Guidance Needed: Setting Up Candidate Experience Program Surveys Workflow | XM Community
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Hi All,

We’re excited to roll out our new Candidate Experience Program from Qualtrics, which includes a series of five pre-defined surveys aligned with key stages in the candidate journey.

To enable this, I’m receiving candidate data along with their current stage in the process from the HR system. However, I’m facing some challenges in configuring the workflow to trigger the appropriate survey based on each candidate’s stage.

The surveys need to be sent at the following points:

  • When a candidate applies for a role
  • When a candidate is shortlisted
  • When a candidate is not shortlisted
  • After a successful interview
  • After rejection at the interview stage
  • When an offer is accepted
  • When an offer is declined

Previously, using contact import automations and email distribution automations, we could link multiple distributions to a single contact import and apply metadata filters to ensure emails were sent only to candidates in the relevant stages.

In the new workflow setup, I’m unable to locate a task or condition that allows filtering recipients based on their stage metadata.

If anyone has experience with this or suggestions on how to structure the workflow to accommodate these conditions, your input would be greatly appreciated.

Thanks in advance for your support!

Best regards,
Mayur S Chittaragi

Hi there. To carry out this design you can use the Create a Sample workflow task. For each of your segments/groups of distribution recipients that require a distinct email message/survey sent to them, you can create a sample that connects to the contact import workflow task. Then you will have a Send a survey via Email task connected to each of the sample tasks.

 

With the number of segments/distributions you listed out you may run into the maximum number of workflow tasks, but that could potentially have a workaround if needed.

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