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Workflow Notifications

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About Workflow Notifications

You can set up notifications for when a workflow fails. For scheduled workflows, you can also set up a notification for when the workflow succeeds.

Notifications are sent to your chosen stakeholders both through email and through the in-product feed. They will state the name of the workflow that failed, which task in the workflow failed, and contain a link to the Workflows Reporting page where you can view more information on the workflow’s status.

Bell icon in upper-right of account clicked. Expanded to show "Workflow failure. Task 1 Webservice in workflow "Post to Site" failed to send

Email notification has same info, but a View Reports link to take you to actions reporting at the end of it

Setting Up Workflow Notifications

You or users of your choice can be notified when any workflow fails. You just need to set up the notifications first.

Qtip: If you’re having trouble selecting users, it could be one of the following:

  • Try adjusting the length of your search. Press Enter on your keyboard to force a new search.
  • Search by username.
  • You may not have the permission Access Organization Address Book Please reach out to your Brand Administrator to have this enabled.
  1. Navigate to the Workflows tab in your survey, or the global Workflows page.
    selecting the workflow to add notifications to
  2. Select a workflow, or create a new one.
  3. Click the three dots in the upper right corner and select Notification settings.
    clicking the actions options and then notification settings
  4. Click Add a recipient.
    clicking add a recipient and searching by name
  5. Type a name, part of a name, or a user group in the field. Click the result you want to use.
    Qtip: After you select the appropriate user, you will see the email address of the user who will be notified – you can use this information to confirm you’ve made the correct selection.
    Qtip: If the email address for the account is incorrect, a Brand Administrator can edit the email address of the account by following the directions on this page.
  6. Select Notify on failure.
    enabling the notify on failure box
  7. Click Save.
Qtip: You can always return to this menu to remove or edit notifications. Click the trashcan icon to remove the notification.

Getting Notified When a Scheduled Workflow Succeeds or Fails

If you have created a scheduled workflow, you can be notified when the event succeeds or fails.

Qtip: If you want details on an event-based workflow that executed successfully, we suggest checking out Workflows Reporting instead. Or, you can add a notifications feed task in the same workflow.
  1. Navigate to the Workflows tab in your survey, or the global Workflows page.
    selecting the workflow to add notifications to
  2. Select a scheduled workflow, or create a new one.
  3. Click the three dots in the upper right corner and select Notification settings to create a notification.
    clicking the actions options and then notification settings
  4. Click Add a recipient.
    clicking add a user and searching by name.
  5. Type a name, part of a name, or a user group in the field. Click the result you want to use.
    Qtip: After you select the appropriate user, you will see the email address of the user who will be notified – you can use this information to confirm you’ve made the correct selection.
    Qtip: If the email address for the account is incorrect, a Brand Administrator can edit the email address of the account by following the directions on this page.
  6. Select Notify on failure and/or Notify on success depending on the types of emails you want to receive.
    choosing how to notify recipients
  7. Click Save.

Notification Deduplication

Qualtrics automatically deduplicates workflow notifications to reduce the number of notification emails you receive. Each workflow follows its own deduplication logic (meaning notifications from workflow A won’t affect notifications from workflow B, and vice versa). When your workflow meets the deduplication criteria, you won’t receive email notifications for subsequent failures. Notifications are deduplicated when they meet both of the following criteria:

  • The notifications are for the same fail reason.
  • A notification for that fail reason has been sent in the past 24 hours.
Example:  If workflow A has two failures within 24 hours for different reasons (error codes), then two failure notifications will be sent. However, if the two failures have the same error code then only one notification will be sent. Any subsequent failures for the same reason will not send notifications until it has been at least 24 hours since the last notification was sent.