Using existing data to pre-populate a survey

Surveys can be pre-populated with the data you may already hold within your contacts. If you distribute your survey via the email functionality of the application, surveys can pre-populate or hide a field for which you already have information on a contact.

In brief, the way to achieve this is:

  • Create your survey
  • Include the special email address element
  • Map answers to your contact data fields
  • Choose how you want pre-existing data to be handled
  • Insert a link to your survey using the drag and drop's Link function and send your campaign
  • For more details, continue to read on.

Creating a survey with an existing contact's email address

Create your survey in the normal way, and map your survey to an address book.

Below the option to map an answer to a data field, it says, "If you already have this data for a respondent" followed by the options:

  • update (which overwrites existing data with the contact's response to this question)
  • hide this question (which doesn't show the question to your contact)

Choose the appropriate behavior for your survey.

Share your survey via the email application

To overwrite data, or hide the question, based on there being existing data, then you need to share the survey via the email application.

In the drag and drop editor, use the Link to a survey feature, which you can access by clicking on the Link function in the toolbar.

When the campaign is sent out via the email application, each contact will be sent a unique URL for the survey and the questions will be hidden based on that URL.

Tips and tricks on mapping data

Boolean (true/false or yes/no) data fields

If your data fields contain Boolean (true/false or yes/no) data, then mapping this successfully requires the use of multiple choice radio buttons or a dropdown list with appropriate Boolean answers. Valid answers for your survey would be True and False, Yes and No, or even Y and N: these will all be mapped correctly to your Boolean data field.

It is not currently possible to map a data field to a checkbox.

Sending the campaign outside of the drag and drop editor

If you do not have access to the Link to a survey feature (because, for example, you are using the API or a different editor), then you can still access this behaviour through the email application.

First, generate your link in the survey tool - this will look something like:

Insert m/ after the so that it looks more like:

Now, to the end of the link add @HCONTACTID@ so that it looks like:

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