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Managing Multiple Directory Contacts

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About Managing Multiple Directory Contacts

When you are inside the Directory Contacts tab, you can edit multiple contacts at a time by selecting the checkbox to their left.

Multiple contacts are selected in the Directory Contacts tab

Qtip: There are several differences between editing a single contact and editing multiple contacts. For information on managing a single directory contact, visit the linked support page.

Contacts Information Menu

When you select multiple directory contacts, a menu opens to the right where you can edit all their values en masse.

Image shows menu just described

Click any of the headers in the menu to expand and collapse the information displayed.

Contact Info, Global Demographics, and Embedded Data

Image of multiple contacts selected, showing the three sections all their fields are divided into: contact info, global demographics, and embedded data

The “Contact info” section contains editable contact information. The “Global Demographics” section contains common demographic fields you may want to save to your contacts (which can be manually edited in the directory, or collected from certified questions). The “Embedded data” section displays the embedded data assigned to the contacts.

Because several contacts are selected and their information might vary, specific values for each of these fields are not displayed. Instead, the number of contacts given a value for this field are listed.

You can edit these values for all your selected contacts by clicking the number of values, e.g., 4 values, as shown in the screenshot above. Once you do so, the Contact details window will open.

Contact Details window. Columns for name and email that cannot be edited. Fourth column has an adjustable header and editable values

  1. Select a contact field or embedded data to edit by clicking the arrow.
  2. Click into any value to change it.
  3. Save your changes by clicking Save.
Qtip: These steps show how to edit the values of embedded data. If you want to change the name of an embedded data field, go to Directory Options.

Contacts Actions

Contacts actions can be accessed by clicking the 3 dots next to the number of selected contacts in the right-hand menu.

Image of multiple contacts selected in the Directory Contacts tab, 3 dot button to far-right expanded to show a menu of bulk actions

Export contacts

You can export all the contacts you’ve selected in a CSV or TSV file, and specify which embedded data you’d like to include. The same options are available whether you’re exporting only selected contacts or all contacts in the directory, so see Exporting Contacts for more details.

Adding and Removing Contacts from a List

The process of adding and removing multiple contacts from mailing lists is the same as adding and removing a single contact. See the Adding and Removing a Contact from a List page for instructions.

Edit Embedded Data

You can view all the embedded data for a contact and edit the values. This brings you to the same window as clicking values in the contact information menu.

Opt-out & Opt-in

Opting a contact out of the entire directory will prevent them from receiving any mailing from any list they are a part of. They also will not be able to receive emails sent to just them. You can reverse this at any time by opting them back in.

Opting multiple contacts in and out of the directory is the same as opting a single contact in and out of the directory.

Remove Contacts

Deleting multiple contacts from the directory is the same as deleting a single contact from the directory.

Opting-Out Directory Contacts in Bulk

Qtip: While this section describes opting-out contacts in a directory, you can use the same method in a mailing list.

As noted above, you can opt-out contacts by selecting the contacts in your directory and using the contacts actions dropdown to change their opt-out status. However, if you need to update many opt-out statuses at once, you can accomplish this by importing a file to update your contacts.

  1. Prepare a CSV file with the contact’s information. For help creating this file, see Importing Updates to an Existing List.
    creating a file to opt out contacts. we added a column for "unsubscribed" and then put 1 as the value for every contact we want to opt out
  2. Add a column with Unsubscribed as the header.
  3. For all contacts you want to opt-out, put a 1 for their value.
    Qtip: If you want the contact to remain opted-in, put a 0.
  4. Save your file as a CSV with UTF-8 encoding.
  5. Upload the file into your directory.

 

Projects That Can Use XM Directory Contacts

Qtip: The features discussed in this section are not necessarily included with every license. If you’re interested in getting access, please reach out to your Account Team.

You can use XM Directory to build contact lists and send invitations for several types of Qualtrics projects. However, not every Qualtrics project type is compatible with XM Directory.

XM Directory can be used to send the following:

Qtip: You can also send emails without a link to any survey.

However, XM Directory contact data is completely separate from the employee / participant information saved in the Employee Directory. That means that data edited in one directory will never affect the other. XM Directory cannot be used to distribute any Employee Experience (EX) projects, including Engagement, Pulse, 360, and more.

FAQs