ExAM allows you to designate that you are assessing a specific existing Salesforce Record. This allows your assessment template to update fields on that Salesforce record as well as allow for reporting to be executed with that record in mind.
For each distribution of an assessment template that you execute, you will navigate through the ExAM Command Console’s distribution tab. Here you will be greeted with guided steps that will determine how that distribution will be executed and what that assessment template is related to. During this process is when you will indicate that the assessment you are distributing is related to a specific Salesforce record. The best way to understand this is to see it executed so below we will be walking through the process of creating a distribution of an assessment template that is related to an existing Salesforce Record.
It is important to note that you are able to set up a distribution of an assessment template related to an existing Salesforce record without having set up field mapping between the two. If you have not configured field mapping the system will not be able to map the responses of the assessment to the fields on the Salesforce record, but the answer will still be recorded in the context of that record. Not all use cases require field mapping this will vary on your use case.
To create a distribution of an assessment template that is related to an existing Salesforce record navigate to the ExAM Command Console tab and select the assessment template that you intend to distribute.
Now click on the Distributions tab. Here you are able to see the distributions that you have previously sent out relating to the assessment template that you are on.
To create a new distribution you will click on the +New Distribution button. This will bring you to the process of entering all the information that is required to create a distribution.
You will provide the distribution with a name and since we want this assessment distribution to be directly related to an existing Salesforce record you will respond with Existing to the prompt “Will you be assessing an existing Salesforce record?”. Indicating that you are assessing an existing Salesforce record will allow you to then select the Object and search for the intended record. Once you have selected the object and found the record you want the assessment template to relate to you will click Continue.
Next, you will provide the information on who you are distributing the assessment too. If you want to create a single anonymous link that you are able to distribute you will select No to the question “Are you distributing this to Contacts, Leads, or Users?”. If you want to distribute link the assessment to a contact, lead, or users you would answer Yes to this question. If you click yes you will be prompted to select which of the three you are distributing to and wither create a new group to distribute to or select from a previously created group.
To create a new group you will click on Create a New Group and you will name the group then you will click Create Filters where you are able to select the Field to Filter on as well as set the parameters so that you are creating the group for the records that you have in mind. You are able to add more than one filter by clicking Add Filter and once you have the filters added you will click Apply Filter. You are then able to select to Use this Group or to Change Group.
Once you have selected the group or created the group you will then choose the how to distribute method. Currently, the only method that is supported is through Email with Salesforce so you would click that method. You will then select the Email Template that you want to use to distribute the assessment and schedule the date and time that the Email will be sent. Once that is all complete you will click Select Template and Review.
In the review section, you can look over everything to confirm it is how you want it. You are also able to set an Expiration Date for the assessment as well as a Landing Page, Pre-Assessment Message, and Post assessment Message. Once everything is correct you will click Save Distribution and you will have successfully scheduled an Email distribution using the new ExAM Command Console Distribution tool.
At this point you have successfully configured a distribution of an assessment that will be related to an existing Salesforce record.