Creating workflows for Qualtrics users

Create workflows that use Oomnitza integration points such as creating and updating users to automate complex tasks and business processes. Surface key information in operational dashboards and create scheduled reports to share knowledge with your colleagues

To monitor SaaS usage, use the integration point to retrieve SaaS roles (otherwise known as Resource Types) and the user's last login date. You can also use the integration point to deactivate the SaaS records in Oomnitza that were removed from the SaaS application. 

Before you start

Before you create workflows, you should first create an extended integration for Qualtrics users. You can use the information retrieved in these integrations to trigger workflows.

Important
To run workflows, you must be a Qualtrics brand administrator.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Navigate to workflows in Oomnitza:
   • Click Configuration > Workflows
   • Click Add .
   • Use search to find and select the Users object.
2. Edit the Begin Block:
   • Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
3. Add the API block:
   • Drag and drop the API block onto the Sandbox.
   • Click Edit on the API block and enter Qualtrics in the search field. 
   • Select a preset:
     
     • Create User
     • Delete User
     • Update User
     • Get User Details
4. Select your Qualtrics credentials:
   • Enter the credentials you created in Adding your Qualtrics credentials to Oomnitza.
5. Click Advanced Mode.
6. Get, Update and Delete Presets:
   • Ensure that the {{Qualtrics_user_id}} in the Information tab refers to a valid Oomnitza field.
7. Map the Response
   • Select the Response tab.
   • Map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. 
   • Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields. For example, {{response.email}}.
8. Connect the Blocks. 
9. Save, validate, and activate your workflow.

Qualtrics API Documentation: Create User 

Qualtrics API Documentation: Delete User 

Qualtrics API Documentation: Update User 

Qualtrics API Documentation: Get User 

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Create SaaS user workflows

You can create a SaaS User workflow in Oomnitza using the Qualtrics User Role preset. This preset fetches the user type of the user. There are over 80 user types, including 360 Administrator, Shared Survey User, and Licensed User. This preset also fetches the user's last login date.

Qualtrics API Documentation

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu.

To create a Saas User workflow using the Qualtrics User Role preset, complete the following steps:

1. Click Configuration > Workflows > Saas Users from the menu.
2. Click Add (+). The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Qualtrics in the search field and choose the Qualtrics SaaS User Role preset.
8. Click the right arrow >.
9. Enter your Credentials.
10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Qualtrics  > Users if they are flagged as inactive in Qualtrics. In other words, if their account status equals "disabled" in Qualtrics.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow.

To view active Qualtrics users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the SaaS tab, and select your software entry for Qualtrics.
3. Click Users in the side pane.
4. The Role and Last Activity column will be populated with the user details to confirm that this user has been found in your Qualtrics SaaS.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.