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Load to SDS Task

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About the Load to SDS Task

Because supplemental data sources (SDS) can store lots of information for use across many projects, it’s important to keep them updated with accurate information. You can make sure your SDS is automatically updated on a regular basis using a Load to SDS task. All you have to do is choose the update schedule and a data source, then connect your SDS.

The Load SDS task completely replaces the data in your SDS. This means your new data will replace all of the rows that currently exist in your SDS.

Attention: This task can only run once per 24 hours.
Qtip: This task only works with supplemental data sources saved in your library.

Before You Create a Workflow

Creating a Supplemental Data Source

Make sure you’ve created your supplemental data source before you create your workflow. You can use any SDS currently saved in your library.

Secondly, the columns of data in your SDS must match the columns of data in your source (extractor). The fields don’t need to have the exact same names, but the purpose of each field does need to match. You cannot have fields in your SDS that don’t exist in the extraction source.

Setting Up an Extractor Task

It’s also important to think about where your data is coming from. (Or where your data is being extracted from.) Is your data saved in another Qualtrics project? Is it on your organization’s servers, and can it be moved using SFTP? You can see a list of all of the data locations Qualtrics supports under Available Extractor Tasks.

We do not recommend extracting data from a survey. This task pulls individual rows of updates instead of full files.

Attention: The maximum file size you can add to your SDS is 10MB and 100,000 rows.
Attention: The Load to SDS task can only process 1 file at a time. However, some extractors can pull multiple files; for example, Extract from SFTP could find two files matching the specified file name prefix. In this example, the second file would overwrite the first.
Qtip: Need to reduce the size of your extracted data? Try transforming the data.

Creating a Load to SDS Task

  1. Go to Workflows.
    Opening hamburger navigation menu at the top of every Qualtrics screen and selecting workflows
  2. Scroll down and select Stand-alone workflows.
    Stand alone workflows is at the bottom of the page with a pink gear icon
  3. Follow the linked steps to create an ETL workflow. Set a schedule for your SDS updates and decide where the data is being extracted from.
    Scheduled workflow with extract data from data project task, then a section named 'what would you like to do next'
  4. Click Add a data destination.
  5. Select Load to SDS.
    New window where you search and select tasks
  6. Under Data source, select the extractor task you created earlier.
    new window where you set the data source and destination
  7. Next, choose an SDS to load data into.
  8. Click Next.
  9. Map the data from your source (left) to the columns in your destination SDS (right).
    Mapping fields

    Qtip: You have to map every field in the SDS to a source field. Not every source field needs to be mapped. You cannot add new fields to the SDS this way; see Overriding Supplemental Data.
  10. If you want to, you can also map specific values.
  11. When you’re ready, click Save.
Qtip: Your workflow won’t run on the schedule you chose until you turn the workflow on.
Upper-right of workflow is a toggle that says turn the workflow on

Mapping Values

You can map the specific values of each field. This step is optional.

Example: In your source, each store has a regional code, such as “NA.” In your SDS, you’d prefer to write out the names of regions, such as “North America.”
  1. Select the 3 dots next to the field.
    window you see when editing your load to SDS task. step where you map fields. next to each field, dots you can click to select 'map values'
  2. Select Map values.
  3. If desired, select Use a default value if a value isn’t mapped. This option lets you replace any values you haven’t defined with a single default value.
    new window where you can upload or manually add value mappings

    Qtip: If you don’t select this option, any values you haven’t accounted for will come over with the exact same text from the source to the SDS.
  4. Enter your source field value on the left, and how you want this value to appear in your SDS on the right.
    Qtip: If the field has many values you want to map, click Download CSV template to download an example mapping file. You can add your source field values in the “from” column and your SDS field values in the “to” column. Click Choose file to upload your completed file.
  5. Select Add Row to map additional values.
  6. When your values are mapped, click Done.