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.
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.
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.
- 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" (be careful; case matters)
- 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"
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 "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)
should we add a separate section about customizing email messages?
Endorser survey (optional if you accept endorsements via email)
Click "Create Project"
Create questions and add all questions, logic, etc.
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 Survey Flow
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
Add Applicant data to the placeholder questions
Click the question text to edit
Select Piped Text > Embedded Data Field > from dropdown, select Applicant First Name, Applicant Last Name, etc.
Customize the Endorser email
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}
Be sure to take a look at the Survey Options to make sure it is set up properly
You are ready to test. Fill out the applicant survey and include your own email as the endorser. Once you receive the endorsement request email, complete that survey