Extract data from directory based on reminder date field then send to SFTP

Hello, 

The most effective method for extracting data from a directory based on a Reminder Date field and sending it to an SFTP server is through an automated workflow or pipeline. This process can be successfully implemented using platforms like Snaplogic or native Qualtrics Workflows for XM Directory data.

Option 1: Using Snaplogic Pipeline Automation

Snaplogic offers a robust solution, particularly the SFTP Automation Template, for integrating Qualtrics data with external systems.

1. Configure the Qualtrics External Instance: Ensure your QualtricsExternal Snaplogic instance is properly set up.

2. Use and Customize the Template: Copy and customize the SFTP Automation Template. This template provides a structured starting point for extraction and transfer.

3. Register SFTP Account: Register the target SFTP account within Snaplogic to allow the pipeline to access the server.

4. Parameterize and Filter: Configure the pipeline to include logic for:

   • Filtering/Extraction: Extract data from your directory, specifically filtering records based on the Reminder Date field.

   • Project Specifics: Parameterize the pipeline with details relevant to your directory and project.

5. Data Handling: The template typically includes steps for:

   • CSV transformation.

   • Data validation.

6. Scheduling: Schedule the pipeline task at the desired frequency (e.g., typically once per hour) to automate the entire extraction and transfer process.

Option 2: Using Qualtrics XM Directory Workflows (Recommended for XM Data)

If you are working with XM Directory data, native Qualtrics Workflows are a powerful tool for this automation:

1. Set Up Directory Workflows: Create a new directory workflow.

2. Filter by Reminder Date: Configure the workflow to extract contacts or data by applying a filter to fields like the Reminder Date.

   • Note: The Reminder Date field should typically be filtered using the ISO-8601 format.

3. Schedule Task: Set the workflow to run as a scheduled task at your required frequency.

4. Automate Upload/Export: Use the workflow's built-in actions or ETL tasks to:

   • Export the relevant records as a CSV file.

   • Automate the upload or export of that CSV file to your designated SFTP location.

Benefits of Automation

This automated approach ensures:

• Scalability and Maintenance: The automation is designed to be easily maintained.

• Data Hygiene: It helps maintain clean and current data by ensuring only relevant, date-filtered records are transferred.

• Consistency: The process is repeatable and reliable for high-frequency transfers.

If you require assistance in setting up the specific filtering logic for the Reminder Date field in either Snaplogic or a Qualtrics Workflow, please submit a ticket through your Customer Success Hub.

➡️ https://support-portal.qualtrics.com/