How do I use Zapier to create, monitor, and notify about unique exam links?

As far as I know, we’re going to need a lot more information. What specific platforms are you connecting to? “Connecting to a website” can literally mean thousands of things.

How is the website creating the link, and how is it getting into Zapier?

What app is creating and hosting the exam? Can you access that app directly from Zapier in order to check the pass/fail status?

Have you started building this already?

the most important part for is this one
 

Zapier should check the exam link frequently to see if exam is pass or failed

the problem is after creating an exam and send the link to client some how we have to check exam status.

if the exam status changed we have to send exam information to another email.

because we don’t know when client is going to fill the exam so we have to check exam status frequently.

consider, exam status can be checked by api.

here is what i did so far.

If you can access the exam status via API, doesn’t that exam software also have an endpoint that is able to POST to Zapier?

I understand the customer can fill out the exam in any variable amount of time, but is it at least constrained in some way? i.e. It *must* be completed within X-day? -- That would simplify things.

Otherwise, if it truly is any amount of time, from now until eternity, I think you’re going to need a combination of multiple zaps and/or sub-zaps and/or storage steps.

I can come up with a couple of solutions in my head, but let me know about the exam API and if that can send a POST or not, as well as any time constraints for them to finish the exam.

You’re right—the exam can be completed at any time, but most often it’s filled out on the first day after it’s created.

I think I need an interval loop to check the status of the exam every hour or so. However, I’m not sure how to implement that.

Additionally, we need to consider that before one exam is filled out, there might be other exams that need to be sent to other clients. In this case, Zapier would need to store each exam result. Is that possible?

For example, let’s say we have Exam A. Before the client completes this exam, we may create another exam for a different client. What would happen in this scenario?

Unfortunately, I think this is a sufficiently complex use-case, that I won’t be able to come up with the end-all, be-all solution here on the forum. Hopefully someone else can chime in with some different ideas that will send you on your way to the solution, but if not, I am listed in the Expert Directory, if you have a budget to get this working. Then I make time for my actual clients.

But yes, the path I would at least start down consists of:

Zap 1:

1. Trigger on exam generated
2. Exam ID, status, and user email stored in storage or table

Zap 2:

1. Use a “Schedule by Zapier” trigger so that it runs every hour
2. Get all values in your storage
3. Loop through those values and GET the values via your API
4. For any values where the status has changed, send the emails to either the students or the admin or whoever needs them 
5. Delete those exams from storage
6. Exit the loop

Things to keep in mind:

• You can only loop 500 times, which means you can only have 500 exam IDs stored. Which means you may need a different solution than looping, and I can’t remember what the limitations are in the storage app, as far as how much you can store.
  • You can follow the same outline using Tables, but that also has its own limitations...which I also don’t remember off the top of my head.
• However many tasks are inside your hourly check Zap will be counted against your task usage. You’re going to burn through A LOT of tasks. I mean, A LOT.
• It would be way more efficient if your Exam API could send a POST request into Zapier whenever someone has completed an exam.

Anyways, this would be my starting point. I’m sure I/you will/would run into things along the way, but I think this will get you going.