Workflow - Email Action

1. Click Workflows tab
2. Click the button "+ Create a workflow"
3. Select "Started when an event is received"
4. Choose the "Survey response" tile.
5. Check the boxes next to "Newly created response" and "keep the language the response was received in." Click Finish.
6. Name the Workflow by clicking on the words that say New Workflow. 
7. Click the + button
8. Select "add task" or "add a condition"
9. Find the Email task tile
10. If you want to send the message back to the respondent, the "To:" field can be piped from the survey by clicking the {a} and finding the email address question or you can type in any email address.
11. Add a subject for the email
12. Select when you want the email to be sent, the default setting of "Immediately" is a good choice.
13. If you are using your own email and using Include Response Report, all you have to do is press the space bar in this box. The space will allow the message to satisfy the requirement. You can pipe the respondent's responses if you would like a cleaner look. 
14. Check "Include Response Report" (which includes the survey respondent's responses). You do not need to check this if you piped the respondents' responses into the message because it will be repeat information.
15. If "Include Response Report" is checked make sure that you change the Expiration: to Never
16. It is optional to change "Embedded Data" if "Included Response Report" is checked.

When attempting to download a pdf of responses from an action or downloaded data, you will see the error "Request expired" if steps 15 and 16 are not changed.

Add a Condition That Would Happen Before a Task

1. Click "Add a condition"
2. Decide between "Any of the following are true" or "All of the following are true"
3. Decide what the condition is based on, "Question, Embedded Data, Quota, Status, GeoIP Location, Response, or Respondent"
4. If the condition is based on a Question you would select the question option.

Here is example using Question as the condition.

How To Know If A Workflow Has Failed?

On your Qualtrics home page you will see "Your workflows summary" and if you set workflow notifications.  

Setting up Notifications

In the workflow...

1. Click the "Settings" tab
2. Search for the person you would like to notify of a workflow failure.
3. Click Add
4. Check the boxes next to Trigger failure and Task failure
5. Click Apply

When You Copy a Survey Using a Workflow, A Warning Message May Appear In The Workflow

Before you can activate the workflow, you must fix the warning notice. A survey's workflow has to be renamed and activated when the survey is copied.

Name Your Workflows

Deleted Workflows

About Workflows Run & Revision Histories