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You will be building an application that will work with a post-application endorsement survey. For this to work properly you will need to create two surveys -- the application survey and the endorsement survey. Title them accordingly, e.g., ECR Application 2019, ECR Endorsement 2019. These names are for your benefit so the acronym is fine. If you use the full title it is easy to confuse surveys because the end of the title gets cut off.


  1. Add questions. 
    1. Be sure to include questions for Endorser Name and Email. 
    2. Leave Endorser first and last name in one field if you don't need to split them up, for easier piping (importing fields from one place to another).
    3. You may consider initially only including the survey questions that will be 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.
  2. Click Survey Options > select Open Access (and review all settings). This allows anyone to access the application survey.
  3. Click Survey Flow
    1. Click Add a New Element Here
    2. Click Embedded Data
    3. Type "appID"
      appID is the key field that will be used to ensure that the endorser is accessing the correct record. Be sure the case matches everywhere.
    4. Click Set a Value Now
    5. From the dropdown, select Insert Piped Text > Random Number > Integer 100,000...999,999
      This method does run the remote possibility of duplication.
    6. Click Add a new field, type "courseName" (or "programName")
    7. Click Set a Value Now, type the name of your course (or program)
    8. Drag this new block above the Question Block (using Move)
    9. Click Save Flow



  4. Use embedded courseName in place of your course name
    Anywhere that you have typed the name of your course it can be replaced with ${e://Field/courseName}
  5. Add a Contact List Trigger 
    You will be using this contact list as a database to store name/value pairs that you can pull from the application survey into the endorser survey.
    1. Tools > Triggers > Contact List Trigger
    2. Click "Please Select"
    3. Select My Library:...
    4. Click New Contact List

    5. Specify unique name that matches the offering cycle name, e.g. ECR_2019 (do not use spaces)
      (this will reduce possibility of duplication)

    6. Click Save (not Save Triggers, which closes the pop-up)
    7. Under External Data Reference select Embedded Data and enter "appID"
    8. Populate First Name, Last Name, and Email using the appropriate question from the form (i.e. applicant first, last, email)
    9. Click "Add additional fields"
    10. Enter every field from the application survey, in order (Click + to add more fields)
      1. The field on the left is your variable name, it should be short and not contain spaces
      2. For open-ended questions select choice should be the question text not "Question Text"
      3. For multiple choice questions choose "Selected Choices" or "Selected Cho...Entered Text"
      4. For the file uploads type a memorable name (i.e. adminDoc) and select "File URL"
    1. Click Save Triggers
    2. Note: to edit/view existing trigger details, click the name of the trigger, e.g., "Add respondent to the panel..."

  2. Add email action to send a confirmation email to the applicant when the application survey is submitted.
    1. Click Actions > Add Action
    2. Event: Survey Response
    3. Conditions: N/A
    4. Tasks: Send Email
      1. To: from the dropdown, select Survey Question > Email > Email
        1. 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.
      2. Add a From Address, From Name, and Reply-To Address
      3. In the Subject field
        1. Type "Successful Application of (name of your offering cycle)"
      4. Add information to the Message field
        1. Pipe in addressee's name (Hello Jane Doe,...), and course title.
        2. Pipe in the appID so they can reference it if they need to contact you.
  3. Add email action to send an email to the endorser when the application survey is submitted.
    1. Click Actions > Add Action
    2. Event: Survey Response
    3. Conditions: N/A
    4. Tasks: Send Email
      1. To: from the dropdown, select Survey Question > Endorser Email > Endorser Email
        1. 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.
      2. Add a From Address, From Name, and Reply-To Address
      3. In the Subject field
        1. Type "Endorsement request from " (note the space after "request from ")
        2. From the {a} dropdown select "Survey Question" > First Name, Last Name
      4. Add instructions to the Message field
        1. Instructions for the endorsement process
        2. Pipe in appID, applicant first/last, your contact information, etc.
      5. If you would like to collect the endorser's response using email you are done with the Applicant survey and can begin testing. Make sure to use your own email address when submitting forms to review email templates as well as all surveys and flows.

                           OR

      1. If you would like to collect the endorser's response using a Qualtrics survey, you will need to come back to this email action once you have built the endorser survey.


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