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Using Workflows Tasks to Building ETL Workflows

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About Using Workflows Tasks to Build ETL Workflows

The Qualtrics Workflows platform contains a series of tasks to assist in importing data from third-party destinations into Qualtrics or exporting data from Qualtrics to third-party destinations. These tasks follow the Extract, Transform, Load (ETL) framework. Using ETL tasks, you can create automated and scheduled workflows to bring data from third-party sources into Qualtrics as well as export data from Qualtrics to third-party destinations.

To create an ETL Workflow, you must create one or more extractor tasks and exactly one loader task. If you are looking to load data into multiple destinations, you should create separate workflows for each destination.

General Setup for Extractor and Loader Tasks

Qtip: For a general guide on using workflows, see Workflows basic overview.
  1. From the Workflows page, create a new scheduled or event-based workflow. This workflow will trigger based on the criteria you set.
  2. The first task of your workflow should be your data extractor task. These tasks import data from an external source to Qualtrics. See available extractor tasks for more information about each available task
  3. The second task of your workflow should be your data loader task. These tasks tell Qualtrics where to save your imported data. See available loader tasks for more information.
  4. This step is optional, but useful for alerting you if something goes wrong. Use workflows notifications to get notified if the workflow ever fails.
Qtip: After setting up your workflow, click Run Immediately to to test your ETL workflow and ensure its working.
running an action immediately to test it
Qtip: You can add additional tasks to your ETL workflows. For example, add a web service task to post to a webhook.

Available Extractor Tasks

At this time, the following tasks are available for importing data into Qualtrics:

Available Loader Tasks

At this time, the following tasks are available for loading data into Qualtrics:

Troubleshooting Data Extracting and Loading Tasks

Incomplete Workflows

Data extractor and loader tasks must be used together. If you are missing a piece of their setup, the workflows editor will alert you.

Example: In this example, we are missing our data loader task. The workflows editor alerts us that our “import task is currently missing a destination.”
the "missing a destination" error message
Example: In this example, we are missing our data extractor task. The task editor alerts us that “you need to add at least one data source task.”
creating a loader task without an extractor. the task alerts you to set up an extractor first

Workflows Failing

If your tasks are failing or not firing properly, the first place you should look is Workflows reporting & history. This will contain information about every time your workflow fired and the results of that workflow.

In reporting & history, each piece of your workflow will have its own entry, making it easy to pinpoint where things went wrong.

Example: In the below example, we are using an extract data from SFTP files task and a load data into XM Directory task. We can see that the extractor task failed but the loader task succeeded. This means our extractor task is misconfigured, but our loader task is OK.
the reporting section. the extract task failed but the load task succeeded

After identifying the problem, you can click View under Details to see more information to help you diagnose how to fix the problem. This will pull up the JSON payload for the task. Scroll down to the Task Output section to find any errors.

Example: In this example, we see that the task failed because the connection had invalid parameters for an extract data from SFTP files task.
the task output section of a failed action giving the error why it failed

After editing your workflow and fixing the problem, you can return to reporting & history and click Retry to rerun the workflow.
the retry button for retrying a failed workflow

Specific Use Cases

Check out the following pages for specific use cases and workflow setups.