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Open the Participant administration menu. The submenu Waves is opened automatically.
Click the Add wave button.
The properties dialog for waves is opened.
– Name: Name of the wave
– Field start, Field end: In this interval, the feedback providers of this wave can open the feedback questionnaire. The field time of the waves may differ from the project field time specified in the Survey menu.
– End of process: The date after which it will not be possible anymore to access reports for this wave.
– Active: yes/no
– Peergroup: Individual peergroups can be created based on concluded previous feedbacks (Process configuration → Report definition → Peergroups). Examples for peergroups are: Wave of the previous year or focus person in similar position.
Confirm with Add wave.
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Open the Participant administration and click on the wave‘s title.
The focus persons overview is opened. Click on the Import button.
Select Download import template and save the file locally.
Enter your data as described above and save them.
Select the completed file.
Select the appropriate character set.
Activate “First row includes column label”.
Use Send file to upload the list.
In the next step, the columns of the import file are allocated to the database fields. On the left hand of the form, you can see the fields of the participant administration. On the right hand, you can find the columns of the import file. Check the allocation. Repeat the procedure on the second tab Process data.
Click on Proceed to preview.
Check and confirm with Import.
A success message confirms that the data have been imported.
In the focus persons overview, you can see the focus persons of the imported feedbacks.
If you click on a focus person, the overview of that person’s feedback providers is opened.
In the participant pool, you can find all participants of the wave.
Allowing Focus Persons to Select Their Feedback Providers
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This scenario is realized optionally on project base. It needs special programming. |
Activating Validation of the Selected Focus Providers
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This scenario is realized optionally on project base. It needs special programming. |
If the feedback constellations are specified by the focus persons, a validation by the focus person’s superior can be activated optionally. To activate the feature and to specify the notification mail, please proceed as follows:
Create a mail template of type “Default mail”.
In the menu Process configuration → Feedback center in the section “Approval of feedback providers by the manager”, activate the checkbox “Validation process active”.
In the drop-down list “Mail template”, select the appropriate template and Save.
Sending E-mails in Feedback Processes
During the feedback process, you may have to contact all participants, sometimes you will contact specific selected persons. Other e-mails are dispatched semi-automatically if e.g. a focus person has forgotten the feedback center password.
In general, the invitation processes are based on the well-known functionalities of EFS Survey participant administration.
For the following topics, you can find MSF-specific explanations below:
how to personalize e-mails
how to prepare mail templates
how to link mail templates with semi-automatic features. Resetting of passwords and requests to validate a list of feedback providers are quite typical situations for semi-automatic dispatch.
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The “EFS Survey” manual provides detailed information on mail dispatch in EFS. |
Personalizing E-mails
You can use wildcards to personalize e-mails and mail templates.
The wildcards listed in the following table allow to insert master and process data of the mail recipient. These wildcards are supported in the questionnaire, too.
The wildcards listed in the second table allow to insert master and process data of the focus person in the current feedback constellation. These wildcards are supported in the questionnaire, too.
Only supported in mails: The wildcards listed in the third table allow to insert information on the current feedback wave.
If you click on the Question mark icon above the mail text field in the mail form, a context-dependent overview is opened.
Participant:
Wildcard | Meaning |
|---|---|
#u_account# | Personnel number |
#u_title# | Title |
#u_firstname# | First name |
#u_name# | Name |
#u_email# | |
#u_unit# | Organizational unit |
#u_gender# | Gender |
#u_role# | Role |
#u_stats# | Feedback status |
#u_language# | Language version |
Focus person of the current feedback constellation:
Wildcard | Meaning |
|---|---|
#fb_recv_u_account# | Personnel number |
#fb_recv_u_title# | Title |
#fb_recv_u_firstname# | First name |
#fb_recv_u_name# | Name |
#fb_recv_u_email# | |
#fb_recv_u_unit# | Organizational unit |
#fb_recv_u_gender# | Gender |
#fb_recv_u_role# | Role |
#fb_recv_u_stats# | Feedback status |
#fb_recv_u_language# | Language version |
Only e-mail: Wave:
Wildcard | Meaning |
|---|---|
#wave_active# | Wave active |
#wave_end_date# | Field start |
#wave_gid# | Wave ID |
#wave_gname# | Name |
#wave_peergroup# | Peer group |
#wave_process_end# | End date |
#wave_start_date# | Field start |
#wave_status# | Status of the wave |
Preparing Mail Templates
Usually, when writing e-mails in EFS, you will use pre-defined mail templates. These templates are centrally created, edited and managed in the Libraries → Mail templates menu.
If you need a new mail template, open the Libraries → Mail templates menu and click on Create template. Specify all necessary settings, select the appropriate mail sender and enter the content. Please mind:
Use meaningful titles for your mail templates, to ensure that everybody understands which template fits for which situation.
Make sure that the mail template type fits for your purpose. For invitations, for example, templates of type “Invitation mail” should be used.
An appropriate sender address should be specified beforehand according to the instructions in the “EFS Survey” manual, and selected for the template. This is of particular importance if, for example, e-mails for resetting passwords are to be sent from an address which is not yours, e.g. a general mail box to which other
project team members have access.Make sure that all necessary wildcards are inserted properly. You can find an overview on all available wildcards in the mail form below the Question mark icon.
In multi-source feedbacks, a dedicated set of wildcards is available for constellation-specific information.
Use the wildcard #code_complete# to insert an access link, i.e. the URL of the questionnaire with access code.
The feedback center URL can be found in the Process configuration → Feedback center menu on all tabs. It consists of the questionnaire URL and the appendix /loft.php, e.g.
https://questback.qb-feedback.com/uc/main/a437/loft.php
Configuring “Reset Password” Mails
If participants have forgotten their password and cannot log in to the feedback center, they can trigger a „Reset password“ mail. It contains a link for resetting the password.
To configure this feature, please proceed as follows:
Create a mail template of the type “Password-Recovery-Mail”
Ensure that the template contains the wildcard #password_recovery_url#: It is filled with the reset link.
In the Process configuration → Settings menu in the field “Mail template”, select the new mail template and Save.