Associating Employment Surveys with Contacts or Organizations

When a student completes an employment survey via Qualtrics, the resulting employment record will sometimes not be associated with a contact or organization. This Wiki article will explain how to fix an employment record when one of these two fields is missing.

To see which employment surveys are not associated with contacts or organizations, open Salesforce Lightning and click on the Employment object in your navigation toolbar.

(Note: If the Employment object is not in your navigation toolbar, you can find it by clicking on the "App Finder," which is the circle menu at the top left corner of the screen. Type "Employment" and click on it.)

Once you open the Employment object, click on the dropdown menu. This will show you the different views available for employment records. The two views we will focus on are Surveys to Associate with Contacts and Surveys to Associate with Orgs.

Associating Employment Surveys with Contacts

Open Surveys to Associate with Contacts from the Employment view dropdown menu. Before opening the employment record, copy (Ctrl C) the student's uNID from the list view. Open the record by clicking on the link under Employment ID.

Next, click the Edit button in the top-right corner of the record. Go to the Contact field and paste the uNID that you just copied from the list view. Then click on the magnifying glass that appears under the contact field.

This will pull up a window titled Contact Results. There should be just one contact that appears. Click on the name to populate the contact field of the record. Confirm the changes by clicking the Save button.

That's it! You have associated the employment survey with a contact.

(Note: It is important to use the uNID to look up the contact to make sure you select the right candidate. If you look up the contact by name only, you risk the possibility of finding multiple contacts with the same name.)

Associating Employment Surveys with Organizations

Open Surveys to Associate with Contacts from the Employment view dropdown menu. Before opening the employment record, note the name of the Employer from the list view and open the record by clicking on the link under Employment ID. (Note: You might want to open the record in a new tab by right-clicking on the link and clicking on Open link in new tab. This way you can refer back to the list view for the employer name if necessary).

Next, go to the Placement section on the right side of the record. Under Position, click on the gray pencil next to the Organization field and enter the name of the employer from the Surveys to Associate with Contacts list view. (Note: Make your search as broad as possible. For example, if the employer is BDO USA, LLP, simply search for BDO in order to pull up all of the possible results.) Then click on the magnifying glass that appears under the organization field.

This will pull up a window titled Organization Results. Make sure you select the organization that has the same billing city as the one listed in the City column in the Surveys to Associate with Orgs list view. (This is important for large employers that have multiple locations, e.g. Goldman Sachs or BDO USA.) Confirm the changes by clicking the Save button. Tip: You can sort the organizations by Billing City by clicking the top of the Billing City column. This will sort the cities alphabetically and allow you to more easily find the correct billing city.

If you can't find an organization with the correct billing city listed, or if the organization does not yet exist in Salesforce, you will have to create a new organization. To do this, type the employer name in the Organization field and click + New Organization.

A new window titled New Organization: Organization will pop up. Fill out as many of the following fields as possible (the highlighted fields are REQUIRED and need to be filled before creating the new organization)

• Organization Name

• Parent Organization (only necessary if you are creating a new entity for an organization that already exists, e.g. a new location for Goldman Sachs)

• Industry

  • Phone

  • Website

  • Billing Address

    • Street

  • City

  • State

  • Zip Code

    • Country

Once you have entered as much of the above information as possible, click Save to create the new organization record.

TIP: In order to get the necessary information, you can look up the employer in Google. This will usually bring up a summary of the company that looks similar to this:

This summary should include the information necessary to create a new organization. You can copy the information from the company summary and paste directly into Salesforce!

(Note: If you find a company summary but the billing city is not correct, try Googling the employer name along with the billing city, e.g. BDO Salt Lake City).