Quest Forms can be sent out publicly to an Apprentice or Employer by Email or SMS which they can complete the available survey fields and submit.
On the Training Contract page under the “Quest Form” tab, after clicking on the “Questionnaire” button, the Quest Forms with the TrainingContract Tag are available in the drop down to choose from.
Note - Providers may wish to create separate Quest Forms to send publicly instead of using existing Quest Forms if there is any difference in the questions for any particular quest form.
Below is the example for "Initial Assessment Apprentice" Quest form.
After clicking on any option "Launch Form" or "Complete later", new entry for Pending Quest Form is created in the Quest Form tab.
For each Quest Form, there is an action button with the below options
- Complete - This redirects the user to the Quest Form submission page and the Form can be completed by the user without sending to the recipient (This will open the Quest form on a new tab)
- Send Email - This redirects the user to the 'New Email' page to send an email to the Recipient
- Send SMS - This redirects the user to the 'New SMS' page to send an SMS to the Recipient
- Delete - The Quest form is archived.
After selecting 'Send SMS' or 'Send Email' option, the page for 'New SMS' or 'New Email' will open.
For example: If 'Send SMS' option is selected below new page will open.
In the available merge fields, in Training Contract tab, Public Quest Token is available. Selecting this merge field will create the public token to send the Quest Form publicly.
Email and SMS templates can be created within the Admin Settings with this merge field predefined where it is required to merge from.
Please Note: The user must select correct recipient (Apprentice or Employer) as this is not automatically selected based on the Quest Form type.
In the SMS message, the receiver will receive the link to the Quest Form with the public token, as shown below.
Note; Be mindful that SMS have character restrictions. Due to the length of the token, this may charge as 2 credits if the character count goes beyond 160.
If 'Send Email' option is selected below new page will open
In the Email message, the receiver will receive the link to the Quest Form with the public token, as shown below.
In the Lifecycle, an entry can be seen for the sent SMS /Email.
After clicking on the given link in the SMS/Email, Recipient can open a form as below to complete the available fields.
After submitting form below success message is displayed
After Apprentice submits the Quest Form, an entry of Quest Form is added in the lifecycle tab showing status as Complete. Quest form can be viewed by clicking on the Quest form link under the Mode or Type column.
Quest forms can also be viewed in the Quest form tab by clicking on View option under action button.
Note - When quest form is completed via the public token 'Completed by' will be shown as 'External source'
View of Quest Form
NOTE: The email and SMS templates that are setup with the merge field will only work when sending from the Quest Form itself, as a standard New Email will not be able to identify the Quest Form required to be completed on its own.