Campaign Overview for Admins
Written by Michelle Henley
Updated at August 7th, 2025
Table of Contents
The Campaign feature allows for the bulk assignment of a form to a defined group of users that must be completed and returned. This is primarily used to collect specific data from users, many times in the form of the annual certification, e.g., COI, Policy, Code of Conduct, etc.
Campaign Privileges
The following privilege is only needed to view active/inactive campaigns. Regular campaign users do not need this privilege.
| Privilege Name | Description |
|---|---|
| View Campaigns | Gives the user the ability to view active/inactive campaigns. |
Assigning Users & Launching a Campaign
Users can be assigned to a campaign in one of two ways.
1: File - Pre-Assigned Bulk Users
In this method, the customer must first provide a .csv file containing the information of all users who should be prompted to participate in the campaign. Note: The file should be provided to Lextegrity no later than three (3) weeks before the campaign's launch.
- Title of Campaign
- Campaign Start and End Date
- User email addresses (email address must match the email address already in the system)
Once Lextegrity receives the file, a campaign ID is generated. When uploading the file, the system will validate whether the user is active within the system and confirm that the email address provided matches the user(s). The information is uploaded to the system but will not be assigned to users until the start/launch date of the campaign.
Next, an email containing a link is sent to each campaign participant.
- When users click on the link, they are routed directly to the campaign disclosure.
- A new request ID will be generated if this is the user's first time accessing the link.
- New IDs are in “New” status until the user begins the questionnaire and either submits it or saves it as a Draft.
- Users can access their campaign again anytime by using the same link in the email.
- Users can access the same link as many times as needed, but only one request ID per user is generated.
2: Open-Ended Campaigns or Ad-Hoc Users
In this method, users do not need to be pre-assigned to a campaign. Campaign admins prompt users to participate by providing the link directly. The same link can be shared with a single user or a group of users.
- When users click on the link, they are routed directly to the campaign disclosure.
- A new request ID will be generated if this is the user's first time accessing the link.
- New IDs are in “New” status until the user begins the questionnaire and either submits it or saves it as a Draft.
- Users can access their campaign again anytime by using the same link.
- Users can access the same link as many times as needed, but only one request ID per user is generated.
To generate a link, click on the Copy Icon next to the campaign you wish to assign.
The URL will then be copied to your clipboard. From there, admins can provide the link to the users who should complete the campaign.
Note: Customers can update their campaign(s) up to 4 times within a calendar year by contacting us at support@lextegrity.com. Updates include adding and removing users.
Adding Users to an Active Campaign
Additional users can be added to an active campaign by providing an additional .csv file with the campaign ID and user email address(es). Once the new users are added, they are sent an email link to complete the questionnaire.
Removing Users from an Active Campaign
Users can be removed from an active campaign by providing a new .csv file containing the campaign ID and user email address(es).
Deleted users will receive an “access denied” error if they click on the link to complete the questionnaire.
Please Note: When a user is deleted, the questionnaire will remain in its current status. If the questionnaire has already been submitted for approval when the user is removed, the disclosure can still go through approvals and be approved.
Email Reminders
- Email reminders are sent to pre-assigned users when the disclosure is initially assigned and will continue until the user completes and submits it.
- For open-ended campaigns, pre-assigned users will only receive email reminders if they click the link but do not complete and submit the disclosure.
Admin Access for Campaigns
To access Campaigns, click on Campaigns in the left navigation bar or the corresponding tile to the right.
Within the Campaigns page, there are tabs for Active and Inactive campaigns.
Click on the Campaign ID to see all of the responses.
Click on the Disclosure ID to view an individual response.
FAQ
Will regular users have access to the Campaigns tab in the left navigation menu? No. The Campaigns link is an admin feature. Only admins with the View Campaigns privilege can see this link.
What happens when a campaign ends? When a campaign ends (e.g., scheduled to end on December 31), the link to access the campaign will become inactive, and colleagues will no longer be able to complete the campaign.
What happens to campaign forms that were started but not submitted before the campaign end date?
Forms Never Opened:
- If a user has not opened the campaign form before the expiry date, they will not be able to access it after the end date. Attempting to access it will result in an error.
Forms Opened and Saved as Draft (Before Expiry), but Accessed After the Expiry Date:
- If a user opens the campaign form and saves it as a draft before the expiry date, they will still be able to access the draft after the end date, fill it out, submit a disclosure, and/or retire a conflict. However, they will not be able to submit the disclosure.