Hi, I’m trying to create a list of rules for students who want to be assigned a study carrel. The idea is that they would agree to these rules, enter in their name and email address, and when they submit, the form would pull from a pre-made list and send each student their individual carrel number. I’m looking through the Email Task steps but I’m not seeing a way to have the email response pull from data in the way a mail merge would. Can anyone guide me on how to set this up?
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Survey that sends individual student carrel assignments
+1Best answer by chackbusch
Hi
1) Create a mailing list that contains for each student the email and their carrel number as embedded data, e.g., CarrelNumber
I did it with manual input, but I assume for you it’s easier with file upload.
2) Create a question that asks for the details. I used some form field in order to add validation for the email address. The email address is important to retrieve the relevant contact details from the mailing list. You can also add some part here to make sure the rules are accepted. Instead of the form field, you can e.g., also use text entries, just as you prefer.
3) In the survey flow, create an embedded data block after the first question block. Assign the value of the email field to some embedded data. I named the embedded data StudentEmail.
4) Add an authenticator element in the survey flow. Choose the mailing list from step 1 and tick the pre-fill option. Add the embedded data field name of step 3 here. Adjust the options of the authenticator and set the max auth attempts to 1 so that the standard error messages are not shown.
5) Within the authenticator branch, define some embedded data CarrelNumber (same case-sensitive name as you used for the mailing list in step 1). This will make the carrel number available which is assigned to the entered email address.
6) You may want to define different end of surveys (or follow-up questions). The part within the authenticator branch is executed if the email address is contained in the mailing list and some carrel number is available. End text could be something like “Thank you for taking the time. We will send you your carrel number soon.”. The other end of survey element is shown if the email address is not contained in the mailing list. You could show some end of survey message like “Sorry, but we were not able to authenticate you. Please reach out to...”.
7) Finally, define a workflow to send out the email with the carrel number to the student. It should be triggered when a response is recorded. Add some condition so that it is only sent if the successful branch was executed. Pipe the recipient email and the carrel number in the email action using piped text.
For me it works:
Let me know if you have any further questions. My description got a little bit detailed...
Best
Christian
+22Hi
„the form would pull from a pre-made list and send each student their individual carrel number“
Does this mean that you have a list, containing e.g., student emails and their carrel number and once they submit the survey, you would like to execute a workflow with email action which sends them the carrel number?
If I understood correctly:
- Create a mailing list that contains for each student the email and their carrel number as embedded data, e.g., CarrelNumber
- Add an authenticator element in the survey flow that identifies by contact and mailing list and use the email field as authentication field
- Define the embedded data field name CarrelNumber for the carrel number directly after the authenticator in the survey flow
- Use the CarrelNumber from piped text when you prepare the email action content
Please correct me if I misunderstood. 🙂
Best
Christian
+1Hi Christian, yes, that is precisely what I would like to do. What would be the steps to setting this up? Unfortunately I am not that experienced in using Qualtrics form but I’m very happy to learn more.
Thank you,
Erica
+22Hi
1) Create a mailing list that contains for each student the email and their carrel number as embedded data, e.g., CarrelNumber
I did it with manual input, but I assume for you it’s easier with file upload.
2) Create a question that asks for the details. I used some form field in order to add validation for the email address. The email address is important to retrieve the relevant contact details from the mailing list. You can also add some part here to make sure the rules are accepted. Instead of the form field, you can e.g., also use text entries, just as you prefer.
3) In the survey flow, create an embedded data block after the first question block. Assign the value of the email field to some embedded data. I named the embedded data StudentEmail.
4) Add an authenticator element in the survey flow. Choose the mailing list from step 1 and tick the pre-fill option. Add the embedded data field name of step 3 here. Adjust the options of the authenticator and set the max auth attempts to 1 so that the standard error messages are not shown.
5) Within the authenticator branch, define some embedded data CarrelNumber (same case-sensitive name as you used for the mailing list in step 1). This will make the carrel number available which is assigned to the entered email address.
6) You may want to define different end of surveys (or follow-up questions). The part within the authenticator branch is executed if the email address is contained in the mailing list and some carrel number is available. End text could be something like “Thank you for taking the time. We will send you your carrel number soon.”. The other end of survey element is shown if the email address is not contained in the mailing list. You could show some end of survey message like “Sorry, but we were not able to authenticate you. Please reach out to...”.
7) Finally, define a workflow to send out the email with the carrel number to the student. It should be triggered when a response is recorded. Add some condition so that it is only sent if the successful branch was executed. Pipe the recipient email and the carrel number in the email action using piped text.
For me it works:
Let me know if you have any further questions. My description got a little bit detailed...
Best
Christian
+1This is extremely helpful! I did a test run and it worked well. One more question: how would you create an end of survey response if they don’t enter their email address (or conversely do not click “I Agree” to the rules laid out for them)? I can see how to set an end of survey response but not how to create a condition where it would only send if they didn’t fill out one or both sections.
Thanks,
Erica
+22
If you are not allowed to make it mandatory from legal Perspektive, add some End of Survey and Tell them like „Sorry, in Order to … we need your Email and consent… You can just retake if you want…“ - you need to adjust the authenticator options then so that they can authenticate and take the survey more than once.
But in regards to a condition for the sendout, please Check the First Screenshot of step 7 again…
- Check CarrelNumber Not empty
- Check answer to the email question Not empty
- additionally to my screenshot, you can Check if the consent box was selected
Best
Christian
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