Automations in the PICSWeb Survey Summary

Owned by Joe Robson (Unlicensed)
Last updated: Aug 26, 2022
3 min read

The Automations tab in the Survey Summary shows any automated processes that you have set up to have the survey sent to different records that meet certain criteria. These automations are run every day at 5am.

For each automation, the Name and Type are shown.

Filtering the Automation List

The options to search the list by Name and filter by Number of Records are available from above the list. Once you have entered the necessary details, press Enter or select the Search icon to run the search and apply your filters.

Exporting the Automation List

Selecting More shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Creating a New Automation

Surveys can also be sent out manually to individual records with an email address and a PICSWeb user account. This is explained in Sending Surveys.

Any record to be included in the automation must have an email address. For records with an email address but not a PICSWeb user account:

  • Learner or Applicant records - the automation process will create an account automatically when the automation is run.

  • Contact records - the automation process will not create user accounts. Accounts must be added as explained in Creating Contact Logins.

You do not need to pass user account login details to the learner/applicant/contact for them to be able to complete surveys as the survey request link sent from PICSWeb will grant them access.

If you are licensed for PICSWeb Portfolio, the same account will be used for Learner Logins and Contact Logins. You will need to confirm access for those areas separately.

Selecting Create will open a window where you can set up a new automated process for the survey. The first step is to choose the Type of automation. The following types are available:

  • Send to Learner – This will require an Email Address to be recorded against the learner.

  • Send to Applicant – This will require an Email Address to be recorded against the applicant.

  • Send to Officer/Contact – This will require both an Email Address and either a User Account or Contact Login to be recorded against the officer or contact.

  • Send Reminder Emails – This will send a reminder email to any records who have already been sent the survey and have not yet completed it.

Select Save to continue to the next step.

In the next window you can enter the Title and Message for the automated email that will be sent along with the survey link.

If you are creating a Send to Learner, Send to Applicant or Send to Officer/Contact automation, you will also need to specify what criteria need to be met by a record for the survey to be automatically sent. This is done by setting a series of filters to isolate the necessary records.

The filters used here are the same as those used in the following reports:

 

Once you have entered the necessary details, select Save to add the new automation or Cancel to discard it.

Automation Actions

Selecting the … icon by an automation will display the following options:

  • Edit – This will open the window above for you to change the Title, Message and any filters assigned to the automation.

  • Delete – You will be prompted to confirm before the automation is deleted.