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Associate Form/Survey Responses to Contacts

Updated

 

The Goal: Manually match a form or survey response to an existing contact in your database (or create a new contact), so the response appears on the contact’s record.

Before You Begin:

  • Matching does not occur automatically. You must manually associate each response.
  • Your form/survey must have included Form: First Name, Form: Last Name, and Form: Organization OR Form: Email Address, marked as required/completed by the recipient, to provide enough information to match the response to a contact.
  • Once a response is associated to a contact, it displays on the contact’s Profile tab. This section only appears on the Profile tab if the contact has completed a survey that has been tied to the contact.
    screenshot

 

Step-by-Step Instructions

  1. Go to Marketing & Communication, Communication section, click Forms/Surveys. In the Forms/Surveys module, click the numbered link for Total Responses. The Responses screen will be displayed.
    [NEW v2 SCREENSHOT NEEDED: capture this step in tenant 2349 or 4001 showing the v2 nav]
    screenshot
  2. Click the IP Address listed in the From column. The Edit Find or Create Contact window will display.
    screenshot
    • If the system has found a suggested match or matches, it will be displayed on the screen in the Potential Matches section. If one of these is correct, click the radio button next to the appropriate contact and click Done.
    • If no match is found, or the match found is not the appropriate contact BUT you believe there is a contact to match to in your database, click the Find existing - Search your database radio button, and begin typing the name of a contact that exists in your database. The type-ahead functionality will populate a list of contacts in your database that match your entry. If the contact is displayed, select the contact and click Done.
    • If this is a new contact, and you wish to add the contact to your database, select Create new - Create a new organization record. The contact will be added to your database as a new contact.
      screenshot
  3. Click Done.

Common Pitfalls

  • Expecting automatic matching: Responses are never tied to contacts on their own — you must manually associate each one using the steps above.
  • Missing identifying fields: If your form omitted name, organization, or email (or they weren’t required), there won’t be enough information to match the response.

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