How to: Collect feedback with Event Management for Office 365

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

In this article:

Create e-mail templates and send e-mails

Event 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 Events or Event Catalog. For feedback e-mail templates you should select Scheduled 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 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 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 events, please configure multiple e-mail templates or create a custom column in the Scheduled 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

Create the feedback list and add all your questions

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 Events in the column ‘Title’.

Create event lookup column

Edit the new form page (classic experience only)

You only have to complete the following steps if you use the classic SharePoint experience. This is not necessary in modern experience.

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.

Configure the e-mail template

Now let‘s configure the e-mail template.

The link in the email template should look like this:

Classic experience:

https://company.sharepoint.com/sites/yoursite/lists/feedback/newform.aspx?EventID={ID}&Source=https://company.sharepoint.com/sites/yoursite
https://company.sharepoint.com/sites/yoursite/lists/feedback/newform.aspx?EventID={ID}&Source=https://company.sharepoint.com/sites/yoursite

Modern experience:

https://company.sharepoint.com/sites/yoursite/SitePages/evm-spform-modern.aspx?ListUrl=/sites/yoursite/lists/feedback&FormType=3&EventID={ID}&Source=/sites/yoursite
https://company.sharepoint.com/sites/yoursite/SitePages/evm-spform-modern.aspx?ListUrl=/sites/yoursite/lists/feedback&FormType=3&EventID={ID}&Source=/sites/yoursite

Link to the feedback form

Test the feedback form

If participants click on this link in the feedback notification, the correct 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 event.

Permissions

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.