How to set up Qualtrics workflows for AI mining

Qualtrics Workflows lets you automatically export survey responses to TheyDo's Data Hub — so they're ready for AI insight mining without any manual steps.

This guide walks you through the full setup process.

Before you start

  • You have access to Qualtrics with at least one completed survey that has responses.
  • You have access to the Workflow Editor in Qualtrics.
  • You have integration-management permission in TheyDo.
  • The Qualtrics Workflows integration is available on the Management and Strategic plans.

Understand your data grouping options

Before you begin, decide how you want your survey data grouped in TheyDo. Your filename strategy controls this:

  • One filename per survey — creates a separate data source per survey
  • One filename per question — creates a separate data source per question
  • Same filename for all surveys — clusters all surveys into a single source

Choose based on how granular you need your analysis to be in TheyDo.

Step 1: Start setup in TheyDo

  1. Go to Settings > Integrations in TheyDo.
  2. Find Qualtrics Workflows and select Enable.
  3. Fill in Step 1 of the form: select your Survey Workspace destination and Integration Owner.
  4. Keep this tab open and move to Qualtrics in another tab.

Step 2: Set up the workflow in Qualtrics

Access Workflows

  1. Log in to Qualtrics.
  2. Click Workflows in the left panel.
  3. Navigate to the survey you want to export from.

Create a new workflow

  1. Click Create a Workflow.
  2. Choose Scheduled Workflow.
  3. Set the frequency — daily, weekly, or monthly. (Hourly is not currently supported.)

Add an export task

  1. Click Add Task.
  2. Choose Extract responses from survey.
  3. Select your survey and apply any filters you need.
  4. Choose CSV as the file format.

Step 3: Connect to Amazon S3

  1. In the next task step, choose Load data then Load data to Amazon S3.
  2. Give your S3 destination a name (e.g., TheyDo S3).
  3. Go back to your TheyDo tab and copy the Account ID and External ID from Step 2 of the form.
  4. Click Create TheyDo credentials — TheyDo will generate an Amazon Resource Name (ARN) and Region.
  5. Return to Qualtrics and enter the ARN and Region to complete the S3 destination setup.

Step 4: Configure your filename

  1. Select the extraction task as the data source.
  2. Copy the file name prefix from TheyDo and replace the bracketed section with a name that matches your grouping strategy:
    • Separate sources per survey: 747823-32223/customer-satisfaction-survey
    • Separate sources per question: 747823-32223/nps-question-1
    • All surveys together: 747823-32223/all-qualtrics-surveys
  3. Copy the bucket name from TheyDo.
  4. Keep the export type as CSV with Comma delimiter.

Step 5: Activate the workflow

  1. Click Activate Workflow.
  2. Optionally, click Run now to trigger an immediate test export.
  3. Monitor runs under the History tab in Qualtrics.

Step 6: Confirm in TheyDo

Once the first export runs, go to Data Hub in TheyDo and check that the Qualtrics data is appearing. From there, you can use it for AI insight mining in your journeys.

Exporting to multiple workspaces

To send the same survey to multiple TheyDo workspaces:

  1. In TheyDo, go to the Qualtrics Workflows integration and select + Instance. Follow the setup steps for the new workspace.
  2. In Qualtrics, open the existing workflow and add a new Load to Amazon S3 task. You can re-use the existing S3 account — just select it from the list.

Troubleshooting

  • No responses exported: Check that your survey has responses and meets the trigger conditions.
  • File format issues: Verify that CSV with Comma delimiter is selected.
  • Delivery failures: Check S3 permissions, AWS credentials, or whether the workflow is activated.

For further help, reach out to support.