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Applications with an Endorsement Cycle

Qualtrics documentation is also helpful.

Creating a New Unique OC

(See also: Endorsements - Copying From a Previous OC)

Create two surveys -- the application and the endorsement. Title them accordingly, eg, ECR Application, ECR Endorsement. 

Applicant survey

• Add questions. 
  • Be sure to include questions for Endorser Name and Email. 
  • Leave Endorser first and last name in one field if you don't need to split them up.
  • You may consider initially only including the survey questions that are displayed on the endorsement survey or in emails. This will allow you to test the workflow by submitting the forms quickly without having to complete the entire survey. Once the survey is functioning properly, you can add the rest of the survey questions.
• Click Survey Options > select Open Access (and review all settings). This allows anyone to access the application survey.
• Click Survey Flow
  • Click Add a New Element Here
  • Click Embedded Data
  • Type "LoginID"
    This is the key field that will be used to ensure that the endorser is accessing the correct record. Be sure the case matches everywhere.
  • Click Set a Value Now
  • From the dropdown, select Insert Piped Text > Random Number > Integer 100000...999999
    This method does run the remote possibility of duplication.
  • Drag this new block above the Question Block (using Move)
  • Click Save Flow
• Add a Contact List Trigger
  You will be using this contact list as a database to store name/value pairs that you can pull into the endorser survey.
  • Tools > Triggers > Contact List Trigger
  • Click "Please Select"
  • Select My Library:...
  • Click New Contact List unless you're working from an existing OC
  • Type: endorseList
  • Click Save (not Save Triggers, which closes the pop-up)
  • Under External Data Reference select Embedded Data and enter "LoginID"
  • Click "Add additional fields"
  • Enter each field from the application survey that you want to display on the endorsement survey (Click + to add more fields) (first name, last name?)
    • Set the value of each field with the "Select Question" and "Select Choice" drop downs
  • Click SaveTriggers
    Note: to edit/view existing trigger details, click the name of the trigger, eg, "Add respondent to the panel..."
• Add email action for endorser (you can also add an email confirmation to the applicant)
  • Click Actions > Add Action
  • Event: Survey Response
  • Conditions: N/A
  • Tasks: Send Email
    • To: from the dropdown, select Survey Question > Endorser Email > Endorser Email
      • You can copy your departmental email address on messages. Separate 'To' emails with a comma. Each recipient will only see their own email address, so it acts as a BCC.
    • Add a From Address, From Name, and Reply-To Address
    • In the Subject field
      • Type "Endorsement request from "
      • From the {a} dropdown select "Survey Question" > [first_name]
      • Type a space
      • From the {a} dropdown select "Survey Question" > [last_name]
    • Add instructions to the Message field
    • If you would like to collect the endorser's response using email you are done with the Applicant survey

                             OR

• • • If you would like to collect the endorser's response using a Qualtrics survey you will need to come back to this email once the endorser survey is done.
  • Add email action for applicant (use piped text {a} to customize your To, Subject, and Message fields)

Endorser survey (optional if you accept endorsements via email)

...

• Add a question of type Text/Graphic to display applicant data
  • Add instructions to endorser
  • Add a placeholder for each field that you want to display (Name, project title etc.)

...

• Click Add a New Element Here and select Authenticator
  • Authentication Type: Contact
  • Authenticate Using Contact:  endorseList
  • Authentication Fields: External Data Reference; Check Pre-fill; Type LoginID
  • Move the Authenticator Block above Question Block
• Click Add a New Data Element Here and click Embedded Data
  • Type LoginID
  • Move above all other blocks
• Click Add a New Data Element Here and click Embedded Data
  • Add each element that you want to reference from the Applicant survey. 
  • Type the field name, i.e. Applicant First Name (Make sure the field names match)
  • Move this block below Authenticator and above the question block
• Click Save Flow

...

• Click the question text to edit
• Select Piped Text > Embedded Data Field > from dropdown, select Applicant First Name, Applicant Last Name, etc.

...

• Copy the Anonymous Link of the Endorser Survey
  • Click Distributions
  • Click Get Reusable Link (if visible)
  • Click "Anonymous Link"
  • Copy the Anonymous Survey Link
• Paste in the Anonymous Link of the Endorser Survey into the initial Endorser email (within the application survey)
• Append with ?LoginID=${e://Field/LoginID}

...