Managing a Single Directory Contact

About Managing a Single Directory Contact

When you are inside the Directory Contacts tab, you can edit individual contacts by selecting the checkbox to their left.

When you select a directory contact, a menu opens to the right containing information about the contact.

Contact Attributes and Editing a Contact

The Attributes section contains contact information such as the following editable fields:

• First Name
• Last Name
• Email
• Directory status (whether the contact is opted in or out)
• Reference ID (External Data Reference)
• Phone Number
• Language

The “Summary” section contains the fields listed above. The “Demographics” section contains common demographic fields you may want to save to your contacts (which can be manually edited in the directory, or collected from certified questions). The “Embedded data” section displays the embedded data assigned to the contacts.

Editing a Contact’s Info

1. Select the contact you wish to edit. Make sure only one contact is selected.
   
2. Click the 3 dots.
3. Select Edit.
4. Enter the desired values for the fields shown. You’ll be able to adjust contact info (including whether the contact is opted into the directory or not), demographics, and embedded data.
   
5. When finished, click Confirm.

Adding Embedded Data to a Contact

Sometimes, instead of just editing a value, you’ll want to add a whole new embedded data field to the contact. Doing so is quick and easy.

1. Select the contact.
   
2. Navigate to Attributes.
3. Under Embedded data, click Add attribute.
4. Type a name for the embedded data.
   
5. Type a value.
6. If you wish to add more fields, click Add attribute and repeat the steps to name and add a value to your new field.
7. When finished, click Confirm.

Lists a Contact Belongs To

The Lists section has every mailing list, sample, and segment the contact belongs to. This section will display whether the contact was opted out of lists and segments, and gives you the option of changing this. You can also choose to just remove the contact from the mailing list.

Contact Statistics

The Statistics section contains information on the number of times the contact has been sent invites, and when.

• Last Invite Received: The date of the last invitation received.
• Last Response: The date of the last response the individual completed. Surveys started but not completed do not count here.
• Total Invites: How many invites the contact has received in total, regardless of list or distribution.
• Total Responses: How many responses the contact has given in total, regardless of survey. Surveys started but not completed do not count here.
• Response Rate: The percentage of the time that this contact responds to surveys they are invited to. Incomplete responses are not counted.

Touchpoint Timeline

In the Timeline, you can access a timeline of all the touchpoints with a contact. This is a great way to get a broad visual view of all the times you’ve contacted someone, and all the feedback they’ve provided.

The timeline is only viewable when you select one contact at a time; selecting multiple contacts will hide this feature.

Accessing the Timeline

Once you select the desired contact, click on the Timeline tab.

Once in the Timeline tab, you can view the list of interactions from this contact, categorized by project.

Qtip: To filter the touchpoint timeline by interaction type, click the dropdown and select a filter.

Opening up Touchpoints for Review

Click the arrow next to each touchpoint to view more information on that interaction, including a list of response data. To view the contact’s entire survey response, click View more details.

Enriched Data

For projects with Text IQ enabled, the sentiment and actionability data can be seen under the project touchpoint.

To view more details on enriched data, click the arrow next to the survey response and view the Enriched data section.

Contact Actions

Contact actions can be accessed by clicking the 3 dots next to a contact’s name in the menu.

These actions include:

• Edit contact
• Add to/Remove from list
• Opt-out from / Opt-into the directory
• Delete contact

Adding & Removing the Contact from a List

Adding a Contact to a List

1. Select the contact(s) you wish to add.
   
2. Click the options icon.
3. Select Add to List.
4. Select the list you wish to add them to.
   
5. Click Add.

Removing a Contact from a List

1. Select the contact(s) you wish to remove.
   
2. Click the options icon.
3. Select Remove from List.
4. Select the contact list you wish to remove them from.
   
5. Click Remove from X list(s).

Opt-out & Opt-in

Opting a contact out of the entire directory will prevent them from receiving any mailing from any list they are a part of. They also will not be able to receive emails sent to just them. You can reverse this at any time by opting them back in.

Once you’ve selected the contact(s) you wish to opt out or opt in, click the dropdown and select either Opt-out or Opt-in.

A warning window will ask if you’re sure.

Contacts can be opted-out on multiple different levels. See Opt Out Behavior to see how these levels interact with each other.

Opt-out Behavior

In Qualtrics, you can be opted-out of messages on multiple levels. This section will explain the various opt-out levels, and how contacts can be opted-in and opted-out of these levels at any time.

Directory

The directory contains all contacts for your organization. It is the highest level that a contact can be opted-out of.

When a contact is opted-in at the directory level, they will receive messages from you unless they are opted-out on a more specific level (e.g., the contact is opted-out of a mailing list).

When a contact is opted-out on the directory level, they will not receive any messages from you.

To change the opt-out status of a contact on the directory level, see Managing a Single Directory Contact.

Mailing Lists & Samples

Mailing lists and samples are collections of contacts in your directory. By default, contacts are opted-in to all mailing lists and samples they are added to.

When a contact is opted-in on the mailing list or sample level, they will receive messages sent to that list. However, the contact will not receive any messages if they are opted-out on the directory level.

When a contact is opted-out on the mailing list or sample level, they will no longer receive messages sent to that list. However, the contact could continue to receive other messages, either sent to the entire directory or to another list that the contact is in. Additionally, the contact could be removed from the list and re-added, causing them to be opted-in again.

To change the opt-out status of a contact on a mailing list or sample level, see Managing Contacts in a Mailing List.

Segments

Segments are collections of contacts organized by their attributes.

When a contact is opted-in on the segment level, they will receive messages sent to that segment. However, the contact will not receive any messages if they are opted-out on the directory level.

When a contact is opted-out on the segment level, they will no longer receive messages sent to that segment. Additionally, if a contact is automatically removed from a segment (due to its attribute changing) and then added to the segment again, then the contact will remain opted-out.

To change the opt-out status of a contact in a segment, see Managing Contacts in a Segment.

Delete Contact

Deleting a contact from the directory removes them from the directory and all of the mailing lists they are in. Once you delete a contact, it is irretrievable.

Once you’ve selected the contact(s) you wish to delete, click the dropdown and select Delete Contact.

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.

FAQs