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Workflows in Global Navigation

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About Workflows in Global Navigation

Workflows allow you to trigger tasks based on various Qualtrics events. This could include creating a ticket when someone opts-out of your XM Directory, or sending a follow-up email to a customer after a low satisfaction score. The Workflows page in the global navigation allows you to create and manage all the workflows set up for your account in one central area.
the navigation menu in the top left is open and workflows is selected

Qtip: While you can accomplish much of the same functionality in the Workflows tab of an individual survey, we recommend you create your workflows in the Workflows page of the global navigation.
Qtip: If you do not have access to the global Workflows page, reach out to your Brand Administrator and ask if you can have the permission Manage Workflows Across Projects enabled.

Creating a Workflow From Scratch

  1. Click the navigation menu in the top left corner.
    navigating to workflows in the global menu and then clicking create new workflow
  2. Select Workflows.
  3. Click Create a workflow.
  4. Determine whether the workflow should be Started by an event (i.e. event-based), or Started at a specific time (i.e. scheduled). For a full comparison of these options, see Scheduled Workflows vs. Event-Based Workflows. Alternatively, you may use a prebuilt template.
    using the catalog to create an action from scratch, or selecting a template
  5. Click Get started.
  6. Based on what you chose in Step 4, either determine the frequency of your scheduled workflow or choose the event that will begin the workflow.
    creating the workflow schedule, renaming the workflow, and adding a task
  7. If desired, click the plus sign ( + ) and choose Conditions to add conditions to your workflow. These conditions determine when the workflow will trigger. See Creating Conditions for more information on building conditions.
    adding a condition to an action

    Example: Let’s say you’re creating a workflow based on a Survey Response Event to send a follow-up email to customers with a low satisfaction score. You can create a condition based on the satisfaction question so that only customers with a score below a certain threshold receive the follow-up email.
  8. Click the plus sign ( + ) and select Task.
    adding a task to an action
  9. Select the task that will be carried out in the workflow. For more information about the events available to you, see Defining Tasks.
    choosing an task for the action

    Qtip: Depending on your account permissions and Qualtrics license, not all task types may be available to you. Contact your Account Executive if you have questions about what’s included in your Qualtrics license.
  10. When finished, make sure to toggle your workflow on.
    toggling the action on

Managing Your Workflows

In the Your workflows section, you can view and manage your workflows.

the your workflows section of global workflows

Workflows Table

The Workflows section contains a table with all of your workflows. This table contains the following information about your workflows:

the actions table with information about the action

Qtip: If you do not see all of these columns, then you need to resize your browser so it is larger and all columns can be displayed.
  • Name: The name of the workflow.
  • Trigger: The event that begins the workflow.
  • Subject: The survey that the workflow is based on. Alternatively, if the workflow is a schedule workflow, then the subject will list when the workflow will run.
    Qtip: This value may be blank as not all workflows need to be connected to a survey.
  • Tasks: The task(s) that are carried out by the workflow. The icons here correspond to the task icons when setting up an workflow; hover over an icon to see the name of the task.
  • On/Off: Determines if the workflow is on (enabled) or off (disabled). You can click the toggle button to turn an workflow on or off.

In addition to these workflow details, you can perform various actions to your workflow by clicking the three dots next to the workflow.

the actions options dropdown menu

  • Edit: Allows you to edit the event, conditions, and task of your workflow.
  • Rename: Allows you to give your workflow a new name.
  • Copy: Allows you to duplicate an existing workflow.
  • Delete: Allows you to delete a workflow.
    Qtip: Deleting an workflow is permanent and will halt any current and future instances of the workflow. Past instances of the workflow will still be viewable in the Reporting & History section.

Searching & sorting workflows

You can search for a specific workflow, or sort your workflows based on their sharing status.
searching or sorting workflows

  1. Use the Search workflows box to search your workflows. This search bar will match what you type with workflow Name, Trigger, Subject, and Task. It will also search the payload of the task.
  2. Use the dropdown menu to filter your workflows by sharing status. You can view:
    • All workflows: Shows every workflow you have access to.
    • Owned by me: Shows every workflow you own.
    • Shared with me: Shows every workflow that’s been shared with you.
    • Shared by me: Shows every workflow that you’ve shared with other users.
Example: If you have someone who says they didn’t receive an email from an Email Task, you can search for their email address here to pull up the task to see if it failed.
Example: If you want to find all workflows that create tickets, you can search “Ticket Task.” Similarly, if you want to find all workflows that begin with a survey response, search “survey response”.

Reporting & History

The Reporting & History section lets you see the past runs of your workflows and the details about those runs. This section is particularly useful if you have a workflow that is failing. The Reporting & History will contain information about why the workflow failed, helping identify and fix the issue. See Reporting & History in Global Workflows for more information.
navigating to reporting and history in workflows

FAQs