Qualtrics - Workflow
Workflow can be used to send an automatic email to you and/or to send a copy of the responses or information to each respondent. Workflow can be defined as an action you want Qualtrics to perform, such as collecting emails and sending out survey links to respondents. This feature offers you the ability to get information each time a user submits a survey.
Workflow - Email Action
- Click Workflows tab
- Click the button "+ Create a workflow"
- Select "Started when an event is received"
- Choose the "Survey response" tile.
- Check the boxes next to "Newly created response" and "keep the language the response was received in." Click Finish.
- Name the Workflow by clicking on the words that say New Workflow.
- Click the + button
- Select "add task" or "add a condition"
- Find the Email task tile
- 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.
- Add a subject for the email
- Select when you want the email to be sent, the default setting of "Immediately" is a good choice.
- 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.
- 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.
- If "Include Response Report" is checked make sure that you change the Expiration: to Never
- 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
- Click "Add a condition"
- Decide between "Any of the following are true" or "All of the following are true"
- Decide what the condition is based on, "Question, Embedded Data, Quota, Status, GeoIP Location, Response, or Respondent"
- 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...
- Click the "Settings" tab
- Search for the person you would like to notify of a workflow failure.
- Click Add
- Check the boxes next to Trigger failure and Task failure
- 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
We recommend naming your workflows. Some ideas are to use the same name as the survey or something else meaningful to you. Without naming your workflows you will see a page of workflows titled, "new workflow" or "new action" which will make it difficult to know what workflow you used.
Deleted Workflows
If you see statuses for a workflow named Deleted Workflow, chances are you deleted the attached workflow. Be sure deleting a workflow is really what you want to do – the records are still there, but the workflow itself is irretrievable.
About Workflows Run & Revision Histories
NOTE: Workflows run and revision history data is only retained for 30 days after a workflow has been triggered. Once this time frame has passed, any reporting on that workflow is deleted.