from secondary systems. We utilize workloads, manual file uploads, and the Qualtrics File System to quickly populate lists (sometimes thousands of contacts, so hand choosing contacts is out of the question), so we’re looking for directory level settings or logic to satisfy this requirement.Anyone resolved a simi

One of the researchers on our team had this idea and I am posting on their behalf. We distribute our studies through our marketing team right now causing us to have less control over how many people respond or sign-up. Specifically for moderated studies, it’d be nice to be able to cap the number of interviews you have for the entire study. This is similar the cap you have for the maximum of interviews in one day, but just scoped larger to be for the entire study. Hope that makes sense!

We are distributing Exit Surveys to employees and trying to distribute the survey to them before their last day of employment.  In order to do this, we would like the HR Manager of the business unit to be able to add the participant through survey collaborator access.  Is there a way to limit their visibility to only the employees in their business unit AND also not allow them to edit any log in information on participants  (i.e. email address)?

Hi All, I have a project which using 1 sample and for different survey. How I able to setup that in workflow.^.^ 

Hello Friends! I am a simple user and I hope this is a simple question. I need to make an adjustment to a workflow email. After making the changes I need, I click on the blue save button, but nothing happens.Nothing.All of the fields look good. No red banners indicating a field problem or java script problem. I have tried multiple browsers in both normal and incognito modes - with multiple “refresh” attempts. There are no cache issues, I have logged off and logged on. I have removed the task and attempted to make a new one - same result.I am stumped.Thoughts?

Hello community! I wanted to reach out to look for any suggestions on how you all might be using/solving for a problem. We are currently looking to build an opt-in style customer research community - A group of customers that sign up to be willingly engaged often for feedback (surveys, requests for 1:1 deep dives, etc.). The XM Directory has a great capability of segmenting and profiling customers so that we reach out only to customers on topics that are relevant to them. Admittedly, what is missing is the ability to have a "platform" so to speak that creates engagement from the customer community. Something along the lines of a place where this community of customers can go to see what all is available to respond to, or a way for us to communicate back with them what we are learning/doing with their feedback, something that could be gamified, etc. (beyond just a newsletter email back to them).Are any of you doing something like this? How have you solved for this opportunity? I would l

Hello :)I want to daily import contacts via an SFTP server and send a survey via email to all newly added or updated contacts with certain embedded data criteria from the most recent import.I’ve tried to set everything up in Workflows, but I end up with the workflow sending the survey either to everyone that is in the respective list where the contact are added to (send survey to: list) or noone (send survey to: T-ID 5).Independently of the outcome the run history of the workflow tells me that everything went as expected, e.g. in thi sexample no mail has been sent (can also be seen in contact history and survey distribution tab: What am I doing wrong?Looking forwward to your help,Sophie

Hello,I have an IDP that has around 3,000 records and I need to delete all the records daily for as per our organization’s privacy policy. I tried to delete it using an API, but I get failed tasks because of API limit.Is there a workaround anyone can suggest please? :)  Thank you!Dani

My Lists in directories seem to keep being made private even when I unclick the “Make data in this list private.” My survey data cannot be private do to needing embedded data information when I download the results. If someone knows a solution to this issue, I’d greatly appreciate it 

We have a longitudinal study in which participants complete event recordings (text) across different surveys and then those are presented again in later surveys for them to rate. Right now, it is set up so that - for example -Survey A creates a  contact list of ID (from external source) and text entries Apos and Aneg.Survey B then uses ID from A to authenticate and then Apos and Aneg as embedded data to present again. Participants also enter new events as Bpos and Bneg (to be used in Survey C). This creates a new contact list of ID and text entries Bpos and Bneg. Survey C is then the same as B except using Bpos and Bneg.  However, if participants do not complete Survey B, they cannot be authenticated to go into Survey C because they do not exist in the B contact list.  Is there a way to create an overall contact list so that has ID, Apos & Aneg, after Survey A and then ADDS Bpos and Bneg IF they do Survey B so that the ID remains from A to be able to be authenticated for Survey C. 

I need to take multiple text entries from one survey and be able to present them in another survey later. I had previously done this using a trigger that added the data to a contact list, but Qualtrics has changed the way this works and I’ve failed repeatedly to make it work. Here’s the gist:Survey A has text entry questions AP and ANSurvey B needs to be able to present AP(response) and AN(response) as piped text (e.g., “Here is what you wrote previously: [blahblahblah]“)Participants will be entering the Survey A and Survey B from an external app that provides an ID as an embedded field (“ID”) - and this is how Survey B will use the correct data from Survey A.  I’m reasonably sure that this is an XM Directory question, but have been entirely unable to get anywhere. 

