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Survey Configuration

Configure survey integrations to collect and display survey responses in DMS.

Overview​

DMS integrates with survey platforms to:

  • Receive survey responses via webhooks
  • Match responses to users automatically
  • Display responses to users with visibility rules
  • Aggregate and analyze response data

Supported Platforms​

Qualtrics​

Industry-leading survey platform with robust webhook support.

Features:

  • Real-time webhook delivery
  • Rich response data
  • Automatic user matching

Setting Up Qualtrics​

1. Create Survey Definition​

  1. Go to Surveys > Definitions
  2. Click Add Survey
  3. Configure:
    • Survey ID: From Qualtrics (e.g., SV_abc123)
    • Survey Name: Display name
    • Email Field: Field containing respondent email
  4. Save

2. Configure Webhook in Qualtrics​

  1. In Qualtrics, open your survey
  2. Go to Workflows
  3. Create a workflow triggered by Survey Response
  4. Add a Web Service task
  5. Configure:
    • URL: https://your-domain.com/api/webhooks/qualtrics/{tenant_id}
    • Method: POST
    • Body: JSON with all embedded data

3. Test the Integration​

  1. Submit a test response
  2. Check Surveys > Responses in DMS
  3. Verify the response appears

Survey Definitions​

Creating a Definition​

{
  "survey_id": "SV_abc123",
  "survey_name": "Event Feedback",
  "provider": "qualtrics",
  "email_field": "RecipientEmail",
  "default_visibility_rules": [
    {
      "rule_type": "attribute_match",
      "rule_config": {
        "attribute": "registration_status",
        "value": "confirmed"
      }
    }
  ]
}

Configuration Options​

FieldDescriptionRequired
survey_idSurvey identifier from providerYes
survey_nameDisplay nameYes
providerSurvey platformYes
email_fieldField for user matchingYes
default_visibility_rulesRules for new responsesNo

Email Field Mapping​

The email_field tells DMS which field contains the respondent's email:

ProviderCommon Email Fields
QualtricsRecipientEmail, EmailAddress, Q_Email

Response Matching​

When a response is received:

  1. DMS extracts the email from email_field
  2. Searches for a user with that email
  3. If found, associates the response with the user
  4. If not found, stores response with null user

Matching Status​

  • Matched: Response linked to existing user
  • Unmatched: No user found, response stored for later matching

Re-matching Responses​

If users are added after responses arrive:

  1. Go to Surveys > Unmatched Responses
  2. Click Re-match All
  3. DMS will attempt to match based on email

Visibility Rules​

Default Rules​

Set rules that apply to all new responses:

  1. Edit the survey definition
  2. Configure Default Visibility Rules
  3. Save

New responses will automatically have these rules.

Applying to Existing Responses​

To update existing responses with new rules:

  1. Edit the survey definition
  2. Click Apply Rules to Existing
  3. Confirm

Dynamic Rules​

Rules can use survey response data:

{
  "rule_type": "attribute_match",
  "rule_config": {
    "attribute": "response.satisfaction",
    "value": "Very Satisfied"
  }
}

Viewing Responses​

Response List​

  1. Go to Surveys > Responses
  2. Filter by survey
  3. View response summaries

Response Details​

Click a response to see:

  • Full response data
  • Matched user information
  • Visibility rules
  • Timestamps

Export​

Export responses for analysis:

  1. Select responses or "All"
  2. Click Export
  3. Choose format (CSV, JSON)

Analytics​

Response Metrics​

  • Total responses
  • Matched vs unmatched
  • Response rate over time
  • Average completion time

Survey-Specific Analytics​

Depends on your survey questions. Common metrics:

  • Satisfaction scores
  • NPS calculations
  • Question-by-question breakdowns

Troubleshooting​

Responses Not Arriving​

  1. Check webhook URL is correct
  2. Verify tenant_id in URL
  3. Check Qualtrics workflow is active
  4. Review Qualtrics delivery logs

Responses Not Matching Users​

  1. Verify email_field configuration
  2. Check if user emails match exactly
  3. Look for leading/trailing spaces
  4. Ensure users exist before response submission

Visibility Rules Not Working​

  1. Check rule configuration
  2. Verify user has required attributes
  3. Test with admin account (bypasses rules)
  4. Review rule evaluation in activity log

Best Practices​

Survey Design​

  • Include email as an embedded data field
  • Use consistent email collection across surveys
  • Test webhook delivery during development

User Management​

  • Sync users before launching survey
  • Keep user emails up to date
  • Handle email changes carefully

Response Handling​

  • Review unmatched responses regularly
  • Apply visibility rules thoughtfully
  • Monitor response rates