Sometimes a response is so important that you need to know about it immediately. For this reason, Qualtrics created a trigger to send you an email notification whenever conditions you specify are met.
This is often used for whistle-blower surveys to trigger an email to HR when fraud is reported. There are many other options as well.
Step-by-Step
To Set Up an Email Trigger:
- From the toolbar, click Advanced Options.
- Click Triggers, and then click Email Triggers.
By default, the email trigger will be sent any time a participant completes the survey.
- Optionally, click Add a Condition to set the trigger to send when the survey is completed AND a condition is met.
- Fill in the To Email Address form with the recipient’s email address.
- Fill in the From Email Address form. If left blank, a default Qualtrics email address will be used.
- Type a Subject for your trigger.
- Type a Message for your trigger, if desired.
- Select when the triggered message will be sent. By default, it will send immediately after a respondent finishes the survey. You can choose set times from as short as one hour to as long as 28 days after the trigger’s criteria is met.
- Select whether or not to Include a Response Report with the email. By default, a response report showing all of the participant’s answers will be sent.
- Click Finish Editing and Save Triggers.
More Information
Qtips
If you have asked participants for their email addresses in the survey, you can use piped text code to have the email trigger sent to the respondent’s email. To use piped text to send an email trigger, do the following:
- In the Message section of the trigger, click the Piped Text {a} button.
- Pipe from the question used to collect the respondent’s email address.
- Cut (Ctrl+X) the pipe text code that is generated out of your message.
- Paste (Ctrl+Y) the pipe text code into the To Email Address field of the trigger.
