Qualtrics

Documentation Index

Fetch the complete documentation index at: https://docs.dovetail.com/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

Automatically import open-text survey responses from Qualtrics into Channels in real-time, where they’re analyzed and grouped into themes so you can track trends over time. If your survey pairs an open-text question with an NPS or CSAT question, Dovetail can pull the score across too — use Dashboards to visualize NPS and CSAT charts. When you set up the connection, you’ll pick one survey, choose which open-text questions to analyze, and optionally attach a single NPS or CSAT score question. Learn more about Channels →

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Prerequisites

• A Dovetail workspace with Channels enabled and your user has Can edit or Full access on the Channel you’re adding the source to.
• A Qualtrics account with permission to generate an API token and read the surveys you want to import.
• A Qualtrics API token and your data center ID (for example iad1).

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Set up the Qualtrics integration

You can set up the Qualtrics integration from Settings, when you create a new Channel, or when you Add source to an existing Channel.

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Authentication and permissions

Qualtrics uses an API token. Dovetail calls the Qualtrics REST API at your data center (https://<data center>.qualtrics.com/API/v3) and only ever reads — it lists your surveys, reads their question definitions, and exports responses. Nothing is written back to Qualtrics. The token inherits the permissions of the Qualtrics user who created it, so the surveys you see in the picker are the ones that user can access. If the token is regenerated or revoked in Qualtrics, the next sync will fail — generate a new token, then open the Qualtrics integration in Dovetail and update it.

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Configuration in detail

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Picking a survey

You can pick one survey per data source connection. Every active survey your API token can access appears in the picker. To analyze responses from more than one Qualtrics survey in the same Channel, add Qualtrics as a data source again with a different survey selected.

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Picking open-text questions

Within the chosen survey, you can select one or more open-text questions to import. Every selected question’s response becomes a turn in the same conversation per respondent, so if a survey has a “What went well?” and a “What could be better?” question, both answers from the same submission land on the same data point as a multi-turn exchange. Multiple-choice, ranking, and other closed questions don’t appear in this picker.

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Picking a score question (optional)

You can optionally pick one NPS (0–10) or CSAT (5-point scale) question from the same survey. Dovetail adds the score as a field onto the same data point as the open-text answer, which allows the channel to be selected as a source for NPS and CSAT charts in Dashboards. For NPS questions, Qualtrics also classifies each respondent as a detractor, passive, or promoter, and Dovetail brings that classification across as a field.

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What gets imported

Each survey response becomes one Channels data point, with the open-text answer (or answers) as the conversation content.

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Always imported

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Imported when configured

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Not imported

• Responses to questions you didn’t select. Only the open-text questions and the optional score question you chose are imported; other answers in the same survey are ignored.
• Embedded data and custom variables set on the survey or response.
• Respondent contact or panel data — names, emails, and directory attributes aren’t pulled.
• Choice labels for closed questions beyond the score field.
• Survey logic such as display, skip, or randomization rules.

Need a field that isn’t on this list? Let us know.

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Sync behavior

• Backfill window. When you first connect, Dovetail imports responses recorded within the period you selected.
• Ongoing sync. New responses sync in automatically after the initial backfill on the standard Channels cadence — Dovetail tracks the most recent recordedDate it has seen and pulls anything newer.
• Mechanics. Dovetail uses the Qualtrics Response Exports API, which runs asynchronously: Dovetail requests an export, waits for Qualtrics to build the file, then downloads and imports it. A large first backfill can take a little longer while Qualtrics prepares the export.
• Rate limiting. If Qualtrics rate-limits a request, Dovetail honors the Retry-After window and resumes automatically.

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Troubleshooting

My credentials won’t validate. Confirm the data center matches the prefix in your Qualtrics URL (for example iad1 from https://iad1.qualtrics.com) and that the API token is current. Regenerate the token under Account Settings → Qualtrics IDs → API if you’re unsure. My survey doesn’t show up in the picker. Dovetail only lists surveys the API token’s Qualtrics user can access. Confirm that user owns or has been shared the survey, or generate a token from an account that does. My question doesn’t show up in the score dropdown. Only NPS (0–10) and CSAT (5-point scale) questions are eligible as score fields. Other rating scales and closed questions aren’t supported as scores. My NPS scores aren’t importing. NPS questions created through the Qualtrics API can behave unexpectedly on export. Create the NPS question in the Qualtrics survey editor, or use a 0–10 scale question — Dovetail recognizes a 0–10 scale as NPS. Responses exist in Qualtrics but Dovetail says nothing imported. Likely causes:

• Every response in the backfill window skipped the open-text questions you selected. Dovetail needs at least one open-text answer to create a data point.
• The responses were recorded before your backfill window. Reconnect with a longer window, or wait for new responses.
• The API token was regenerated. Re-enter the current token on the Qualtrics integration in Dovetail.

I want to analyze multiple surveys in the same Channel. Add Qualtrics as a data source on the same Channel once per survey.

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Disconnect or delete the Qualtrics source

There are two distinct actions on a Channels source. Disconnect. Stops Dovetail from ingesting any new data from this source. Anything already imported stays in the Channel. To disconnect, open the Channel, go to the sources list, click ••• on the Qualtrics source, and select Disconnect. You’ll see:

Are you sure you want to disconnect [source name] from [Channel name]? This will immediately stop the Channel from ingesting any new data. Any data already imported from this source will remain in the Channel.

Delete. Removes the source and deletes every data point that was imported from it. This is permanent. To delete, click ••• on the Qualtrics source and select Delete. You’ll see:

Are you sure you want to delete [source name] from [Channel name]? This will delete all associated data points. This is permanent and cannot be undone.

To revoke API access entirely, regenerate or delete the API token in Qualtrics under Account Settings → Qualtrics IDs → API. That immediately invalidates any sync that tries to use it.