Distribute Surveys via Email

Distribute Surveys via Email

To create an Email Campaign, 

  • Click on New Campaign in the Distribute Page. 

  • A drop-down will appear. Click on New Email campaign. 


  • A pop-up will appear. Enter Campaign name.

  • In the "Create Campaigns For" drop-down, select  Distribution List for which you want to send out the invites.
  • Enter Link Type. It can be Anonymous or individual. 

For Anonymous Links, the data collected will be anonymous and distinguishing between responses for respective individuals is not possible as no other information about the user will be captured in the collected data except the information asked in the survey.

For Individual links, the data collected can be distinguished with respect to the members in the Distribution List. Each respondent can be identified here as the data collected contains the information about the respondent.

  • Click on OK.
  • A new Email Campaign gets created on your Distribution Page which will have options to Set up an invitation Email, Reminder Email and Thank you Email.
 
Setting up invitation Email
Once the Email Campaign is created, users can set up an invitation mail with generic mail body and few fields configured within the mail body.

To set up an invitation email, 
  •  Click on Invitation Email in your created Email Campaign,.

  • A pop-up will appear. 
  • The "From" field will be empty and disabled until you have not done Email Configuration. Email configuration allows you to specify the Email address from which you wish to send out Invitation Mails. If no Email configuration has been done, the invites will be sent from system generated auto-mailers. For more details Refer Section Email Configuration.

  • The "To" field will show the name of the Distribution List for which you have created your Email Campaign. This means emails will be sent out to all the members of that Distribution list.
  • Enter relevant subject for the email in the Subject field. 
  • Enter email body. There will be a default mail body present for an invitation Email. You can modify the Email body as per your requirement and also apply properties available to make your mail more appealing.
  • Make sure that you have the Survey Link in place in the mail body. The syntax for adding Survey URL is "{{surveyurl}}"
Warning : While modifying your mail body, make sure that you do not delete the Survey link. You can Embed the Survey Link at whichever place you want in you Email body by writing "{{surveyurl}}".

  • You can also configure other fields from your Distribution List in you mail body. 
For Example: If you have a column named "First name" in your Distribution list, you can configure it in your mail body by writing its syntax as "{{First name}}" in the mail body. Now when each member of the Distribution List will receive the Email, in place of {{First Name}}, they will see their own names as given in the Distribution List.



Similarly, you can configure all the columns present in your Distribution List by placing the column name within curly brackets at required places of the mail body.
  • You can also Save your Subjects and Email body to Cloud assets or Company Assets and can Load them at later stage from their saved location in any other Invitation Email in which you wish to have the same subject and mail body.

  • To save and Load your subjects and mails, simple click on the Load/Save button adjacent to Subject field and Email Field. 
  • Select the appropriate time on which you wish to send your survey from the "When to Send" drop-down list. The default field is "Immediately" which if elected send the invites immediately to the members of Distribution List. You can also Custom set a date on which you wish to send the survey.
  • Select the appropriate "Expires in" field from the drop-down.
  • Click on Send Now. 
Note: The Send now button will modify itself based on the option selected in "When to Send" Field. "Send Now" will show when "Immediately" option is selected in "When to send" field.
  • The Invitation Email will now get configured and will show a Check sign and the Sent on date and Time against it.


Note: If you have mistakenly configured an invitation Email or have changed your mind, you can quickly cancel it by clicking on "Cancel" button. This will Cancel the Invitation and no mails will be sent out.
  • The Distribution List members will now receive an Email Invitation on their mail Ids which will have a survey link.

  • Clicking on the Survey Link, a new window will open where they can take the survey.



Setting up Reminder Emails

Reminder Emails are configured after Invitation Emails to remind the members of the selected Distribution List (list selected while setting up reminder Email) that they have a pending survey to be taken.  

To configure a Reminder Email:-
  • In the created Email Campaign, for which you have set up an Invitation Email, Click on Add Reminder.

  • A pop-up will appear. 
  • The "From" field will be empty and disabled until you have not done Email Configuration. Email configuration allows you to specify the Email address from which you wish to send out Invitation Mails. If no Email configuration has been done, the invites will be sent from system generated auto-mailers. For more details Refer Section Email Configuration.

  • The "To" field will show the name of the Distribution List for which you have created your Email Campaign. This means Reminders Emails will be sent out to all the members of that Distribution list.
  • Enter relevant subject for the Email in the Subject field. 
  • Enter Email Body. By default there will be a default mail body present for an Reminder Email. You can modify the Email body as per your requirement and also apply properties available to make your mail more appealing.
  • Make sure that you have the Survey Link in place in the mail body. the syntax for adding Survey URL is "{{surveyurl}}"
  • You can configure columns and their information. from your distribution list by simply placing the Column Name within curly brackets "{{}}"
  • You can Save/Load the Subject and Email content in the similar way as in Invitation Emails.
  • After filling in all the required fields, Select the "When to Send" time from the drop-down. You can also mention a Custom Date.
  • Click on Send Now button.
Note: The "Send now" button will modify itself based on the option selected in "When to Send" Field. Send Now will show when the Immediately option is selected in "When to send" field.

Your Reminder Email will get configured and will be sent on its scheduled time. 




Setting up Thank you Emails

Thank you Emails are acknowledgement mails that can be sent out after the people have completed their survey.

To configure a Thank you Email, simply click on Thank You in your created Email Campaign.



A pop-up will appear. Enter desired subject and Email body and Click on Send Now. The functions remains same as were in Invitation and Reminder Emails. 



Thank you Email will now get configured and as soon as  individuals completes their survey, an acknowledgement mail will be sent to their respective Email Ids.  

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