Lafayette CollegeTechnology Help
Survey forwarding allows you to build multi-step processes where a response from an initial respondent (e.g., a student) is automatically forwarded to a second respondent (e.g., a faculty advisor or supervisor) to review, update, or approve.
Because Qualtrics frequently updates its interface, the most accurate, step-by-step instructions are maintained directly in the official Qualtrics documentation. This page outlines what this feature can do and directs you to the exact official guides needed to build it.
By combining Qualtrics Workflows with Retake Links, you can build robust automation for campus operations, including:
Approval Loops: A student submits a research or funding request, and their advisor receives an email with a link to approve or deny it within the exact same form.
Multi-Part Forms: An applicant fills out part one of a form, and a department head is automatically emailed to fill out part two.
Data Correction: A respondent makes an error in their submission, and you can automatically email them a link allowing them to fix their specific answers without starting a brand-new survey.
To set this up, you will need to configure two main components in your Qualtrics account: generating the custom link and setting up the automated email event.
The core of this workflow is the “Retake Link.” This special URL pulls up the first person’s answers so the second person can see them. You can configure the link to either overwrite the original response or save the second entry as a completely separate line of data.
See Qualtrics documentation: How to Generate and Format a Retake Survey Link
Instead of the old “Actions” or “Triggers” menus, all automated emails are now built using the modern Workflows tab. This allows you to tell Qualtrics: “When a survey is submitted, automatically email this specific Retake Link to the supervisor.”
See Qualtrics documentation: Official Guide: Building Automated Workflows
When creating your automated email workflow, always add a condition stating that the workflow should only run if the survey URL Does Not Contain the phrase Q_R.
If you skip this step, when the second person clicks the link and submits their approval, Qualtrics will think a brand-new survey was completed and will email them again, resulting in an endless loop of approval emails!