Survey Platform - Email Triggers | Qualtrics

Email Triggers

Introduction

Whether you need to know about a response immediately or send a follow-up email to your respondents, Email Triggers provide a simple solution. Email Triggers allow you to send an email notification to someone when a survey response is completed and specified conditions are met.

Example: You can use Email Triggers for a variety of cases, such as a whistle-blower survey that triggers an email to HR when fraud is reported or a scheduling survey that sends your respondents a record of which events they signed up for.

Setting Up an Email Trigger

By default, an Email Trigger will send an email to your email address any time a respondent completes the survey. These and many other options can be configured by following the steps outlined below.

To set up an Email Trigger

  1. Navigate to the Survey module and click Tools.image12
  2. Hover over Triggers and select Email Triggers.image03
  3. Click Add a Condition to set the trigger to send when the survey is completed AND a specified condition is met (if you choose not to add a condition, the Email Trigger will be sent any time a respondent completes the survey).image06
    Qtip: A partial complete will only cause an Email Trigger to send an email if the trigger has a condition that was met by the partial complete. Otherwise, partial completes will not cause an Email trigger to send an email when recorded.
  4. Fill in the To Email Address form field with the recipient’s email address if it is different from your default email.

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    Qtip: You can send the Email Trigger to multiple individuals at once by adding comma-separated emails in this field. See the Triggering Email to Respondents section below for more options and information.
  5. Fill in the From Name and Reply-To Email form fields (if you leave the Reply-To-Email blank, the default trigger@qemailserver.com will be used).image07
  6. Type a Subject and a Message for your trigger. Use the Rich Content Editor features to customize your message.image08
  7. Select the When dropdown menu to choose how long of a delay should be applied to the trigger (by default, it will send immediately after a respondent finishes the survey, but you can choose different delay times from as short as one hour to as long as 28 days).image04
    Qtip: Because of the nature of how emails are triggered, it is not possible to specify the exact time and date that the email will send (since the specified date may already have passed by the time the respondent finishes their survey).
  8. Decide if Include Response Report and Show Full Question Text are appropriate for this email.image02
    Qtip: Include Response Report adds a summary of the questions and respondent’s answers to the body of the email (as well as includes a link to an online version). Show Full Question Text displays the entire text for each question in the response report instead of clipping longer text.
  9. Click Save Triggers to save and return to the Survey module.image11
    Qtip: Remove an Email Trigger by clicking Finish Editing and then Delete.

You can add as many Email Triggers as you want, changing the conditions or recipient email addresses as needed.

Triggering Emails to Respondents

If you are distributing your survey through a contact list or you ask respondents for their email addresses in the survey, you can use Piped Text code to dynamically update the email address the Email Trigger sends to (rather than using a fixed email address).

To use Piped Text to send an Email Trigger

  1. Click the Piped Text {a} icon in the Message section of the trigger.image09
  2. Select the survey question used to collect the respondent’s email address or the contact list field for the recipient’s email address.image10
  3. Copy the Piped Text code that is generated.image01
  4. Paste the Piped Text code into the To Email Address form field.image00