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Calculate Metric Task

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About the Calculate Metric Task

The calculate metric task allows you to trigger a response to aggregate metrics observed in a dataset over a period of time. In other words, it provides a way to set up automated workflows based on trends or events you observe in experience data. The results of your calculate metric task can be used to trigger other tasks within your workflow. For example, you could use the calculate metric task to notify your marketing team’s Slack channel when your brand NPS dips by 10% within a period of a week, or you could create a follow-up ticket for your team if more than 100 opt-outs occurred from XM Directory within a week.

Setting Up a Calculate Metric Task

  1. Follow the linked directions to set up a scheduled action.
  2. Click the plus sign ( + ) and then Task to create a task.Add task button in the Actions tab
  3. Select Calculate metric.
    Selecting the calculate metric task
  4. Select your Data Source. Here, you’ll specify the Source, the Metric Type, and the Metric Field.Data source and calculation type in the calculate metric window
    • Source: The survey or dashboard that hosts the data you will be calculating your metric from. All of your available surveys and dashboards will appear in the dropdown.
      Attention: If you are using a dashboard as your source, make sure that the dashboard has been visited at least once in the last 30 days. If it’s been close to 30 days since the dashboard was last visited, you will receive a warning message via email to the email address associated with your Qualtrics account.
      An email notification indicating that metric notifications are paused because the dashboard has not been viewed in 30 days
    • Metric Type: The type of metric you’ll be calculating based on. Choose from the following metric types:
      • Count of records: Display response counts from the selected fields (i.e., number of respondents choosing a value in a five-point scale).
      • Average: Exhibit the average value for a selected field.
      • NPS: Net Promoter Score. Identify the Detractors, Passives, and Promoters from NPS questions.
    • Metric Field: The specific field or question you will be calculating your metric on.
  5. Choose the Calculation Type. Available calculation types are:
    • Single Time Period: The metric will be calculated using data from the chosen time period.Single Time Period section underneath Calculation type
    • Change over a period of time: You will be asked to set an initial period and a time period to compare it to. This will show a comparison of the metric’s relative change from the specified time period to the present.Change over a period of time under calculation type
      Attention: If you select Count of records as your metric type, the Compared to field will automatically be set to what you input in the Data from field, and the Compared to field will be shown as grayed out and uneditable.When Count of records metric is selected, the option to select a time period for Compared to is grayed out
  6. If desired, add Filters. This can be used if you’d like to have the metric calculate on a subset of your data. You can filter based on one of the data source’s survey questions or one of your survey’s embedded data fields. For more information on setting conditions in filters, visit Creating Conditions.Filters in the calculate metric window
    Attention: Some of the resources for condition building use examples in data filtering instead of Actions. However, the logic behind these conditions are the same.
  7. Click Save.
Attention: After completing the above steps, you must create subsequent tasks in order to use the results of the calculate metric task.
Attention: We recommend that you do not exceed a single execution per hour of a given calculate metric workflow.

Adding Subsequent Tasks & Conditions

After setting up your calculate metric task, add subsequent tasks and conditions in order to use the results of your calculations.

Qtip: It is not necessary to create a condition underneath a calculate metric task. For example, if you wanted to create a weekly report with the results of your calculate metric task, you wouldn’t need to add a condition.
  1. If desired, click the plus sign ( + ) and then Conditions to create a condition underneath your calculate metric task.Adding a new condition beneath the calculate metric task
  2. Click Condition to begin specifying your conditionsClicking condition under the Any of the following are true dropdown.
  3. Click Select Condition Type and select Tasks.Close up of the actions interface highlighting the conditions type option
  4. Click Select Action to select the Calculate option.Close up of the actions interface showing the calculate option
  5. Click Select Option to select the desired calculation type.Close up of the actions interface showing the options available for calculated metrics
  6. If desired, the plus sign ( + ) and select Task to add subsequent tasks to be triggered based on your calculate metric condition.Adding additional steps with the Add button
    Qtip: Each task will be labeled with a unique ID (e.g., “T-ID 1,” “T-ID 2”) for easier identification and organization. If you add a calculate metric task after an email task, but you are piping the results of the calculate metric task into your email task, the tasks will be automatically reordered so that they are in the correct order.T-ID 1 label on the calculate metric task; unique label for each task
Qtip: You can also use piped text to report the results from the calculate metric task in subsequent tasks. For example, if you wanted to include information about your calculate metric task in a subsequent email task, the results from the calculate metric task will be available in the piped text portion of the rich content editor.Adding calculate metric information via piped text in an email task

When Calculate Metric Tasks Are Completed

All types of survey responses can cause changes to the metrics calculated in a calculate metric task. This will cause subsequent tasks to trigger under certain conditions.

  • Initial period: If you configure your calculate metric task with the Change over a period of time option, this will be the output values from the initial time period you set in your task.
  • Subsequent period: If you configure the calculate metric task with the Change over a period of time option, this is the group of output values from the second time period you set in your task.
  • Absolute change: The aggregate data from the first time period subtracted from the aggregate from the second time period.
  • Relative change (percent): The aggregate data from the first time period subtracted from the aggregate from the second time period, divided by your aggregate from the second time period.
Qtip: If you decide to select either the Initial or Subsequent period, you can then select to use the Count, NPS, or Standard Deviation as your metric.Additional options when hovering over the Initial and Subsequent Period metric
Attention: Once an action is completed, the scheduled task will not be able to be deleted. For example, if a response just submitted meets the condition of an email task, and you go to delete the email task, the email for that response is still scheduled.

Troubleshooting Calculate Metric Tasks

This section has links to additional resources that can help you troubleshoot issues related to email tasks.

Qtip: Some of the resources for condition-building use examples in data filtering instead of Actions. However, the logic behind these conditions are the same.