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Attributing a linked survey record to the correct related cohort record?

  • September 1, 2026
  • 2 replies
  • 33 views
JoeW
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Hey all, running into a data-modeling issue and curious if anyone's tackled something similar.

We run a workforce development academy where a single participant record can be linked to multiple cohort records over time (they may go through more than one program cycle). Survey submissions are tied to the participant, but I need each submission attributed to whichever cohort record is currently active for that person, not every cohort they've ever been linked to. Right now the attribution is pulling in all linked cohorts instead of resolving to just the one that's in progress.

Thanks in advance!

    2 replies

    DisraeliGears01
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    How are the surveys being linked to the cohort, is it something that’s selectable as part of the survey form, or is it through automation?

    For the first, depending on the form type you’re using, you can limit linked record selections to a view or filter by conditions, so you should be able to exclude past cohorts from being selected in one of those ways.

    For the second, what I would do is add a recID field to the cohort table, and then sorted/limited lookup on participant of the cohort recID field that only delivers the current cohort (presumably you have some kind of status flag or date field in the cohort record to build this on). Then your automation uses that field for association purposes.

      JoeW
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      • JoeW
      • Author
      • New Participant
      • September 1, 2026

      Thanks for this, really helpful.

      To answer the first part: our self-assessments link to a cohort through the participant. Our survey table has a "Person" link field, and then a separate rollup for "Cohort" on that same record.

      Your second suggestion is basically the fix I need. Our Cohort table already has a Status field (active/past/etc.) and Start/End Date fields, so I can add a record ID field on Cohort, then build a sorted/filtered lookup on Person that resolves to just the currently active cohort (using Status, or Start/End Date as a fallback). Point the Self-Assessment automation at that resolved field instead of the raw Fellow Cohort(s) link, and it should only ever attribute to the one that's actually in progress.

      Thanks again!

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