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Setup Qualtrics workflows for AI mining

This document outlines the step-by-step workflow to integrate Qualtrics survey responses into Journey AI using an automated export and ingestion process. The integration allows survey responses to be extracted, exported as CSV, and seamlessly ingested into a Journey workspace for immediate analysis and mining.

Prerequisites

  • Access to Qualtrics with at least one completed survey and existing responses.

  • Access to the Workflow Editor in Qualtrics.

  • Access for Journey AI (including integration tokens and bucket info).

  • Permissions to run and configure integrations.

Understanding data grouping options

Before you begin setup, it's important to understand how your file naming strategy will affect how TheyDo groups your survey data:

  1. Unique filename per survey - Each survey is set up with a unique filename/grouping key, creating separate data sources for each survey in TheyDo

  2. Unique filename per question - Each survey question is set up with a unique filename/grouping key, creating separate sources for each question in TheyDo

  3. Same filename for all surveys - All surveys are set up with the same filename/grouping key, clustering all surveys into a single source in TheyDo

Your choice depends on how you want to analyze the data in TheyDo:

  • Choose option 1 or 2 if you need more granularity in analyzing different surveys or questions separately

  • Choose option 3 if you prefer to have all survey data clustered together for unified analysis

In TheyDo

  1. Go to settings/integrations page

  2. Fill Step 1 of the form, select the Survey Workspace destination and the Integration Owner.

  3. For Step 2, keep this tab open and move to Qualtrics in another tab

From Qualtrics

1. Access Workflows

  • Log in to your Qualtrics account.

  • Click on Workflows in the left-hand panel.

  • Navigate to the Survey you want to export data from.

2. Create a new workflow

  • Click Create a Workflow.

  • Choose Scheduled Workflow

3. Set up a schedule

  • Please select a frequency - Daily (e.g., Daily, Weekly, Monthly, etc.). Please note we do not currently support Hourly frequency.

4. Add an export task

  • Click Add Task

  • Choose Extract responses from survey

  • Fill in the form, first selecting the survey, then optionally applying filter responses.

  • You can "download all fields" by checking the checkbox, and select the CSV file format.

  • Or you may want to filter out some columns which are not relevant: please set the export as you believe it brings most value regarding your usage for TheyDo.

5. Select the destination for the export:

  • Choose "Load data" in the left menu

  • Select "Load data to Amazon S3"

  • At this stage, give a name to your S3 Destination (Eg: TheyDo S3)

  • Now, go back to the TheyDo settings tab, and copy the Account Id and External ID in step two of the form:

  • Click "Create TheyDo credentials", and we'll create the Amazon Resource Name and Region for you to set up.

  • Go back to the Qualtrics tab, add the two fields, and finish the form. You'll now see the destination set up. Select it and proceed to the next step

6. Configure your filename strategy

In this form:

  • Select the extraction task for the Data Source

  • Copy the file name prefix from the TheyDo tab, and replace the brackets part with a name that follows your desired grouping strategy:

    • For separate sources per survey: Use a unique identifier for each survey workflow (e.g., 747823-32223/customer-satisfaction-survey)

    • For separate sources per question: Include question identifiers in your naming (e.g., 747823-32223/nps-question-1)

    • For clustering all surveys together: Use the same identifier across all survey workflows (e.g., 747823-32223/all-qualtrics-surveys)

  • Copy and paste the bucket name from the TheyDo tab

  • Keep the export type as CSV, and the delimiter as Comma

  • Please note, we're currently not offering the PGP key option

7. Activate the workflow

  • Click Activate Workflow to enable automatic exports. You can press "Run now" to test the export right away.

  • Monitor workflow runs under the History tab on Qualtrics.

In TheyDo

Once the first import is operational, you can move to the Datahub and check if you see the import from Qualtrics.

Troubleshooting

  • Review Workflow Status in Qualtrics, here you can test if the Qualtrics→TheyDo set up was made correctly

  • No responses are exported: Ensure your survey has responses and meets trigger conditions.

  • File format issues: Verify that your selected file format is supported by the external system.

  • Delivery failures: Check email addresses, cloud storage permissions, or API credentials.

For further assistance, contact our support team.

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