Did you know that you can automatically send an email notification to yourself or to someone else whenever a participant finishes a survey? This article will cover:

• Setting up an Email Trigger
• Sending Conditional Emails
• Customizing Email Trigger Messages
• Creating an Email Task

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Setting up an Email Trigger

To set up an Email Trigger:

1. Click the Tools dropdown.
2. Hover over Triggers.
3. Select Email Triggers.

Sending Conditional Emails

If you want to set conditions on when this email should send or who it should send to, click Add a Condition and enter your criteria. For example, if this is a follow-up email, you might only want it to send if the respondent entered an email address or if they want a copy of their results. This logic works the same as Display and Branch Logic.

Once you’ve determined what criteria is necessary for your email to send, enter the email address or addresses of the individuals to whom you would like your messages sent. You can include multiple email addresses in this trigger by separating them with a comma and a space.

Customizing Email Trigger Messages

If you want to send this email as a follow-up to a participant, click the {a} symbol in the Rich Content Editor for the message and choose either the question or the contact field (if you’re emailing your survey through Qualtrics) their email is stored in. This will create a string of Piped Text.

Next, copy and paste the Piped Text into the “To Email Address” field.

After entering these addresses, enter a subject and a message and choose when you want the email to send (immediately, 8 hours, 3 days, etc.).

By default, a copy of the respondent’s answers are included in the email, but you can deselect the Include Response Report option to exclude this copy. If you do include the copy, you can choose to show the full question text for each question in your survey or to allow longer questions to be truncated.

If you want some emails to go to certain recipients under some conditions and other emails to send to different recipients under different conditions (i.e. supervisors in different departments, a follow-up to the recipient and a report to you, etc.), you can add another email trigger. Place different conditions on this trigger, enter different recipients, and create different messages to create as many triggers as you need.

By default, Email Triggers send when a respondent finishes their survey. There are several additional considerations, however.

• If the Email Trigger doesn’t have a condition, and the respondent finishes their survey, the Email Trigger will send.
• If the Email Trigger doesn’t have a condition, and the respondent doesn’t finish their survey, the Email Trigger won’t send.
• If the Email Trigger does have a condition, and the respondent meets the condition but doesn’t finish the survey, the Email Trigger will send upon closing.
• If the Email Trigger does have a condition, and the respondent doesn’t meet the condition and doesn’t finish the survey, the Email Trigger won’t send upon closing.

Creating an Email Task

Another way to send an automatic email notification based on a condition or action is by setting up an Email Task in the Actions tab.

You can trigger emails to anyone for any reason. For example:

• Detractors can be emailed a custom message after filling out a questionnaire.
• Managers can be emailed when a referral is submitted.

Email Tasks work very similarly to Email Triggers. To set up an Email Task:

1. Go to the Actions tab, and click Add Action.
2. Set the condition that will cause the email to be sent. For example, if you want to send a follow-up to dissatisfied customers, you can send the email if recipients are Detractors, or select Extremely Dissatisfied.Note: If you want multiple conditions to be met together, use the All operator instead of Any.
3. Select Add Task, then Email.
4. Customize your email message with the recipient(s) (use the {a} menu to insert Piped Text), subject, and message.