Quick Links:
- What are Workflows?
- Enabling and setting up Workflows
- User Management
- Add or Edit User Action
- Scripted Integration
- Tips for Specific Survey Tools
- Decipher
- Qualtrics
What are Workflows?
Workflows allow you to automate a number of tasks pertaining to user management in Real Time projects. There are a number of settings that can be enabled with the end result being JavaScript code that can be added into any survey or other online tool.
The workflows assists with situations where participants need to be directed into the qualitative software immediately after they complete an online screening survey. It gets your participants into the software immediately, creating the user as they are brought in and saving time on both the recruitment and project management portions of your projects.
Please note that the below only works for real time projects. If you need to move people from a screening survey into a discussion board please read through this article.
Enabling and setting up Workflows
Please note the following before you begin the workflow set up:
- Workflows may need to be active in your company's projects. If you do not see a Workflows tab when entering the project you want to utilize this feature on, email help@itracks.com to ask to get this functionality in place.
- This functionality is only available for real time studies (those using Phone IDIs, Video IDIs, Video Chats and itracks Chats). If you are wanting to do integration like this into a board please refer to the Survey Integration article for more details.
Once you have the workflow tab in place you can create the code for the survey/developers to use on their side by performing the following actions.
1. Click the Create button to create a new workflow
2. Label your workflow. This can be whatever makes the most sense to you. Click Save when you are done.
3. Click the Add Trigger button to start building in your workflow tasks
4. A Categories area will pop up. Click the Scripted Integration icon.
5. A description of the trigger will appear. Click on the bottom part of this message (where it says External User Information) to go to the next step.
6. Now you can start adding steps. Click the Add Step button. In this stage you will be able to continue clicking the Add Step button to keep adding additional steps. Not all steps described below are required.
7. Choose from Scripted Integration or User Management. Please note that you will need to click the User Management option and set up tasks in that category before performing the Scripted Integration tasks.
User Management
This option allows you to select from three actions:
- Add or Edit User - Add a new project user or edit an existing user if the user already exists as they exit your survey and then enter the itracks software;
- Assign Activity - If you have activities booked in already, a newly created user can be automatically assigned to a specific activity as they enter the software; or,
- Broadcast to User - Send an email to a user as they enter the software for the first time
Add or Edit User Action
Clicking this action will allow you to choose from the following options
Create login link - This is what lets your user log in. It is recommended that this remain on.
Role - Choose the user role in the project. You can set up workflows for participants, observers and moderator user types depending on your needs. Most commonly, participants are chosen here.
If User Exists - This lets you determine what happens if the user already exists in the project. The drop down allows you to Append new information to the user or Ignore new information.
If no Display Name - most surveys will be programmed to collect a display name and then pass it into the project, however, if the source that the user is coming from does not determine the display name this area allows you to determine how names will be displayed. The choices here are Full Name, Role (e.g. Participant 1, Participant 2) and Custom. The custom choice will allow you to set your own naming convention.
Assign Activity Action
This step allows you to assign users to any activity set up in your project as they enter the software. Note, you will need to have at least one activity set up to perform this step.
You can also assign all activities to a role (Observer/Moderator) by selecting "All Activities" option from the Activity Name dropdown on the Assign Activity action.
Broadcast to User Action
Choosing this option will allow you to set up and send an automated email to a user as they enter the software. Click the Edit button to determine the content and details of the email that is sent.
The options available to you here mirror our email broadcaster system used to invite and remind participants.
Scripted Integration
This option allows you to create code where you can update a users profile with information provided from an external source. If you have profile fields that need to be populated from responses that people made in the screening data, if you needed to pipe in a unique identifier or any other information from an external source, you would choose this option.
When clicking the icon indicated above, you will get a description. Like before, click the description (the words 'Update Project Profile for User' to proceed.
You will need to create profile questions in your project before you can proceed in this step. If open ended profile questions are set up in the profiles area of the project, you can then use this area to choose what fields are to be populated as people enter or re-enter the software.
8. Keep adding as many steps required for your project by clicking the Add Step button the bottom of the page.
9. Click Save when done. When clicking to save you will get a notification asking if you want to Save and generate the JavaScript now or later.
Clicking to generate now will save a copy of the JavaScript in a word document. The JavaScript can be run later as well by clicking the dot icon shown below and choosing the Generate Javascript option.
Tips for Specific Survey Tools
Any survey or other software tool that allows for JavaScript to be inserted into the code as part of the programming can use the itracks workflow integrations. If your programmers need assistance with a specific item you can reach out to the help desk at help@itracks.com to get further assistance from the team who assists with this type of development.
Decipher
Please refer to the following guidelines for using JavaScript in the decipher tool.
https://forstasurveys.zendesk.com/hc/en-us/articles/4409461346587-Including-JavaScript-in-a-Survey
Qualtrics
In order to use this functionality with the Qualtrics software, you will need to make sure that JavaScript is added to your survey. Please see below for additional details on how to do this.
https://www.qualtrics.com/support/survey-platform/survey-module/question-options/add-javascript/
The JavaScript generated by itracks will need to be placed into the addOnload section to work properly.
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