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Response Metadata

Response metadata is a feature which allows a designer to link a value to a workflow for access outside a form.

This can be used to store small amounts of information. If larger amounts of information need to be stored (ie: more than a couple of fields) - then an ID can be stored when can be linked to an external system of record. Examples of the sorts of data that could be stored include the priority of various responses, contract values etc.

Once setup, the response metadata fields can be dragged and dropped onto the question set across one or more projects. These fields also support the use of special characters.

The feature should enable a variety of analysis and reporting options by storing useful, indexed data against individual workflow instances and the environment as a whole.

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Warning:

Response metadata is stored unencrypted and should not be used to store personally identifiable information

How to use Response Metadata Fields

Response metadata fields can be added via Manage’s custom fields section. Click to create a new custom field and set the location to Response Metadata and enter a title.

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Existing Workflow Tasks

If a field is added after a workflow task has been added the value will be empty for existing tasks.

Adding Response Metadata to the Question Set

Like a document placeholder, the response metadata fields can be dragged and dropped onto the question set where appropriate to be associated with a particular answer. Expand the Response Metadata on the placeholders tab to view fields created in the section above.

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Used Response Metadata Fields

A response metadata field can be used only once, used response metadata fields are grayed out.

Response metadata fields values are commit ed when a form is submitted. For projects with multiple workflow steps, the values are updated upon each submission.

Using Collected Response Metadata

Response Metadata fields can be retrieved by the SmartIQ Data Sources that relate to active workflows

  • System in Progress Tasks
  • User Assigned and Group Tasks
  • User Assigned Tasks
  • User Group Tasks

The SmartIQ data source returns the response metadata as extra columns. In the example below the columns that appear in green are response metadata fields added to the existing project data source fields.

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The meta data columns will appear like regular display fields and data fields in the project.

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