Qualtrics: Email Tasks

Overview

Email tasks let you send an email notification in response to a variety of events in Qualtrics. The most common example is to send out an email to a person or group of people every time a survey response is submitted.

Legacy Single Response Report was deprecated on February 18, 2023: The legacy single response report is a URL that displays a report for a single survey response. It is formatted like below:

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

These URLs are no longer generated by any workflows in the Qualtrics platform. However, there might be users who manually created these URLs in email triggers or email tasks, by using piped text to add the responseId into the URL. These URLs will no longer work, and will instead return an error.

What action do I need to take?

Any email task or email trigger where the user has manually created the legacy response report URL needs to be migrated to use the new single response report solution. There are 2 ways to switch to this new solution:

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

Legacy single response URLs will no longer work, you must use one of the two alternate options above.


What if I have questions? If you have a question about how to start using the new single response report solution, please visit the Email Task support page. It’s also always worth checking the Qualtrics XM Community to see if any other users have the same question. You can also submit a ticket with further questions. 

Process

  1. Go to the Workflows tab.
    Image that shows the Workflow tab in the upper left, then the Create a workflow dropdown on the right with Event-based selected from the dropdown, numbered and following Steps 1-3 in the instructions.
  2. Click Create a workflow. 
  3. Determine whether the email should be sent on a schedule or based on an event. 
    Tip: Choosing Event-Based and then survey response event is the most common, although you are free to select another choice.
  4. Click the plus sign (+) and then Conditions to set the conditions under which the email is sent. This is optional but allows you to specifically only receive emails if someone replied in a certain way to a certain question in order to address it. 
  5. Click the plus sign (+) and select Task. 
  6. Select Email as your task. 
  7. Choose the recipient of the email. You can send to multiple email addresses by listing the emails separated by commas. You can list up to 30 emails here.
    • If you want to add CC or BCC recipients to the email, click CC or BCC. The CC field will be visible to all recipients, while the BCC field will not be visible to all recipients.
    • Enter an email address to CC or BCC. Only one email address can be entered in each of these fields. 
  8. Edit the From Address and From Name as desired. 
  9. Enter an email into the Reply-To Email field. This is the email address that receives your respondents’ replies to the message.
    • If you do not want to receive replies, you can use any of the default Qualtrics email domains. The email you use here doesn’t have to be real. For example, if you don’t want to receive replies but want the address to look official, you can set the Reply-To to YourCompany@qemailserver.com.
  10. Add a Subject to your email.
  11. Choose how long after the triggering event happens that the email will go out. The shortest time period you can choose is immediately and the longest is 30 months. 
  12. Write your email message. 
    Attention: If you are including images in your email message, you must insert the images through the image icon in the rich content editor. You will be able to choose any images saved in your graphics library (and add new images to your graphics library from the email editor). If you manually paste an image into your email message, the email task will fail.
  13. Decide if Include Response Report and Include Recipient Data are appropriate for this email. 
    • Include Response Report adds a summary of the questions and respondent's answer to the body of the email (as well as includes a link to an online version).
    • Include Recipient Data displays information about the respondent's survey response. 
  14. Click Save.

Resources

 

Details

Article ID: 140523
Created
Tue 12/27/22 10:23 AM
Modified
Fri 9/8/23 2:51 PM