Adding Directory Contacts

About Adding Directory Contacts

The Directory Contacts tab contains all the contacts added to your organization’s directory. Any contacts added to a mailing list are added to this directory automatically, but you can also add people straight to the directory itself by using the Add directory contacts button.

Projects That Can Use XM Directory Contacts

You can use XM Directory to build contact lists and send invitations for several types of Qualtrics projects. However, not every Qualtrics project type is compatible with XM Directory.

XM Directory can be used to send the following:

• Survey projects
• Conjoint / MaxDiff
• Certain non-EX XM Solutions

However, XM Directory contact data is completely separate from the employee / participant information saved in the Employee Directory. That means that data edited in one directory will never affect the other. XM Directory cannot be used to distribute any Employee Experience (EX) projects, including Engagement, Pulse, 360, and more.

Available Contact Fields

Whether you’re uploading a CSV or TSV of contacts or manually typing them out, there is certain information you must include for your contacts.

• FirstName: The contact’s first name.
• LastName: The contact’s last name.
• Email: The contact’s email address. It’s recommended that you merge duplicates off this field.
• ExternalDataReference: Extra information about the contact. This is most often used to store data such as an employee or student ID. It can be used to log into authenticators and configure how the directory merges duplicates.
• Embedded data: Embedded data are additional fields containing whatever field you want. These do not have to follow a particular naming convention. In the screenshot above, Department, City, and Country are all embedded data.
  Qtip: Embedded data names have a maximum of 200 characters. Values should be a maximum of 1024 characters each.
  Warning: All embedded data fields were previously case-sensitive. For a vast majority of users, embedded data is no longer case-sensitive, meaning “test” and “Test” would be treated as the same field. However, we still advise matching cases as a best practice, since there is a small portion of accounts where this change has not been made.
  Warning: Do not use Points as an embedded data field since it is a reserved field in the XM Directory. Additionally, do not use any of the other Qualtrics default fields.
• Language: An optional column that identifies the contact’s language using language codes.
• Phone: An optional column that identifies the contact’s phone number. See the SMS Distributions support page for accepted phone number formats.

Date and Time Data

If you have embedded data saved in a date format, you can use a filter to search for future dates or dates that happened recently. To search by date, the date field must be in ISO-8601 format, with times in UTC. (I.e., YYYY-MM-DDT-HH:mm:ss+ZZZZ . More information about these symbols can be found on the Date Format Syntax support page).

Upload a File

1. Click Add directory contacts.
   
2. Click Upload a File.
   
3. In Excel, create a document with the required fields and save it as a CSV or TSV. Or, click Download a sample template, fill out the appropriate columns, add any desired embedded data, and save the file.
   
4. When the file is ready, drag and drop the file into the space provided, or click Select a file and select the file from your folder.
5. Click Next.
6. Review the contact import conditions. Any directory-wide rules for merging duplicate contacts will show up here. These rules are set up in directory settings, and will apply to the contacts in your file.
   
   Qtip: Access to the Directory Settings tab requires the Manage Directory permission. Talk to your Brand Administrator if you’re interested in getting access to this setting.
7. Review the fields in your file to make sure the information looks right. If a field has not been properly recognized, click on the field name to view a dropdown of options and select the correct field.
   Qtip: If the data is not formatted correctly in the preview (e.g., bunched up instead of divided into columns), your data may not be separating (or “delimiting”) correctly. To fix this, select the blue Show Options link and choose a different Delimiter and/or Enclosure.
   Qtip: If a contact is uploaded with an empty embedded field that already has a value stored in that field, the field will not be overwritten and the current value will remain.
8. Click Upload the file to upload the contacts to your directory.

Troubleshooting File Imports

Qualtrics makes it easy to check on the status of your contact imports and fix any errors that may have occurred. We provide a line by line file of each contact and information about whether it was imported correctly. This serves as a reference so that if your contacts fail to import, you can identify what the issue was, fix the file, and try again.

To get a detailed status of your import:

1. After uploading your file, click the toolbox icon in the top-right corner of the Directory Contacts tab.
   
   Qtip: If importing contacts to a specific mailing list, you can click the toolbox from inside the mailing list, too.
2. Click View import details.
3. Review the summary of the import. This will include how many contacts were created, how many contacts were updated, and how many contacts failed to import. Additionally, your import will be assigned a Progress ID, which is useful to have on hand if you need to contact Qualtrics Support.
   
4. To download your error report file, click Download a report.
   
   Qtip: Depending on the size of your upload, it may take a few moments for the report to generate.
5. Open the file in a spreadsheet editor on your computer, and review the file for any contacts that failed. The column most useful for identifying failed contacts is the ImportStatus column. More information about each column is below.

Error Report Fields

Below is a description of each field in the error report:

• SourceIndexId: The index, or row ID, of the contact in the import file.
• Email: The email address associated with the contact.
• ContactId: The ID of the contact in your directory.
• ImportStatus: The import status for the contact. Values include: Added, Updated, and Failed.
• ImportStatusCode: The status code for the import. See the next section for a list of codes and their meanings.
• TransactionId: If applicable, the Transaction ID of the contact upload or update.
  Qtip: You can set up transactions when using a contact import automation, or when adding contacts via API.
• TransactionStatus: If applicable, the status for the transaction. Values include: Added, Updated, and Failed.
• TransactionStatusCode: The status code for the transaction. See the next section for a list of codes and their meanings.
• ContactListContactId: If adding contacts to a mailing list or creating a new list, the ID of the contact in the specific mailing list.
• ContactListContactStatus: If adding contacts to a mailing list or creating a new list, the status of the addition or update. Values include: Added, Updated, and Failed.
• ContactListContactStatusCode: The status code for the contact in the mailing list. See the next section for a list of codes and their meanings.

Status Codes

Below is a list of possible status codes and their descriptions.

Troubleshooting Other Errors

• Your file has a field or multiple fields that exceed the character limit. Review the character limits below:
  • Language: 20
  • First name: 100
  • Last name: 100
  • Email address: 254
  • Phone number: 20
  • External reference: 100
  • Embedded data field: 200
  • Embedded data value: 1,024

Manual Input

1. Click Add Directory Contacts.
   
2. Select Manual Input.
   
3. Review the contact import conditions. Any directory-wide rules for merging duplicate contacts will show up here. These rules are set up in directory settings, and will apply to the contacts you enter.
   
4. Fill out the available fields. You can type in or copy and paste contact information.
5. Click the plus sign (+) to add an additional column for embedded data. Remember, these can be whatever you want.
6. Click Next to upload your contacts.

Adding Contacts from Digital Intercepts

You can automatically add contacts into your XM Directory from any digital intercepts you may have created. More information on how to set up automatic contact creation in Website / App Feedback projects can be found on the XM Directory Integration with Digital Intercepts support page.

FAQs