How to collect feedback with Employee Training Management for Office 365

In this article we would like to show you how to collect feedback to see what attendees though of the training event, the speaker, the agenda and more to draw conclusions and to improve future events.

Create e-mail templates and send e-mails

Employee Training Management for Office 365 allows you to send various e-mails to attendees, organizers and other users.

Send various emails

This action opens a form that allows you to select the recipients (participants, organizers or others), an e-mail template or you can also enter subject and body directly.

Send e-mail

You can configure various e-mail templates using the ‘User E-Mail Templates’ list. First enter a title and define if the template is valid for Scheduled Training Events, Training Catalog or Curriculums. For feedback e-mail templates you should select Scheduled Training Events. This will give you a list of available placeholder that you can use in the email template. You can use {WebURL}, {ListURL}, {ItemURL}, {EnrollURL} and any column in the Scheduled Training Events list.

E-mail template

You can now use this feature to send the link to the feedback form to all enrolled participants. You can of course use different online feedback services or create a feedback list in SharePoint. In this article we would like to give two examples, one using a feedback form created using SurveyMonkey and one using a feedback form in SharePoint.

Use SurveyMonkey to collect feedback

First we have to create the feedback form using SurveyMonkey.

When the form is completed, SurveyMonkey proves a web link similar to this one:
http://www.surveymonkey.com/r/YH7RDCK

Use this link in the e-mail template.

SurveyMonkey link

When designing the feedback form using SurveyMonkey, you can also add custom variables to track data about the training event like ID, title or date. Learn more about custom variables here.
http://www.surveymonkey.com/r/YH7RDCK?TrainingID={ID}&TrainingTitle={Title}

Custom variables

If you want to send different feedback links to different training events, please configure multiple e-mail templates or create a custom column in the Scheduled Training Events list where organizers enter the SurveyMonkey link and use this column as placeholder in the template.

User custom column to configure feedback link

This is how you can configure e-mail templates to send feedback notifications to participants including a link to a SurveyMonkey survey. You can use a similar approach for other online feedback services.

Use a Feedback list in SharePoint

If you want to use a feedback list in SharePoint, please create a new custom list and add all your questions.

Create feedback list and add questions

In addition, also create a new column in list columns to connect the event to the feedback.

Create event lookup

The column name has to be evmLookupEvent on initial create (You can change the name later). Select the type ‘Lookup (information already on this site)’, get information from Scheduled Training Events in the column ‘Title’.

Create event lookup column

After creating this column, open the new form,

Open new form

edit the page,

Edit page

edit the web part

Edit web part

and enter the following URL in the JS Link field in the Miscellaneous section.

~site/siteassets/evm/js/sapiens.evm.clienttemplateenrollmentform.min.js
~site/siteassets/evm/js/sapiens.evm.clienttemplateenrollmentform.min.js

JS link

Apply the changes and save the page.

Now let‘s configure the e-mail template.

The link in the email template should look like this:
http://yoursite/lists/feedback/newform.aspx?EventID={ID}

Link to the feedback form

Of course you can also include a Source parameter to configure where to redirect users after giving feedback.
http://yoursite/lists/feedback/newform.aspx?EventID={ID}&Source=http://yoursite/

If participants click on this link in the feedback notification, the correct training event will be selected automatically.

The feedback form

This is how you use a list in SharePoint to collect feedback and to assign feedback to the correct training event.

Also make sure that all users have permissions to add items to the feedback list.

To prevent users from accessing other users’ feedback, you can configure ‘Item-level permissions’ in the advanced list settings of the feedback list.

Item level permissions

In this case only users with ‘Cancel Checkout permissions’ can read all items. Make sure users who should be able to view feedback, have this permission.

If you have any questions or feedback, please send an e-mail to support@sharepointsapiens.com.