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Survey Definition Events

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About Survey Definition Events

Survey Definition Events allow you to trigger Workflows based on changes to a project’s status. You can base your event on a survey being published, activated, or closed.

Qtip: To use this feature, you must be a Brand Administrator.
Qtip: This event can only be set up in the Workflows Page.
Example: For example, I can create a workflow so that I am notified every time a user in my license publishes a survey.

Setting up a Survey Definition Event

  1. Using the navigation menu in the top left, go to Workflows.
    navigating to workflows in the global navigation and clicking create new workflow

    Qtip: You cannot use this event in the Workflows tab of an individual survey.
  2. Click Create a workflow.
  3. Select Started by an event.
    creating a new event-based action
  4. Click Get started.
  5. Select the Survey Definition Event.
    choosing the survey definition event in the event selection window
  6. Select Survey Definition Event.
    selecting survey definition event and clicking next
  7. Click Next.
  8. Choose the survey status change that causes the workflow to trigger.
    choosing the type of survey event to look for
    You may choose multiple statuses. Your options include:

    • Activated: Begin the workflow when a survey is activated.
    • Closed: Begin the workflow when a survey is closed.
    • Published: Begin the workflow when the survey is published.
  9. Click Finish.
  10. Click the plus sign ( + ) and then Conditions to build the conditions for the event to trigger. See Setting Conditions for Survey Definition Events for more information about the conditions available for this event.
    adding a task and conditions to the action

    Example: In this example, I want the workflow to trigger for only one specific survey, which is indicated by the Survey ID condition.
    an example condition to trigger the survey when the survey ID is equal to a specific survey's ID
    Qtip: If you do not set conditions for this event, then the workflow will trigger any time a survey in your brand undergoes your selected survey status change.
  11. Click the plus sign ( + ) and then Task to add a task to your workflow.
  12. Choose the task(s) you want to happen when the workflow is triggered. Visit choosing tasks for more information about each available task.
    choosing a task

    Example: For example, I can use an email task to automatically send my teammate an email letting them know that the survey data is ready to analyze.
  13. Enable your workflow by clicking the On/Off toggle.
    turning the action on using the toggle in the upper right
Qtip: Visit the Reporting & History tab if you need to troubleshoot your workflow or see a log of when the workflow fired.

Setting Conditions for Survey Definition Events

Usually, you will want to include conditions as part of your workflow. If you do not include conditions, then the workflow will trigger for any status change for any survey in your brand. When creating conditions for a survey definition event, you can base your conditions on the following fields:

the available fields for basing a condition for a survey definition event

  1. Survey ID: This is the Survey ID for the survey that should trigger the workflow.
    Qtip: You can only use this condition for projects that have a survey ID beginning in SV_.
  2. Survey Data: Create a condition based on various survey data fields, such as when the survey was last modified or a survey owned by a specific user.
    the survey data fields available for conditions

    • Survey Name: The survey’s name.
    • Survey Status: The survey’s status.
    • Owner ID: The user ID of the user who owns the survey.
    • Question Count: The number of questions in the survey.
    • Last Modified: The time when the survey was last edited.
    • Organization ID: The ID of the organization that owns the survey.
    • Creator ID: The user ID of the user who originally created the survey.
    • Last Activated: The time when the survey was last activated.