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Google Sheets Task

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About the Google Sheets Task

Automate your workflows by bringing the data you collect into the softwares you and your collaborators use most. The Google Sheets task allows you to automatically add new survey responses as new rows to a Google Sheet.

Qtip: This feature is available to any user with access to workflows.

Data Edits

For this extension, survey retakes are always treated as a unique new response and added as a new row of data, rather than rewriting old data.

Any edits made to previously collected data in Qualtrics will not be reflected in Google Sheets.

Creating a Google Sheet

Before you start, make sure you’ve already created a Google Sheet where you plan to import the data, and make sure you know the file’s name. If the file you’re planning to use was created by someone else, make sure they’ve given you editing access.

The Google Sheet doesn’t need to have data in it yet, but if you plan to add to an existing sheet (tab), it must have column headers set up before you set up your automation in Qualtrics. See the example below.

Screenshot of a google sheet that has columns for stuff like StartDate, Overall Rating, Customer Effort Score, Contact Frequency, and so on.

Make sure you don’t have duplicate column names in your sheet. Do not use quotes ( ) in column names.

Do not edit a sheet after connecting to the Qualtrics extensions, or it may not work correctly.

Qtip: This feature allows you to add new rows or sheets of data to an existing file – it does not allow you to create a new file.

Connecting a Google Drive Account

Before you can use the Google Sheets task, you must connect a Google Drive account for Qualtrics to import data to. Accounts may be added by Brand Administrators for other users in the brand to use, or by individual users for their personal use.

Adding an Account as a Brand Administrator

If you are a Brand Administrator, follow the steps in this section to add a Google Drive account for some or all users in your license to use.

  1. Using the navigation menu in the top left, go to Admin.
    Admin button in the global navigation
  2. Go to Extensions.
  3. Click the Google Sheets extension.
  4. Click Add Account.
  5. Give the account a name. This name is used for organizational purposes and to identify the account.
  6. Click Connect Account.
  7. Proceed to log into your Google Drive account.
    Screenshot of the google login screen, but with the Qualtrics xm logo on top

For more on managing which users have access to this account, see Determining Who Can Use an Extension Account.

Adding an account as an Individual User

Follow the steps in this section to add a Google Drive account for your personal use. Only you will be able to use the account that you connect.

  1. Follow the steps in Setting Up a Google Sheets Task section until you get to the step where you select an account to use.
  2. Click Add user account.
    Image of the "Choose account" window while setting up the task - button for adding the account is in the upper-right
  3. Give your account a name. This name is used for organizational purposes and to identify the account.
  4. Click Connect account.
  5. Proceed to log into your Google Drive account.
    Screenshot of the google login screen, but with the Qualtrics xm logo on top

Setting Up the Google Sheets Task

  1. Navigate to the Workflows tab of a survey, or the global Workflows page.

    Qtip: To link this to a particular survey’s responses, we recommend starting in the Workflows tab of a survey.
  2. Click Create a workflow.
  3. Create either a scheduled or event-based workflow. See Scheduled vs. Event-Based Workflows for more information.
    Qtip: To automatically add this survey’s data to your Google Sheets, this should be an event-based workflow.
  4. Determine the schedule for your action (if scheduled) or choose the event that begins the action (if event-based).

    Qtip: To automatically add this survey’s data to your Google Sheets, this should be a survey response event with at least Newly created responses selected.
  5. If desired, click the plus sign ( + ) then Conditions to add conditions to your action, which determines when the action runs.
    Qtip: For more information on building conditions in workflows, see Creating Conditions.
  6. Click the plus sign ( + ) and then Task.
  7.  Select Google Sheets.
  8. Choose the Google account to add data to. Any accounts added by Brand Administrators, as well as accounts you’ve added yourself, will be listed here.
  9. If you want to add new account credentials, click Add new account and follow the steps in the connecting a Google Drive account section.
  10. Click Next.
  11. Select a Google Sheets file. You will be able to search it by name if it doesn’t show up at the top of the list.
  12. Select the sheet (tab) of the file you’d like to add data to. You can choose one of the following:
    • Create a new sheet in your file. If you select this option, you will need to name the new sheet.
    • Add to an existing sheet the file. Make sure the sheet already has headers inside it.

      Qtip: Don’t see the changes made in a Google file reflected to Qualtrics yet? No problem. In Qualtrics, click Back in the lower-left of the window, then re-select the account you want to connect to. This will reload the data pulled from Google, so any new files or columns will appear.
  13. Click Add Field to define another column of data in your Google Sheet.
  14. Under Header, put the header of the column / name of the field. You will type the name of this column if you’re making a new sheet, and select from a list of existing columns if you’re using an existing sheet.
  15. Under Data, enter the value for that field. We recommend using the piped text button ( {a} ) to dynamically link the respondents’ answers to the columns. See Tips for Mapping Piped Text to Columns.
  16. When you’re finished adding all your fields, click Save.

Tips for Mapping Piped Text to Columns

For more information on piped text, see the linked support page.

Qtip: You cannot use double quotes when using piped text.
  • Piped text can be used to pull data from the following:
  • When you’re adding the piped text for a question, the “Selected Choices” option will dynamically paste the answer the respondent selected into the field.
  • When you’re adding the piped text for a question, the “Selected Choices – Recode” option will dynamically paste the numeric value of the answer the respondent selected. Make sure your recode values are set before you collect data, though – because you’re ingesting data into Google as it’s submitted to Qualtrics, any changes you make to recode values later will not be reflected in Google files.
  • “Panel fields” refers to contact list information. This will only be relevant if you distributed your survey with a method that required a contact list. (Email, SMS, authenticator, personal links, etc.)
  • You can type values in the fields instead of using piped text, but we don’t always recommend doing this, since that means every respondent will have the same value for that field. It could be useful if you are using conditions in your actions to dynamically assign different values to different groups of respondents, but even then, it is often better to use logic and embedded data to assign values, and pipe that embedded data’s value into the Google Sheet; that way data is saved in the survey response and the Google Sheet, not just the Google Sheet.
    Example: In the image below, the field “Name” is an example of a field where everyone will get the exact same value, because information was typed into the field, instead of using piped text. “Treatment Group” will vary based on the embedded data that respondents have been assigned, because it is piped text for a given field.
    Image of a google sheet task filled out as described