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.

Process

1. Go to the Workflows tab.
   
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

• Qualtrics support page on Email Tasks
• Qualtrics overview page on Workflows
• Qualtrics support page on using a Custom From Address