@MeganZich interesting use case and not sure I have the right answer for you on this one.. but a few possible suggestions/thoughts I had in how you might be able to try.

1. Have you explored the options under survey quotas, as this is typically how I’d manage this - but unsure about the adding up of hours, vs # of responses to each option in order to end a survey Quotas (qualtrics.com)
2. Look to set up custom workflow, which if you select the variable these answers are tagged at - you may be able to set a rule to fire an email when it reaches ‘160’ total to the survey creator Workflows Basic Overview (qualtrics.com)

Thanks @ScottG!

I started with Quotas but wasn’t quite landing since it was based on response count, not necessary what was entered.  I did end up putting in a help ticket and they were along the same idea too:

Here’s what they said if you are curious!

Currently, it is not possible to automatically end the survey once a total of 160 hours has been reached across all submissions. However, there is a workable solution that could help streamline the process:

You can create a survey that only enables a 4-hour donation option. Teachers would then need to submit the survey multiple times to donate more hours—submitting it twice for 8 hours, three times for 12 hours, and so on.

To manage the overall limit of 160 hours, you can set up a quota target that closes the survey after 40 submissions (which corresponds to the maximum total of 160 hours). This method will help automate the process and reduce the need for manual tracking. You can follow the instructions from this link in order to perform the task.

But, I think I would like to explore the idea more within workflow.  I was having trouble getting to the 160.  I started a workflow last week combining the elements of what could be selected together, but didn’t land on how to combine the totals but individual submissions that would reach a total.

I was also thinking of using a dashboard to total it, but then someone would still have to monitor that.

Thanks for your insight!!

@MeganZich - 

I found a solution for a similar use case of closing out based on a quantity from a specific survey question. How do you plan to set up your survey? 

Option 1: New survey for each instance 

• Person A needs donated hours and a survey is set up to collect hours from colleagues.
• Once 160 hours collected or survey period expires, survey closes.

Option 2: Pool of Hours

• Staff are able to donate hours to a pool and Person A is able to request up to 160 hours from the pool.
• Person A can only select up to the number of hours available in the system. 

Option 3: One Survey with Field for Hour Receivers

• Create a single survey with a field to choose specific hour receiver
• Colleagues choose who they want to donate their hours to and once 160 hours received or time period expires that receiver is no longer an option. 

Depending on the structure you wish to use, you can use an Imported Data Project and Workflows to keep track of the number of hours. Then once that threshold is reached, assign a specific task. Happy to help more if you need further support. 

@nryalls Thank you!!

I’m thinking Option 1 is closest. Our HR department sends it out based on a specific employee.  That name would be the only option to select as to who the hours would go to.  

The people willing to donate hours then select that person’s name as a question.  Then the next question is, do you want to donate 4, 8. 12. 16, or 24 hours (we have a cap that each person can donate a max of 24 hours).

Then in a perfect scenario, once 160 hours was met (from all of the different surveys coming in), it would recognize that total and then “pause” the survey.

We would keep the same set up, display logic hide a previous name and add the new name when the scenario would begin again for a different employee.

I would make workflows to send to the HR manager, and each person that hours were donating from, confirming that their hours were used to reach the 160 hour max.

We had one last week and the person is a very cherished employee and SO many people were willing to donate their time.  While that is amazing and so beautiful to see, it was a management nightmare for HR to sift through all of the responses (currently just coming in through email.)

I will look more at Imported Data Project, but will probably be reaching out if you are willing!

@MeganZich That makes a lot of sense! And yes, please do reach out if you need! 

Thanks for sharing! It is great to see what others post and suggest, including Q support - for when future needs for something similar might arise.  Best of luck!