Configuring Survey Responses in Paths and Writebacks – SenseHQ

Overview

The Survey Responses feature allows you to use specific responses from Survey 2.0 within your paths and workflows to trigger alerts, notifications, and automated data updates (field writebacks).

You’ll be able to filter candidates based on their answers using Path or Split nodes and take subsequent actions, such as sending notifications to stakeholders or performing data writebacks to specific fields. This capability helps you automate follow-up actions based directly on customer or candidate input.

Prerequisites

You must have a Survey 2.0 attached to a communication (email or SMS). The dynamic response filtering capability works for both email and SMS communication types.

How It Works

You leverage the context of the previous node (where the survey was sent) to access the specific survey responses within Path, Split, or Writeback nodes.

Core Components and Logic

Path vs. Split:
- Paths allow the same entity (candidate or customer) to enter multiple branches if they meet the criteria for each path.
- Splits are mutually exclusive, meaning the entity can enter only one branch, preventing ambiguity.
The Essential Condition: When you filter based on a specific answer (Survey Question Responded), you must always pair it with the Survey Responded is true condition.
Dynamic Operators: The system automatically provides different operators (e.g., includes all of, is after, is less than) based on the data type of the survey question you select (such as free text, date, multiple choice, or rating).
Data Writeback Safety: When you configure a field writeback, the system detects the data type of the target field (e.g., Date field) and only displays survey questions whose responses match that data type, ensuring accurate data update.

Configure an Alert Based on a Specific Survey Response

Follow these steps to set up a notification that triggers only when a specific answer is received (e.g., a candidate lists three specific skills).

Open the path and select the option to add a condition.
Click Add variable and navigate to the previous node's context.
Select the Survey Responded event. This event should always be selected.
Add a second variable and select the Survey Question Responded type.
Select the specific question you want to filter on from the list of questions configured in the survey.
Use the operator that appears based on the question type. For a multiple-choice question, you might use includes all the options and select the required answers (e.g., Java, JavaScript, and Python).
Set the Scope (Wait Time): Define the time period you are willing to wait for the survey to be completed (e.g., 90 days). Responses received after this scope will not be considered.
Save the path condition.
After the path condition, set up the subsequent node, such as an email notification, which will only be sent if the condition is met.

Including the Survey Response in the Notification Body

You can pull the specific answer received and display it in the body of an email or SMS notification.

In the email or SMS body, click Insert dynamic label.
Navigate to the previous node context.
Select the Survey question responded.
The response to that specific question will appear as text in your message.

Configure a Field Writeback

You can automatically update a field with a survey response.

Add a Writeback node to your path.
Select the field you want to update (e.g., "nickname").
Select the option to assign another field's value.
Click to define the source value.
Navigate to the previous node.
You will only see questions whose response data type is compatible with the target field you selected.
- Note: You can choose a specific question's response or select the entire transcript of the survey to write back.
Optional: You can first define a specific condition (like filtering by date) and only perform the writeback if the condition is met.

List of Operators

Nodes	Usage/Usage Type	Fields
Email	Settings	No Survey specific fields
Email	Email Body	Survey URL Survey Transcript Survey Response (specific question)
SMS	Settings	No Survey specific fields
SMS	SMS Body	Survey URL Survey Transcript Survey Response (specific question)
Paths	Survey Responded	Survey Responded = True Survey Responded = False
	Survey Viewed	Survey Viewed = True Survey Viewed = False
	Question Type - Free Text (only applicable when Survey Responded=True)	Contains Does not contain Is exactly Is null Is not null Is one of Is not one of
	Question Type - Multiple Choice (only applicable when Survey Responded=True)	Is Is Not Includes One off Excludes all off Is null Is not null
	Question Type - Rating (only applicable when Survey Responded=True)	Is Is not Is greater than Is less than Is greater than or equal to Is less than or equal to Is null Is not null
Writeback nodes	Note Writeback (Write ATS Note)	Survey Transcript Survey URL Response to Survey Question
Writeback nodes	Field Writeback (Update Info)	All the events in Path with Question Type Data type validation should be enforced at the field level, and field selection should continue to work as it does today. For example, if a Date field is selected and its value is assigned from another field in the Previous Node context, only survey questions of the Date type should be available for selection.

Field/Setting Explanations

Term/Setting	Definition	When to Use
Survey Responded (Event)	An action-based event indicating the survey was completed.	You must select this condition whenever you use the Survey Question Responded type.
Survey Question Responded (Event/Label)	The specific response provided by the user for a single question.	Use this when filtering a path based on a particular answer or when inserting that answer into a dynamic label.
Transcript (Dynamic Label)	Shares the entire text record of the survey response.	Use this when you want to write back or include the full text of all answers in a follow-up action.
Operators (Contextual)	The logic used to evaluate the response (e.g., is after, includes all of, less than).	The available operators change automatically based on the question type you are filtering (date, multiple choice, rating, etc.).

Use Cases / Examples

Scenario	Feature Configuration
Low Rating Alert	In a Path, configure a condition using the Rating question. Use the operator "is equal to" or "is less than" 5. The subsequent action sends an email alert about the low rating to the relevant internal team.
Skill-Based Notification	In a Path, configure the multiple-choice question on programming languages. Use the "includes all of" operator and select Java, JavaScript, and Python. The subsequent action sends a confirmation email only to candidates who selected all three.
Date-Conditional Writeback	In a Writeback node, you update a specific date field only after adding a condition that checks if the survey date response is "after today." This ensures the writeback only occurs for particular entries.
Offensive Language	If a survey response contains inappropriate or offensive language, the system will automatically flag it and send an alert.

Tips & Best Practices

Always include Survey Responded True: Ensure you add the Survey Responded is true condition whenever you use the Survey Question Responded event.
Define Scope Carefully: When setting up a path condition, define the time scope (e.g., 90 days) during which you expect the survey to be completed. Responses outside this window will not be considered.
Trust Automatic Data Type Matching: When performing a writeback, the system automatically filters the available survey questions based on the data type of your target field (e.g., a date question will only appear if you are writing back to a date field), ensuring data integrity.
Understand Path vs. Split: Use a Split when you need to ensure an entity follows only one specific action path (e.g., if the rating is 5, go here; otherwise, go elsewhere). Use a Path when the same entity might need to qualify for multiple follow-up actions.

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