Survey for equipment check in and check out

Hi ​@cwalton12 ,

Did you figure out the how to set the quota back to 0 for the check in?  I was just going to create the iPads checkout/check in form for our department.

Hi ​@Linda_charlton ,

I doubt that it is possible for quota to be automatically reset to 0.

A possible tedious alternative is to create a second quota and use it for comparison with the first quota for each item.

First quota for checking out purpose. (You can set a high quota limit)

Second quota for checking in purpose. (You must set the same quota limit as above.)

Next, have an embedded data Availability = First quota count - second quota count.

Then, set the display logic for the choice to be displayed if Availability = 0.

As a backup, you can also include a workflow that sends you an email to remind you to reset quota count once the quota count reaches a certain number before it hits the limit. 

Hi,

You can update quotas with this API call.

​@vgayraud Glad to hear there is a way to update the quotas.  I cannot figure out how to get the information part to show for the checking back in.  Also, my problem is that I don’t know API but I know that I have it as part license 

Support that I talked to this morning said that everything had to be done manually so I gave up for the day.

I found this:

Steps to Set Up Automatic Adjustment

1. Add Embedded Data:

   • In the Survey Flow, add an Embedded Data element to track the return status (e.g., ItemReturned).

2. Set Up Branch Logic:

   • Add a Branch Logicelement to check if the respondent indicates they are returning an item.
   • Example condition: If ItemReturned = Yes.

3. Decrement the Quota:

   • Under the branch logic, add an action to decrement the quota count.
   • Use the Decrement all Quotas associated with deleted responses option if applicable.

4. Save and Publish:

   • Save the survey flow and publish the changes

BUt I cannot figure what I did wrong

Hi ​@Linda_charlton , 

The step 3 that you mentioned seems a little weird.

Did you extract it from an AI tool (ChatGPT, Copilot, etc) that you were using to find a solution?

Moving on, I also don’t know API. However, based on what was mentioned, I am guessing perhaps you could add a web service element in the survey flow for the API call once ItemReturned = Yes.

You might wish to mention vgayraud for his assistance on the API call.

Hi ​@Linda_charlton,

​@Chee Heng_SZ is right, point 3 doesn’t really make sense and the Decrement all Quotas associated with deleted responses option is something you can do when you manually delete a response from the Data & Analysis tab, not an option in the survey flow.

You cannot decrement quotas only by assigning EDs in the survey flow. You need to have a web service element in the survey flow or a workflow triggered on survey completion containing a web service task to make the API calls.

Another solution that could be explored if you don’t have access to resources to set API calls up  and that doesn’t imply using quotas might be to store each item’s status into a fake contact’s ED fields in the XM Directory. If you always use an access link associated with that user to enter the survey, you could pull in each item’s status at the beginning of the survey flow and update them upon survey completion with a workflow containing regular tasks (for example, an Update XM Directory Contact task).

Another way, that would probably require some API calls set-up as well though, would be to use an imported data project to store information about each item and retrieve it upon access / update it upon completion.