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Actions Reporting

What's on This Page:


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About Actions Reporting

After you set up your actions, you’ll probably want to check on their status! With tickets you can go to the follow-up page, but is there a better way to see all the actions triggered by your survey?

In the actions tab, the Reporting section provides information on the actions you set up in the Editor section.

the reporting section is accessed by clicking actions and then reporting

Warning: Actions Reporting is only retained for 30 days after an action has been triggered. Once this timeframe has passed, any reporting on that action is deleted.

Workflow Name

The workflow name is the name of the action the task is connected to. It’s the same name that appears in the top bar of an action inside the Editor section.

image of the editor section in the actions tab. the action names are highlighted

If you edit the action’s name, the Reporting section changes to reflect this.

Qtip: If you see statuses for an action named Deleted Action, chances are you deleted the attached action. Be careful when you do this – the records are still there, but the action itself is irretrievable.
image of actions in action reporting after being deleted. The action name is replaced with "Deleted Action" and the trigger is replaced with "unknown trigger"

Filtering by Workflow Name

You can filter by the name of an action. You can choose all actions, or one at a time.

image of the actions reporting tab. The Action filter at the top of the page is selected for filtering by a specific workflow name

What Starts the Action

In the What starts the action column, you will see each event which triggered the action workflow. For example, if you wanted to see all actions triggered by Salesforce Workflow Rules, you can filter by that event type. To see all of the available event types, read the section about events on the Actions Basic Overview page.

the column showing what triggered the action

Tasks

In the tasks column, you will see each task connected to the action. For example, if you want professors to be assigned a ticket and sent an email when a student reports struggling with a class, you will see the status of the ticket and the email separately, so you know which one to modify if there’s an issue.

image of the actions reporting tab. The Tasks column is highlighted

Filtering by Task

You can filter by the task performed in the action workflow. For example, if your email server crashes and follow-up emails couldn’t be delivered to your recipients, you can filter for Send Email tasks and retry any that failed.
image of the actions reporting tab. the tasks filter at the top of the report is highlighted

Triggered Date

This column tells you the date and time a task was triggered. Note that this is affected by your account’s timezone settings.

Status

Each task within an action gets a status. There are three:

image of the actions reporting tab. The status column is highlighted

  • Completed: The task was executed. For an email task, this means it left the Qualtrics server.
  • Failed: The task did not trigger. This is usually caused by an error in the set-up of the task. For example, if you enter an invalid email into the email task.
    Qtip: After fixing any errors with your task, click Retry next to the Failed status to rerun the task.
    image of a failed task. the Retry button next to the status is highlighted
  • Timed Out: The task timed out. Often times this means the Qualtrics server didn’t receive a response for the task. For example, the end point in your web-service task is a custom end-point from your website that is loading slowly. When your server gets back online, the web-service will also load appropriately.
Qtip: This is particularly useful if you use the Salesforce Task. By checking the Qualtrics Status, you can tell whether you need to adjust something on Qualtrics’ end, or Salesforce.

Filtering by Status

You can view tasks of all three statuses at once, or you can look at one status at a time.

For example, filtering by Failed allows you to see if one task in particular keeps failing, so you can go back and edit it.

image of the actions reporting tab. The status filter at the top of the reporting page is highlighted

Details

the details column in the reporting section
Click on View in the Details column to pull up the JSON payload for the action. The JSON payload is particularly useful if your action has failed, as it will contain information as to what caused the action to fail. The JSON payload will appear in a pop-up after you click View.
the details screen showing the json payload for the task

Qtip: Notice the execution time for Failed and Timed Out tasks is longer? That’s because when a task fails, the system tries again.