Survey Definition Event

Suite
Customer Experience Employee Experience Strategy & Research
Product
Qualtrics
What's on this page

About Survey Definition Events

Survey Definition Events allow you to trigger Workflows based on changes to a project’s status. You can base your event on a survey being published, activated, or closed.

Qtip: To use this feature, you must be a Brand Administrator.

Example: You can create a workflow so that you’re notified every time a user in your license publishes a survey.

Setting up a Survey Definition Event

Click the navigation menu in the top-left corner.
on the global workflows page, clicking create a workflow and started by an event
on the global workflows page, clicking create a workflow and started by an event
Choose Workflows.
Qtip: You can also use this event in the Workflows tab of an individual project, instead.
Click Create a workflow.
Select Started when an event is received.
Select the Survey Definition Event.
choosing the survey definition event in the event selection window
choosing the survey definition event in the event selection window
Choose the project whose status changes should start the workflow. Select All to trigger the workflow whenever any of your projects have a status change.
new window where you select a project from a dropdown
new window where you select a project from a dropdown
Qtip: If you have multiple specific projects you want to use, select All, then use conditions to determine the specific projects.
Qtip: All projects that include a survey are compatible with this event. This includes standard survey projects, all Employee Experience projects, Conjoints and MaxDiff, Reputation Management, and even individual Pulse surveys.
Click Next.
Choose the survey status change that causes the workflow to trigger.
choosing the type of survey event to look for
choosing the type of survey event to look for

You may choose multiple statuses. Your options include:
  • Activated: Begin the workflow when a survey is activated.
  • Closed: Begin the workflow when a survey is closed.
  • Published: Begin the workflow when the survey is published.
Click Finish.
Click the plus sign ( + ) and then Add a conditions to build criteria that must be met before the workflow starts. See Setting Conditions for Survey Definition Events for more information about the conditions available for this event.
adding a task and conditions to the workflow
adding a task and conditions to the workflow
Click the plus sign ( + ) and then Add a task to decide what you want to happen when the workflow is triggered. Visit Defining Tasks for more information about each available task.
Example: For example, I can use an email task to automatically send my teammate an email letting them know that the survey data is ready to analyze.
Enable your workflow by clicking the On/Off toggle.

Qtip: Visit the Reporting & History tab if you need to troubleshoot your workflow or see a log of when the workflow fired.

Setting Conditions for Survey Definition Events

When creating conditions for a survey definition event, you can base your conditions on the following fields:

the available fields for basing a condition for a survey definition event
the available fields for basing a condition for a survey definition event
  • Event Type: Choose between Activated, Closed, or Published.

  • Survey ID: This is the Survey ID for the survey that should trigger the workflow.

    Qtip: You can only use this condition for projects that have a survey ID beginning in SV_.

  • Survey Data: Create a condition based on various survey data fields, such as when the survey was last modified or a survey owned by a specific user.
    • Creator ID: The user ID of the user who originally created the survey.
    • Last Activated: The time when the survey was last activated.
    • Last Modified: The time when the survey was last edited.
    • Organization ID: The ID of the organization that owns the survey.
    • Owner ID: The user ID of the user who owns the survey.
    • Question Count: The number of questions in the survey.
    • Survey Name: The survey’s name.
    • Survey Status: The survey’s status.

For a guide to combining different conditions, see Creating Conditions.

FAQs

Do I have access to all extensions available through the Workflows templates?

Is there a link to all Workflows events and tasks?

What are Workflows templates?

What are workflows? / Where are actions?

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