Assigning questions to your contact data fields

Contents

Assign a question to a contact data field
An assigned email address element is required

Summary

By assigning survey questions to contact data fields, you can easily add new contacts or enrich and update the data held on your existing contacts.

Assign a question to a contact data field

Click on any assignable element within your survey - either a text box, email address, dropdown, multiple choice, date and time or hidden value; the Assign to a data field checkbox is positioned at the top of the Configure tab in the left-hand side panel.

saf_assign_to_a_data_field.png

Check the box and then choose an existing contact data field to assign the question to from the dropdown that appears below it.

Alternatively, you can create a brand new one by clicking on create a new contact data field. Data types can be either text, numeric, date or yes/no. Make sure you select the right type for the data you're collecting.

If you're sending the survey to existing contacts, you have the option of hiding the question or allowing the user to overwrite the data held on them.

saf_assign_update_or_hide_question.png

An assigned email address element is required

If you want to be able to proceed by clicking on Save & continue for surveys that have assigned questions, you'll need to have assigned an email address element to the email address contact data field. Otherwise, the following message will display.

saf_you_need_an_assigned_email_element.png

Click on Add one for me now and an email address element will be inserted into your survey, already assigned. Alternatively, you can choose to save the survey regardless (useful if you've not finished creating it), but data won't be assigned if you make it live in this state. 

You can select which address book new contacts are added to, and which existing contacts are updated in, as you go on to decide upon address book options when choosing your survey's settings.

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Comments

  • Avatar

    Hi, I was trying to map back a multiple choice / radio button (only one choice) to a yes/no data field but when the radio button was selected the data went into the address book as false. My goal is to have respondents choose between 3 possible event dates. Each would be their own radio button option. I would then create triggered sends based on which event dates were true. This seems very unintuitive to have data sent back as false when it should be true.

    Rose

  • Avatar

    Hi Rose,

    I can't 100% say how your survey is set up or worded, nor how exactly you're mapping back to your contact data fields. However, I hope the following explanation may help you out.

    Trying to map back a multiple choice question of three possible dates isn't best done with a yes/no (Boolean) data type, owing to its binary nature. If you did wish to achieve this in the way you outline, then I'd advise breaking down each individual date into a ‘yes’ option, like so:

    multiple_choice_individual.png

    Map each question to an appropriate data field, such as WED_10, THURS_11, etc., with a data type of yes/no; this will mean a 'yes' response will give a 'true' against these data fields.

    However, three separate questions per date, as done in this way, does mean that a couple or all of the questions could be potentially answered in the same way by the same respondent, which would cause you some confusion.

    Alternatively, if you do want to keep the question as a single multiple choice one with three possible dates to click against (ensuring only one event is selected), like this...

    multiple_choice_3.png

    ...then you'll need to map it to something more appropriate than a yes/no data type, such as a data field called EVENT_DATE for example, with a data type of text. If Wednesday 10th is selected, for instance, then 'Wednesday 10th' will be stored under EVENT_DATE.

    However, if you continue to need further assistance with this, you may want to contact support.

  • Avatar

    Hi Neal 

    Is there a way to restrict/ manage or turn off assigning data from surveys to data fields? As you can imagine, having multiple user of the survey tool has a risk factor for incorrect data mapping which could contaminate data already in the system.

    Ideally, it would be great if you could set up templates that could restrict which data fields are available to the end user, which could send data to a different dataset.

    Ben 

     

  • Avatar

    Thanks for this - really helpful to understand how these forms can assign in the data fields in the back end. This is really going to help with some of my more manual data capture efforts at present!

  • Avatar

    I'm having a problem with this functionality. I want the Email address field to be hidden if I already have that contact's email address. I'm sending the survey via email using the in-built Survey Link feature, so in relaity, the email address field should be hidden in 100% of cases (if we're emailing them, we obviously have their email). But when i send a test email, the email address field is visible. I'm sending via the Salesforce integration.

  • Avatar

    I have exactly the same issue as Sarah mentions. The main goal for me using this survey method rather than Survey Monkey for example, is so all answers are attributed to a customer record. My assumption before i started was that this would happen automatically. The fact that we need to add an email address element to the survey and assign a data field, which cant be the main "Email" field is rather problematic.

    These days several of us have multiple email addresses and my customers and members may well have signed up to receive information from us some years ago. Subsequently they may not recall the original email address provided and enter in a different one on this form.

    I would imagine it will be frustraiting for the customer to have to fill in the field as we have already emailed them and also we will find instances of duplicate records i suspect.

    I am desperate for a way to map to the main email address field. Is there a way of doing it that i am missing?

    Thanks in advance

  • Avatar

    Hi Paul,

    When you already have the email address for a contact, using the 'hide this question' option for the 'Email address' element will work when the survey is sent as a link in a campaign. This is because it allows us to personalise the link for the respondent, therefore we know who it is, we know their email address, we know who to assign the response data to and thus we can hide the field. This will avoid the issues you rightly point out.

    The email address field will not be hidden though when sharing a survey as a link, embedded on your website or as a pop-over. In these cases, the link isn’t personalised, so we need an email address to be entered in order to identify a contact and then assign response data to them.

    I hope this helps. Please let us know if you continue to experience a problem with this, however.

  • Avatar

    Hi Neal,

    Thank you for the response the my query. I am still a little stumped i am afraid to say.

    The testing we have done is based on the link being embedded in a campaign and survey responses are only attributed to an individual contact if an email address is entered as one of the questions. As we hold the email addresses for everyone we are emailing my assumption is that all responses should be attributed to that contact/email address, mapping directly to our main email address field, "email". The field that holds all our email addresses is "email" not "Email address" which is where i think the problem is. Should the default field for all email addresses be "Email Address" then?

    Thanks again for your help

    Paul

  • Avatar

    Hi Paul,

    Thanks for coming back on this. I'm a little stumped myself, as you should certainly be able to do what you're trying to do!

    I'd recommend creating a support ticket by emailing support@dotmailer.com. Our support team will he happy to assist you with this.

  • Avatar

    Hi Neal, 

    Please could you assist me.

    I see that the sign up form enables you to populate different address books.

    We have different address books for different subscriptions - is is possible to populate various address books via the survey form.

    currently I have set up radio buttons, with a yes/no field - but on testing, addresses are sent to the main contact list - I was hoping that they would be fed into their segmented address books.

    I would also like to know, if a subscriber opens up the survey, how do they see their current status? the previous radio button selections are all blank?

     

    thanks

    Nikk

     

     

  • Avatar

    Hi Nikki,

    It isn't possible to do what your trying to achieve via surveys and forms. That is, a respondent can't choose from multiple address books to subscribe to within a survey. Subscribing and unsubscribing to multiple address books can, though, be done via a signup form or including a preference centre link in your campaigns.

    However, you can choose which one of your address books per survey to add contacts to

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