What's the best way to streamline updating information in an XM Directory task email message. | XM Community
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Hi folks. I have several course feedback surveys with workflows that are initiated by a survey response and culminate in a survey distribution via the XM directory task. These surveys are copied when a new course is offered. The workflows are copied along with the surveys, but some information in the XM directory task needs to be updated. However, I am wondering if I could automate some of the messaging text. I haven’t used library messages for the invitation email or the reminders because we want to reference a name of a course in the text. I am wondering if either of the following methods would work for streamlining this part of the workflow. If the both work, does anyone have thoughts on which one is more reliable or a better practice?

  • Put the title of the text in a question that does not appear to users and use piped text to populate the course name in the subject line and email message body. 
  • Include the title as embedded data and used piped text to populate the course name in the subject line and email message body. 

I realize that the some of the information in both methods will need to be updated when the surveys are copied, but it seems less onerous then updating the information in the XM directory task. I’m a bit rough on embedded data, so if that is the better method, does anyone have any suggestions  on implemented that method? 

Thanks.

 

Hi. At first glance, I think either solution would work. Personally, I haven’t utilized anything like the first solution, but I regularly use embedded data to pipe text from my Directory into email invitations and reminders.

To help decide on the best approach, the first question I would ask is, will any recipients receive a feedback survey for more than one course at the same time? If yes, then I would probably try your first solution so you don’t overwrite the course names in the Directory, or have to create duplicate contacts to avoid overwriting the course names. 

Thanks so much. We’ve set single contact lists for each survey, though I am wondering about the wisdom of that.

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