Hello all, I would like to use data contained within a List in my XM Directory in a Dashboard. I managed to do it “manually” by exporting data from my List, importing it in a project, and defining this imported-data survey as a data source in my Dashboard. Works fine, but I need to repeat the process on a regular basis to synchronize my Dashboard with the List. Very tedious !!! Would anyone have a hint on how to automate the process to ensure the Dashboard is updated without any human intervention ? Thanks in advance for your ideas.

Hello, I am in the process of finalizing a directory setup that is fed by a survey. The survey feeds the directory via a workflow (specifically via embedded fields). I’ve tested multiple times and 90% of the fields are filing/logging in the directory correctly. However, there are 2 items giving me trouble: For one of the questions in the feeder survey, the answer options are formatted with bold and coloring/italics, as shown below. Fruit (Apples, blueberries, bananas) Other fruit includes strawberries, blackberries, etc. Veggies (Peppers, carrots, onions) Other veggies include potatoes, spinach, etc.  The only value I want in the directory is the category in bold (e.g., Fruit, Veggies). Instead it logs the full option as shown below, even after I recoded the values (and variable names) in the survey.  <strong>Fruit</strong><br />(Apples, blueberries, bananas)<br /><span style="color:#c0392b;"><em>Other fruit includes strawberries

Hi All,My study participants complete a baseline survey (via an anonymous link) then need to be invited (via email) to complete a 6-month follow-up survey (via a personalised link).The follow-up survey invitation email for each participant needs to be triggered exactly 6-months/182 days after they complete the baseline survey. And, they need to be sent reminder emails at 7-, 14-, 21-, and 28-days after receiving the invitation email (but only if they haven’t completed the follow-up survey).I originally tried to configure this using a Directories Workflow triggered by participants being added to a segment once they meet the 182-day criteria (see below). The segment criteria is working as I had hoped. However, instead of the workflow emailing only the person who is newly added to the segment, it emails everyone who is already in the segment as well as the person who is newly added.I submitted a support request to Qualtrics and spoke with 2 of their IT support staff and they were unable t

Is it possible to overwrite fields in an XM Directory as “null” through a survey/workflow? I have a contact list with data fields populated through Workflow, and even if I clear those fields from the contact list manually, or even delete the user from the contact list, the fields and contact still exist in my org’s main XM Directory and if I recreate that record in a contact list (same email/external data reference combo), those deleted fields repopulate either in the contact list record or are recognized as populated in the survey logic (because the fields still exist in the main XM Directory record which I do not have direct access to). I can’t seem to find a way to clear those fields back out without having to ask IT to do it from the admin side. I just want to confirm that there is no way to do this before I start working on a different solution to my issue. I may be able to overwrite them with different info (such as a space or the text “[cleared]” or something like that), but cle

A while back I launched a survey with data that was accidentally set to private. This seems to mean that the embedded data does not appear for the Results or Data & Analysis tabs. Does anyone know how to retroactively remove private mode for a data list or to filter with embedded data from a private list? Thank you

Long ago, I remember using contact list triggers to send a survey to only new contacts on a mailing list when they are added.  Now that triggers have been replaced by workflows, I cannot figure out how to get the survey to distribute only to the contacts I’ve just added to the list, rather than the whole list. I’m using the Experience id change to initiate the workflow when a new contact is added to a mailing list and the send survey via email task.  Would the answer be to create segments on the list?  Also I realize that I could just create separate distributions for each of these, but I would rather have a single list. I’ve attached a screenshot.

Hello, I’m curious if anyone has experience with bringing in identifiers to the XM Directory that are not 1:1 with an individual.  I want to bring in “user id” as a field, but in our system it can be possible for an individual to have multiple user ids.  I don’t want to create multiple records for individuals - has anyone encountered or solved for this type of situation. Thanks!

Hello, Thanks in advance for any help.  My problem statement is that the embedded data user identifier from one of my surveys is not the unique id that I use in my XM Directory.  I’m trying to use a Secondary Data Source to map those identifiers, and then have that mapping take place when survey responses are received.I was able to use the Lookup task to map those columns.  My question is: do I need to create a new task to set the proper identifier as a new Embedded Data element? If so, which task should I use? Thanks so much!

Hi All,Just testing out the data privacy request process where it prepares a compressed .gz file that you have to download, then extract (using 7zip) and then you get the json file.The problem is what to do with the JSON file as it's a specific structure / schema that I can't work out. Can anyone help?I've got as far as trying to use Power Query in excel to convert it but I'm stuck at the point of drilling down / expanding the records into tables. The responses are for one person but across multiple surveys and so merging them into one columns won't work.To be honest I'm not that interested in the response but I'm more interested in just seeing at top level what surveys the person was found in but I guess it's all or nothing.Hope someone can help on this. Really surprised that on this page - https://www.qualtrics.com/support/survey-platform/sp-administration/data-privacy-tab/right-to-erasure/#DownloadQualtrics tell you that it'll be a JSON file and then leave you to it! There is n