Kansas State University

Qualtrics is a powerful survey platform with many features. One of those features is Workflows. Workflows allow you to automate tasks such as sending a survey completion email to participants.

Create workflow

You must have a survey question that captures the participant’s email for this process to work. The easiest way to do this is through a text entry question.

1. Open the survey where you want to create the workflow.
2. On the top navigation, click Workflows.
3. Click the Create a Workflow button.
4. Click Started when an event is received.
5. Click Survey Response.
6. Click Finish.
7. Click the Plus sign and then click Add a Task.
8. Click Email.
9. In the To box, click the down arrow.
10. Select Survey Question, and then click the name of the question where you captured the email address.
11. In the Subject box, type a subject for your email.
12. In the Message box, type your message.Note: You can also load a message from your message library if you have one created.
13. Click Save.
14. Close the Workflow window.

Continue reading “Create a workflow in Qualtrics to send a survey completion email” →

Qualtrics is a powerful survey platform with many features. One of those features is Workflows. Workflows allow you to automate tasks such as sending a survey completion email to participants.

Create workflow

You must have a survey question that captures the participant’s email for this process to work. The easiest way to do this is through a text entry question.

1. Open the survey where you want to create the workflow.
2. On the top navigation, click Workflows.
3. Click the Create a Workflow button.
4. Click Started when an event is received.
5. Click Survey Response.
6. Click Finish.
7. Click the Plus sign and then click Add a Task.
8. Click Email.
9. In the To box, click the down arrow.
10. Select Survey Question, and then click the name of the question where you captured the email address.
11. Click Question Text.
12. In the Subject box, type a subject for your email.
13. In the Message box, type your message.

    Note: You can also load a message from your message library if you have one created.

14. Click Save.
15. Close the Workflow window.

Continue reading “Create a workflow in Qualtrics to send a survey completion email” →

Qualtrics is planning on discontinuing the use of legacy single-response reports. These are web addresses that display a report for a single survey response and have been generated manually by users. The web address is formatted like the following:

https://qualtrics.com/CP/Report.php?SID={surveyId}&R={responseId}&ResponseSummary=True

After February 18, 2023, these web addresses will no longer work and will return an error.

What do you need to do?

Users will need to migrate any email tasks or email triggers where the legacy response report web address has been manually created to use the new single-response report solution. This can be done in two ways:

1. Create an email task via Workflows and enable the “Include Response Report” option. This will automatically include a response report link in the email.
2. Use an embedded data field in the email task to pipe in the new single response report web address. The format of the piped text is
   {srr://SingleResponseReportLink}.

If you have any questions, you can visit the Qualtrics Email Task support page or submit a Help Ticket.

Contact lists are used to distribute survey invitations. How contact lists are created has changed over the last several months. Contact lists are now created from the Directories menu.

1. Click the Main Menu, and then click Directories.
2. On the Lists page, click Create a list.
3. Type a name for your list and then click Confirm.
4. Choose Upload a File or Manual Input.
   Note: See the Upload a File or Manual Input section of the Qualtrics’ Creating a Mailing List support page for detailed instructions. If you are going to upload a file, it must be saved in .csv (comma separated value) or .tsv (tab-separated value) format. The only field required in the file is the email address. You must have email as a column header.

Once you have a contact list created, you can then use it when distributing your survey.

If you have any Qualtrics questions, submit a Help Ticket with the IT Service Desk.

The Division of Information Technology has been experiencing issues over the last week with Qualtrics. We lost access to the file upload, signature, and text highlight question types. Access has been restored for those features.

Starting Feb. 25, Qualtrics’ email distribution service went down and is still unavailable.

Increased activity in Qualtrics’ distribution service has caused their email servers to be listed in a blocklist and increased the bounce rate of emails leaving Qualtrics. Note that bounced emails will not be resent. Once the issue is resolved, we would recommend following up with any emails intended for survey participants and invitations.

This only impacts emails being sent via Qualtrics. Surveys are still able to be completed and survey responses are being recorded as expected. We will provide an update when the service has been restored.

If you have any questions, contact the IT Help Desk (helpdesk@k-state.edu).