How to Setup Post-Activity Outcomes Survey Forms/Email Participants

How to Setup Post-Activity Outcomes Survey Forms/Email Participants

Outcomes surveys are sent out on a rolling basis  - 3 months after each activity.
 
Step One- Duplicate Outcomes Survey Master
 
1.      Go to Settings – Forms
 
2.      Click on OUTCOMES SURVEY tab
 
3.      Choose the Master Copy you want to duplicate (with or without extra questions)
 
 
 
4.      Click on Duplicate form (at the top of the page)
 
5.      Click EDIT - Rename the form according to our nomenclature (FDA Outcomes Survey  - Course Title – Date or semester of activity, year)
 
 
6.      Save.  (Please note you cannot delete a form once you have duplicated it. You can only make it inactive.)
 
7.      Refresh your screen and make sure you see the survey you created in the list. You can also preview the survey. (To FILTER your results when searching, you can use the Filter tool at the top of the page – see screenshot below)
 
 
 
 
Step Two – Associate Your Survey with Activity
 
1.      Under Activities: Search for the activity you would like to add the survey to
 
 
2.      Select the activity
 
 
3.      Click on “Manage Forms” on the activity dashboard
 
 
4.      Select your specific activity’s outcomes survey form from the drop-down list and click “Add Form”
 
Note: this form does not become active until the “Activate On” and Deactivate On” dates are added. Dates should be today’s date 12:00 am to start and end date 2 weeks from now 11:45 pm.
 
5.      Click on Edit to enter the Activate on and Deactivate dates and Flag required = YES. Save.
 
*Note: Survey forms with responses cannot be removed or inactivated. If you intend to discontinue the existing form you can change the deactivate on date and add a new survey form to the activity.
 
 
Step Three- Email Participants to complete survey
 
1.      Select the Activity
 
2.      Go to Reports> Sessions > CE Reports > Credits by Session
 
3.      Enter the complete or first few words of the Session title  in the Title field
 
4.      Click Run Report
 
5.      The results will include only those who claimed for that Session
 
6.      Click send email – choose Outcomes Survey email template using the drop down list and click “Submit”
 
7.      Change dates in email text (both PLAIN and HTML) and review list to whom email will be sent
 
8.      In the subject line of the email please type in activity name (Request to Complete Outcomes Survey for **ACTIVITY NAME**)
 
9.      Send email
 
 
 
How participants complete the Outcomes Survey from the front end
 
Note: Survey forms are only completed by participants eligible for claiming.  The 'Activate On' date entered on the previous step control the visibility of the Outcome Surveys link to the front end user. .
 
User clicks on the 'Outcome Surveys' link on the Credits tile
 
 
 
The 'Incomplete tab' lists all the surveys available for the user. Click on 'Take Survey'
 
 
 
The 'Completed' tab lists all the completed surveys. The survey form is available for editing until the 'Deactivate on' date. After that period it is only available for view and print.
 
 
Run Report for Results

Reports > My Reports > Post-Activity Report: Non RSS Overall Evaluations – Alt Filter – Under form name (scroll all the way to the bottom to select the form under Outcomes Survey) and then run Report.

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