Creating a single "survey" for a series of responses from different respondents (ie. approvals) | XM Community

Creating a single "survey" for a series of responses from different respondents (ie. approvals)

  • 17 October 2018
  • 33 replies
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Clint
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Apologies if this is on the community already. I did some quick searching and didn't see it anywhere.

Last year I created a purchase approval "survey" that allowed for a series of approvers to view previous responses and then add to the survey. This was done straight out of the box in Qualtrics.

Step 1

Get the retake link

While you are building your survey, you'll need to preview and complete the survey at least once. Then under Data & Analysis > Find that response > Actions > click on Retake Response.

!

Your survey link should look similar to this:
https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=R_12345&Q_R_DEL=1

!

Step 2
Take the link that you generated in Step 1 and replace the response ID with pipe text for the response ID
Example:
https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=${e://Field/ResponseID}&Q_R_DEL=1

IMPORTANT NOTE:
Make sure Q_R_DEL=1 stays in the url to maintain previous response data.

Step 3
Add Embedded data to the URL for logic on the return trip and add display logic accordingly.

You'll probably want to show the "approver" or next person certain fields that the first responder didn't see. You'll have to add something like &Approver=1 to the end of the URL (https://wsu.co1.qualtrics.com/jfe/form/SV_12345?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&Approver=1). Set embedded data in the Branch Logic to pull in from the URL and set display accordingly off of that embedded data field.

ANOTHER IMPORTANT NOTE:
Whoever comes to the "survey" in subsequent trips WILL NEED TO SEE ALL PREVIOUS DATA. If you do not display certain fields to the "approvers", the previous data for those fields WILL BE DELETED.

Step 4
Create Action for Response Email

I suggest emailing via Actions vs Email Triggers so you can name your emails accordingly (if you are setting up the survey for multiple approvers and creating logic off of embedded data).

Create an email that goes to the person who needs to approve the survey that was filled out. Put the link from Step 3 in the body of the email.

Let me know if something doesn't make sense and I'll elaborate some more on this post.

33 replies

Clint
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Hey Qualtrics Community! I finally created the video I promised forever ago. I hope it helps all who need it.
Single survey for multiple responses.

jozenia
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For those of you trying to make sense of this, I found this article very helpful before diving into the above comments: https://www.qualtrics.com/support/survey-platform/data-and-analysis-module/retake-survey-link/
The last three sections are essential to your understanding this.

T
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debit72 - you'll first need to add a "Set Embedded Data" block to your survey flow after all of your question blocks have been displayed. Create a field for each question in your survey, choose Set a Value Now, and then set it equal to the piped text reference for the associated question (there's a dropdown selection menu you can use to find the question and data to record). This will capture all of your responses as embedded data at the end of the survey, which will be retained regardless of what questions are presented to future respondents/approvers.
Once you do this, you'll need to make sure you include the embedded data in any data you are reviewing or exporting, as the original question responses will not be retained for any questions not displayed to all respondents.
Below is a screenshot of what one of my projects looks like. The "Group" block isn't a necessary element; I just used that to keep this one a bit more organized since it gets fairly complicated with everything else that exists in the flow outside of that screenshot.
image.png

D
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tcpaules Can you explain how that's done? "assigning a piped text reference to a field in an embedded data block"

T
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Clint - thanks for taking the time to show how to set this up! We've been working to set up an approval workflow on a few of our forms, and I was able to adapt this perfectly to suit our needs!
One suggestion I wanted to make for anyone who doesn't want to display all of the questions to the next person in the approval chain is to push your question responses to embedded data fields in the survey flow at the conclusion of the initial response. This can be done by assigning a piped text reference to a field in an embedded data block.
These will then be retained through as many approvers as you need without needing to display an editable field. It makes the survey flow and resulting data a bit ugly, but it works.

bobromanko

Clint Thanks very much for your response, and I'm sorry I couldn't respond back earlier. I have it working just fine with the URL as proxy. I don't display the URL in the email, of course, so it's not a huge issue. One thing I did notice is that in your example you have in the url ?Q_R={e://Field/ResponseID} That didn't work for me, as I need it to be ?Q_R=${e://Field/ResponseID} with the "$" in front of the field.
My survey has four approval steps, each approver authenticating through Shibboleth.

Clint
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Hey All,
I have a demo survey set up that illustrates how this works. If you DM me and send me your email, I'll share the demo survey out to you.
I am also planning on creating a video tutorial on how to get this done and also, how to daisy-chain multiple "approvers".

Clint
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Creating a single "survey" for a series of responses from different respondents (ie. approvals) - Page 2bobromanko - Can you please post the HTML code from the email? If you're not familiar, just click on the source button to show the HTML for the email.

bobromanko

This example works perfectly except that the URL in the email switches to proxy in the body of the email to the approver. I have exactly what is here in the example (using my survey ID, of course). The URL gives me a 403 error. If I build the URL manually in a browser, it worker perfectly.
I see no way around this.
Anyone have any thoughts?

