Send Survey link to external users through email

[Ajay37]

Hi Community,

I have a checkbox variable and vendor email (external emails) on the catalog task. If the assignee checks the checkbox to true and saves the form, I need to trigger survey to email in the vendor email variable through notification and would like to mention the request/task number for which the survey has been triggered. I want this survey to be associated to task because the assignee should know for which task the vendor has filled the responses for further validation purpose.

Thank you

[amaradiswamy]

Hi,

I am assuming the checkbox type variable is actually a service catalog variable and not a field on sc_task. I suggest you to create another checkbox variable called "Vendor email sent". Create a business rule on sc_req_item table, this should run on both insert & update, conditions as variables -- select the catalog item -- checkbox variable is true [AND] variables -- select the catalog item -- "Vendor email sent" is false. in the advanced, trigger an event using gs.eventQueue

https://www.servicenow.com/community/developer-articles/servicenow-notification-servicenow-notificat...

[Ajay37]

Hi @amaradiswamy ,

Thank you for reply. I am aware of triggering event and sending notification part. But I would like to know about triggering survey to external users dynamically for each task on which checkbox is checked to true and in reply save the responses and associate them to task as well, for future tracking purposes.

[amaradiswamy]

Thanks for the clarification. In this case, you need to create a service portal page and enable Public checkbox and design a widget to show the survey questions. I suggest you to create a custom table extending user table and assign snc_external role to the users in this custom table. so, when you are about to send an email check if that present in tis table or not. If not create a record and send the credentials via email, this way you can give them the access and still can control to not to access the other data. This is the model used by applications like vendor risk management where the vendor needs access to the instance just to submit the risk assessment questionnaire.

[Ajay37]

Hi @amaradiswamy ,

Thanks for the idea. It sounds good.

Could you please explain this part "when you are about to send an email check if that present in this table or not. If not create a record and send the credentials via email, this way you can give them the access and still can control to not to access the other data."