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XM Directory Triggers in Workflows

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About XM Directory Triggers in Workflows

Workflows are the new and improved way to integrate with XM Directory and automate tasks, and will eventually fully replace XM Directory triggers, including Message triggers and Automatic list enrollment. To get ahead of this change, we recommend following the instructions on this page to create workflows with the same functionality as triggers.

Qtip: Any existing triggers within XM Directory will be migrated automatically by Qualtrics.

Automatic List Enrollment in Workflows

Attention: Filtering by “Any field” or “Email domain” is not possible in Workflows.

Automatic list enrollment allows you to automatically sort new contacts into certain lists based on various information about them. This feature affects new contacts.

After the workflow is set up, it will run when a contact is added to your directory. This contact will then be added to the specified list if conditions are met.

Example: You have ongoing surveys that you run for several different cities. You get a lot of people requesting to be added to these surveys, and wish you could have them automatically added to the relevant contact list as they are uploaded to the directory, instead of needing to manually add them to each list.
  1. Navigate to your XM directory.
    creating a new workflow from the directory
  2. Go to the Workflows tab.
  3. Click Create a workflow.
  4. Select Started when an event is received.
  5. Select Experience iD change.
    selecting experience id change event
  6. Select Contact data change.
    selecting "contact data change" as what triggers the workflow
  7. Click Next.
  8. Select the directory you want to use for this event.
    configuring event settings
  9. Select Contact data has been created.
  10. Click Add embedded data field if you want to add embedded data fields for use in your workflow. This step is optional. The fields you add can be used in the tasks and conditions within your workflow.
  11. Click Save.
  12. If desired, click the plus sign ( + ) and select Add a condition. See Setting Conditions for an Experience ID Change Event for more information.
    button to add a condition within the workflow
  13. Click the plus sign ( + ) and select Add a task.
    button to add a task within the workflow
  14. Select Update XM Directory contacts. For more information on this task, see the Update XM Directory Contacts Task support page.
    selecting the Update XM Directory contacts task in workflows
  15. Select the directory to import contacts to.
    configuring the update xm directory contacts task
  16. Select the list you want to add new contacts to.
  17. Review the fields that have been selected for merging newly added contacts. See Merging Newly Added Contacts for more information.
  18. Use the dropdown to select the Contact ID field from the XM Directory field column on the right for inclusion in your new contact.
  19. Select the {a} icon in the Source Field column and select Contact ID to insert piped text as your field value.
    Attention: Make sure to select a source field for Contact ID so your contacts are added to the list correctly.
  20. Once you’ve finished mapping all of your import fields, click Next.
  21. Click Save.

Message Triggers in Workflows

Attention: Filtering by the following fields is not possible in Workflows:

  • Contact info: Any field
  • Contact info: Email domain
  • Mailing list membership
  • Statistics

Message triggers allow you to send an email when a contact is added to a chosen mailing list. This email can go to any colleague you want, regardless of whether they have a Qualtrics account, or to the contact themselves.

After the workflow is set up, it will run when a contact is added to your mailing list. An email will then be sent if the specified conditions are met.

  1. Navigate to your XM directory.
    creating a new workflow from the directory
  2. Go to the Workflows tab.
  3. Click Create a workflow.
  4. Select Started when an event is received.
  5. Select Experience iD change.
    selecting experience id change event
  6. Select Mailing List subscription change.
    selecting "Mailing list subscription change" as the trigger event
  7. Click Next.
  8. Select the directory you want to use for this event.
    configuring the event
  9. Select a contact list.
  10. Check the box for Is added to the list.
  11. Click Add an embedded data field if you want to add embedded data fields for use in your workflow. This step is optional. The fields you add can be used in the tasks and conditions within your workflow.
  12. Click Save.
  13. If desired, click the plus sign ( + ) and select Add a condition. See Setting Conditions for an Experience ID Change Event for more information.
    button to add a condition
  14. Click the plus sign ( + ) and select Add a task.
    button to add a task
  15. To send an email distribution without including a survey, select Email. To set up a survey distribution, select XM Directory.
    selecting an email task
  16. If you’re using the email task, configure your email. See the Email Task support page for more information. If you’re using the XM Directory task, select the Distribute survey option and configure your distribution. See Sending Email Distributions with the XM Directory Task for instructions.
  17. Click Save.