Getting a Record ID into a Survey

Update Record and Pull integrations can only work if they know the specific ID for the record you intend them to interact with.

And there are two main routes for the data move:

A: Via a Contact list and the SmartSurvey Email tool,

B: Generating an email in the Data Source app and Using Custom Variables.

And each of them can be thought of as a two-part process.

1: Getting the data out of the Data source

2: Getting the data into SmartSurvey.

So work needs to be done in both systems to complete the route for the data.

SmartSurvey Email Tool Custom Column Method

For an overview of how to use the email tool, see the main guide.

1. From the Data Source, export a list of the records that relate to the people you want to invite to the survey. The precise method for this will be different for each data source app so you should refer to that app’s help documentation on how to do it. What you need is a file that contains the contact’s email address, the RecordID for that contact, and any other data you might want to be part of the contact list.
2. The file needs to be prepared by ordering the columns as follows: Email Address, Name (if name is not to be used in the email, leave a blank column), then RecordID.
3. In SmartSurvey, create a new mailing list. The list should have a custom column, with the name “RecordID”.
4. You’ll then be asked to populate the mailing list. Copy the data out of the prepared export file and paste it into the box. You can then save the mailing list.
5. Now, when configuring the integration, when prompted for the Record ID, you can click on the down arrow next to “Select Merge Code” and Choose “Email Invite Contact” > “RecordID”.

Custom Variable Method – Email Generated in Data Source App

The other way to get the recordID into SmartSurvey is using a Custom Variable on a the end of the survey link. This is the method to use if you usually use the Data Source App for contacting respondents.

1. In your Survey Create a new Custom Variable. Give it the name “recordid” and label “Record ID”.
2. When configuring the integration, when prompted for the Record ID, you can click on the down arrow next to “Select Merge Code” and Choose “Custom Variables” > “Record ID”.
3. In the “Collect” Tab of the survey, Activate “show variables” and copy the tracking link
4. In the data source, you will then need to configure your method for getting the right link to the right contact. Usually this will be as an email. Refer to the help documentation for your app on how to do this.
5. In the Email content, paste the tracking link from SmartSurvey. At the end of the link you should see ?recordid=x. You will need to replace the “x” with the appropriate merge code to get the right Record ID. The object this will draw from needs to be the same one that your integration targets. Again, this is something that you’ll need to refer to the app’s help documentation on how to achieve.