Clint
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Amaraian
From your question - "...and I've tried
https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=$e://Field/ResponseID}&Q_R_DEL=1&Approver=1 ..."
So you're missing "{" in this link. 

https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&Approver=1

You need to keep "
&Q_R_DEL=1
" in the link to bring in the previous response(s).

KatherineD
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I'm also having the issue where it is stripping out the field response

This is what I have in the "action email" Please approve the change of major request.

https://usisurvey.az1.qualtrics.com/jfe/form/SV_7amDLnHAXGxpPq5?Q_R=${Field/ResponseID}&Q_R_DEL=1
But this is what shows up in the email
Please approve the change of major request.
https://usisurvey.az1.qualtrics.com/jfe/form/SV_7amDLnHAXGxpPq5?Q_R=&Q_R_DEL=1


A video of what you've done would be SO helpful. I get this type of form request a lot and have not figure out how to make it work. What you are providing is really helpful.



Clint
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paynesr2019
To answer your question - I have managed to make this work for 1 approver abut I have a series of up to 8 needed approvals from 1 survey. Can you advise on the logic to make this happen?
Quick answer - you have to create an embedded data field for each "series of approvals" and an email for each one as well. Think of them as switches, as each one turns on, a subsequent email gets sent unlocking more on the survey for the next approver.
I've done a series of at least 3 approvers. Let me know if this doesn't make sense and I'll see about creating a video or something.

KatherineD
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Has anyone else gotten this to work and would share their survey flow and survey? And could someone provide more detail on how embedded data for Approver works? It's not clear to me when the approver is assigned a value of 1.

A
Hello!

I can not get the link to work. These are the links I am currently attempting to use in the email.

https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=${e://Field/ResponseID}&Approver=1

and I've tried

https://umn.qualtrics.com/jfe/form/SV_aaDpz59ZbSfoBUh?Q_R=$e://Field/ResponseID}&Q_R_DEL=1&Approver=1

Please let me know what I am doing wrong in the binding. I have the question set to only appear when approver = 1 and each link is bringing me to a blank survey form

Thanks!
U
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> @Clint said:
> Sorry everyone, I just looked on here and realized that I've left everyone hanging. Here are some screenshots that hopefully shed light on this.
>
> Survey Builder
> !
>
> Survey Flow
> !
>
> Actions
> !
>
> Email
> !
>
> Initial Survey
> !
>
> Final Survey
> !
>
> I'll try to be more attentive to questions from here on. Hope this clears things up.
P
I have managed to make this work for 1 approver abut I have a series of up to 8 needed approvals from 1 survey. Can you advise on the logic to make this happen?
Clint
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Sorry everyone, I just looked on here and realized that I've left everyone hanging. Here are some screenshots that hopefully shed light on this.

Survey Builder
!

Survey Flow
!

Actions
!

Email
!

Initial Survey
!

Final Survey
!

I'll try to be more attentive to questions from here on. Hope this clears things up.
I
With the new product idea area in the community has idea around integrating this process more into the core experience of Qualtrics been submitted?
Akdashboard
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@ambrubaker - remove "Q_R_DEL=1" and you won't have the issue with a new record being created. You will still get counted as an auditable response, but it will delete the first response.
ambrubaker
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I'm running into an issue with survey I have built where Qualtrics creates a new response record after I complete the "reviewer" portion of the survey. Has anybody else run into this issue? The retake survey link that I have included in the email follows the same method described in the original post.

This is the retake survey link that is inserted into the Action Email: https://bsu.qualtrics.com/jfe/form/SV_1QZUEkVntvYvu2V?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&CollectionMethod=${e://Field/CollectionMethod}&ExternalDataReference=${m://ExternalDataReference}&MessageID=${e://Field/MessageID}&Role=Reviewer
S
OK, so for some reason the URL is stripping the info out from the email. It's going back to...

https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ

@Akdashboard, any ideas why?
Akdashboard
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> @sabauml said:
> @akdashboard - so...
>
> https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver
>
> ?

No - https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=${e://Field/ResponseID}&Q_R_DEL=1&Role=Approver

You can read this as:
Base URL
? (this notes an appending of the URL)
Q_R=ResponseID
&
Q_R_DEL=1
&
Role=Approver
S
@akdashboard - so...

https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver

?
Akdashboard
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@sabauml -

OOOPS - I misread! You have an extra "R"... that is all that is wrong. Remove the 2nd R in Q_R=R.
Akdashboard
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@sabauml -

Your missing the embedded data field that you are setting the Response ID to. Just like you have Role=Approver you need Q_R={e://Field/ResponseID}.


Your URL should be: https://ivytech.qualtrics.com/jfe/form/SV_aV3zkK6p1GQaNeJ?Q_R=R$Q_R={e://Field/ResponseID}&Q_R_DEL=1&Role=Approver

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