Surveys in Dazos CRM can now be sent to Referral Source and Referral Contact records, in addition to the existing Opportunity (patient/client) record support. This update expands your Business Development team's ability to collect partner satisfaction feedback and automate follow-up communications with referral partners.
With this update, users can:
Send surveys manually from any Referral Source or Referral Contact record.
Configure surveys to automatically send based on Referral Source or Referral Contact conditions using Workflows.
Target a survey at a specific module (Opportunities, Referral Sources, or Referral Contacts) through Survey Settings.
Area | Before | After |
Survey targets | Opportunities only | Opportunities, Referral Sources, and Referral Contacts |
Manual send from record | Opportunities only | All three module types |
Survey Settings | No module selector | New "Target Module" dropdown |
Discharge restriction | Required for all surveys | Only for Opportunity records (unchanged) |
Workflow email tokens | Opportunities only | Also available for Referral Sources and Referral Contacts |
Survey link format | Opportunity-based token | Supports Account, Staff, and Opportunity tokens |
Before You Begin
You must be logged in to Dazos CRM with the appropriate user role.
Administrators only: A survey must be fully configured in Survey Settings with the correct Target Module before any manual or automated send can occur.
Referral Source and Referral Contact records must have a primary email address saved on the record for the Send Survey modal to pre-fill the recipient field.
For Opportunity records only: surveys can only be sent after the patient's discharge date. Referral Source and Referral Contact records have no discharge restriction — surveys can be sent at any time.
Steps
Part 1 — Configuring Survey Settings (Admin)
This section is required before surveys can be sent to Referral Sources or Referral Contacts. Only CRM Administrators need to complete Part 1.
Step 1 — Navigate to Survey Settings
Log in to the CRM as an Administrator.
Click the gear icon (⚙) or navigate to Settings in the top navigation bar.
Under CRM Settings, select Configuration.
Click Survey Settings.
Step 2 — Create or Edit a Survey
On the Survey Settings page, click New Survey — or click the name of an existing survey to edit it.
Fill in the survey name and any other required fields.
Locate the Target Module dropdown — this is a new field added by this update.
Select the module this survey should apply to:
Opportunities — for patient/client surveys (existing behavior).
Referral Sources — to survey referral partners.
Referral Contacts — to survey individual referral contacts.
Select the Survey Version (e.g., the specific survey form/version to use).
Click Save.
Note: The Target Module determines which records will appear when you try to send this survey, and which records will be tracked under the "Surveys" related section on the record.
Part 2 — Manually Sending a Survey from a Record
Available to CRM Administrators and Business Development Team Members.
Step 3 — Send a Survey from a Referral Source Record
Navigate to the Referral Sources module using the top navigation or module menu.
Open the Referral Source record you want to survey.
Look at the related objects ribbon (the icon strip near the top of the record). You will see a Surveys icon with a count badge showing how many surveys have been sent.
To send a new survey, click the More Actions button ( ⋯ ) on the record.
Select Send Survey from the dropdown menu.
A modal dialog titled "Send Survey link via email" will appear.
Review or update the To email address. The email is pre-filled from the record, but you can type additional addresses or search for contacts.
Select the Survey Version from the dropdown.
Note: You can also select any configured Email Template for the module from this modal.
Click Send.
A success message will confirm the survey was sent. The page will refresh and the Surveys count on the ribbon will update.
Step 4 — Send a Survey from a Referral Contact Record
Navigate to the Referral Contacts module.
Open the Referral Contact record.
Click the More Actions ( ⋯ ) menu.
Select Send Survey.
Complete and send the form following the same steps as Section 3 (Steps 17–20) above.
Step 5 — Send a Survey from an Opportunity Record
The existing Send Survey behavior for Opportunities is unchanged:
Open the Opportunity record.
Click More Actions ( ⋯ ) → Send Survey.
Complete and send the form.
Important: For Opportunity records, the survey can only be sent after the patient's discharge date. If you attempt to send before discharge, you will see an error message. This restriction does not apply to Referral Source or Referral Contact records.
Step 6 — View Sent Surveys on a Record
Surveys that have been sent are tracked directly on the record:
The Surveys icon in the related objects ribbon shows the total count of surveys sent.
Click the Surveys icon to expand the section and view individual survey records, including send date and survey version.
Part 3 — Automating Surveys via Workflows (Admin)
This section is for CRM Administrators only.
Administrators can configure Workflows so that a survey is automatically sent when a Referral Source or Referral Contact record is created or updated — no manual action required.
Step 7 — Create a Workflow to Send Surveys Automatically
Go to Settings → CRM Settings → Automation → Workflows.
Click New Workflow.
Set Module to Referral Source (or Referral Contact, depending on which module you want to trigger on).
Set the trigger condition — for example, "When a record is updated" or "When a field changes to a specific value."
Add a Workflow Condition if needed (e.g., only trigger when Referral Type = "Hospital").
Under Actions, click Add Action → Select "Send Email" (or the applicable email task type).
In the email task, locate the Survey Token option in the list of available tokens for Referral Source and Referral Contact modules. Insert the Survey Token into the email body where you want the survey link to appear.
Configure the recipient (To field) and email subject.
Click Save.
Note: The Survey Token automatically generates a unique, personalized survey link for the recipient when the workflow fires. No manual action is needed once the workflow is active.
Step 8 — Test the Workflow
Open a test Referral Source record.
Make an update that matches your workflow trigger condition (e.g., change a field value).
Save the record.
Check the Surveys ribbon on the record — a new survey entry should appear automatically.
Confirm the recipient received the survey email.
Part 4 — The Survey Experience (Email Recipient)
When a survey is sent, the recipient receives an email containing a unique survey link. The recipient experience is:
Recipient receives an email with the subject line "[App Name] CRM: Survey Link."
The email body contains a "Click Here" link.
Clicking the link opens the survey form in a web browser.
The recipient completes and submits the survey.
The submission is recorded in the CRM and linked to the corresponding Referral Source, Referral Contact, or Opportunity record.
Note: Survey links are unique and single-use per record/version combination. No login is required for the recipient to complete the survey.
Verification / Expected Result
After completing configuration and sending:
The Surveys ribbon icon on the record displays an updated count after each send.
Clicking the Surveys icon expands the list and shows the individual survey record with send date and version.
For automated Workflow surveys: the survey entry appears on the record automatically after the trigger condition is met, and the recipient receives the email without any manual intervention.
Survey submissions are recorded in the CRM and linked to the correct module record (Referral Source, Referral Contact, or Opportunity).
Troubleshooting / Common Errors
"Send Survey" option is not visible on a record → Confirm that a survey has been configured in Survey Settings with the correct Target Module matching the record type you are trying to send from. → Check that your user role has permission to access the Surveys module. Contact your CRM Administrator if access is missing.
The email address field is empty in the Send Survey modal → The CRM pre-fills the email from the primary email field of the record. Ensure the Referral Source or Referral Contact record has a primary email address saved before attempting to send.
Survey count on the ribbon does not update after sending → Refresh the page after sending. The page auto-refreshes after a successful send. If the count still does not update after a manual refresh, contact your CRM Administrator.
Workflow survey email is not being sent → Verify the workflow is set to Active and that the trigger conditions match the record update you are testing. → Confirm the Survey Token was inserted correctly in the email body of the workflow action. → Check that the recipient's email address is populated on the Referral Source or Referral Contact record.
Survey won't send from an Opportunity record → Surveys for Opportunity records can only be sent after the patient's discharge date. If you are attempting to send before discharge, you will see an error message. This restriction applies to Opportunities only — Referral Source and Referral Contact records have no discharge restriction.