Email Tasks and Survey Forwarding

Qualtrics provides the use of Email Tasks for the automated sending of email notifications in Qualtrics. Email Tasks send an email to a person or group of people every time a survey response is submitted.

Qualtrics has good step-by-step instructions for setting up basic Email Tasks on their Email Task webpage.

Survey Forwarding

Surveys can be forwarded to a second respondent for completion of specific questions or approval of the previous respondent’s survey responses using a Signature type question for example.

Instructions for Setting up Survey Forwarding

Set up a Single Question to Display to a Second Respondent

Add “Display Logic” to the question to be displayed to the second respondent and complete as: If “Embedded Data” “Q_URL” is “Contains” “Q_R”
Set Display Logic setup

Set up a Block of Questions to Display to a Second Respondent

Create a Block with only questions to be displayed to the second respondent. Go to “Survey Flow” and click “+ Add a New Element Here”. Choose “Branch” and “Add a Condition”. Set the condition to “Embedded Data” “Q_URL” Contains “Q_R”. Move the block to be nested under the Branch. Click [Apply] to save.

Nest the survey block under the Branch

Set up the Email Task to the Second Respondent

  1. Publish the survey and complete the survey once to generate a survey response
  2. Go to Data & Analysis and under “Actions”, click the button, and select “Retake Response”
    Select "Retake Response" under Actions
  3. Copy the URL that is displayed for the Retake Response
  4. Go to “Actions”, click the [+ Add Action] button, and choose “Event Based”
  5. Click the [Choose Event] button and choose “Survey Response” to trigger an email when a response is received
  6. Click “+ Add conditions” and then click “+ Condition”
  7. Under “Select Condition Type”, click “Embedded Data”, and enter “Q_URL” “Does Not Contain” “Q_R”
    Complete the conditions for the Email Task
    This condition will trigger an email to the second respondent when the survey is completed for the first time.
  8. Click “+ Add Task” and select Email
  9. Complete the relevant information for the email including who it should be sent to (you can use piped text to pull an email from a survey response)
  10. In the body of the email, paste the Retake Response URL that you got from Step 3
  11. In the URL, highlight everything from the “R=” to “&Q”
    Highlight the relevant portion of the Retake Survey URL
  12. With your cursor still in the middle of the URL, click the piped text icon, select “Embedded Data Field”, and type “ResponseID” into the Field Name box
    "ResponseID" in the Field Name box
  13. Add any additional text to the email and save

Set up an Email Task to Confirm Completion of the Entire Survey

  1. Go to “Workflows”, click the [Create a workflow] button, and choose “Event Based”
  2. Choose “Survey Response” to trigger an email when a response is received. Click [Finish].
  3. Click the [+] button under “Survey Response” and then click “Conditions”.
  4. Under [+ Condition], select “Question”, select a question displayed only to the second respondent, and choose “Displays”. This condition will trigger an email after the second respondent has completed the survey
    Screenshot display of the workflow condition
  5. Click the [+] button. Select “Task” and select “Email”.
  6. Complete the relevant information for the email including who it should be sent to (you can use piped text to pull an email from a survey response)
  7. Include a response report by checking the “Include Response Report” checkbox at the bottom if desired
  8. Add any additional text to the email and save
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