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Email Management Overview

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    New Setup Process: Email Invitation Process

    Email Management Overview

    The Email Management page is where you create and set up the emails you wish to send to your respondents. You will probably need several types of email, for example an invitation email asking the respondent to participate in your survey, and a reminder email to be sent to respondents if after a preset time they have not yet replied.

    When on the Deployment page, click the Email management icon.

    When you open this page, if the survey currently has no emails created, then the list will be empty as above. Any emails that are already created in this survey will be listed under Emails. This list can be sorted alphabetically by name, or by the date the emails were last sent.

    • The Status field indicates the current state of the email - Scheduled, Not scheduled or Sent.

    • The Edit and Preview buttons allow you to work with the email.

    • Open the Options menu to duplicate or delete the email.

    Note that if the survey is not set to restricted access using personalized links (go to Launch Details for more information), then the public survey link will be active and new records will be created when the link is accessed. A warning note will then be presented on this page to inform you of the situation.

    Note: If the survey is duplicated, any emails that are created in the survey will also be duplicated and will be included in the new survey. These may need to be edited!

    If you have created an invitation email and that contains a node and the survey has several tasks referencing that same node, then you will not be able to email those inside Survey Designer; you will need to go to the Professional Authoring interface

    Respondent Selection

    To configure the number and status of respondents, choose:

    • Number of respondents: No limit or set a maximum limit.

    • Randomize selection: Yes or No.

    • Respondent status: Not answered, Screened, Complete, etc.

    • Previous emails sent: None/All/Specific status.

    • Created date: Filter by all dates or specific date ranges.

    Adding Conditions to Select Respondents

    To filter respondents based on specific criteria:

    1. Locate to the Conditions section.

    2. Click "Add a condition" to filter respondents.

    3. A list of available fields (e.g., Claim ID, Policy ID, Date Created) will appear. Use the search bar to refine the list.

    Email Settings

    Under Email settings, configure options and one-click unsubscribe settings:

    • From email and From name: Specify sender information.

    • Reply to email and Reply to name.

    • Survey level: Unsubscribe from a specific survey.

    • Company level: Unsubscribe from all company surveys.

    • Show advanced options: See below for more information.

    • Panel level: Unsubscribe from panel surveys.

    Email Content

    In Email content, enter the following:

    • Subject: Email subject line.

    • HTML body and Text body: Draft your email content.

    • Survey link: ^slink^

    • Unsubscribe link: ^OptOut:ProjectLink^.

    Use the HTML editor to format content or toggle the Show HTML source option.

    Previewing and Sending Emails

    To review the email content before sending:

    1. Click the Preview button.

    2. Choose the preview format: HTML or Text.

    3. Confirm the email details, then click the Send Email Now button.

    Scheduling Emails

    You can choose when to send your emails:

    • Not scheduled: Save the email setup without scheduling.

      v

    • Now: Send emails immediately.

    • Future: Schedule emails for a later date/time.

    Note: Only one email task can be active at a time. Scheduling updates will overwrite previous tasks.

    Advanced Email Options

    To change advanced settings, expand show advanced options and configure the following:

    • Recipient email: Select email fields.

    • Send email forward: Enable or disable.

    • Send confirmation email: Turn on/off confirmation emails.

    • Increment email count: Enabled/Disabled.

    • Additional survey link parameters: Add parameters if needed.

    • Custom headers: Add any required email headers.

    Inserting Links

    1. To insert links in the email:

    2. Click the Insert/Edit Link option in the editor.

    3. Select the type of link:

    • Survey link: Add the survey participation link

    • Survey link label: Add the survey link label

    • Unsubscribe link: Provide unsubscribe options.

    • Unsubscribe link label: Add the unsubscribe link label

    • Choose the level: Survey, Panel, or Company.

    • URL: Add custom URLs

    Piping Respondent Values

    To dynamically include respondent-specific data in emails:

    1. Ensure the HTML check box is checked, then click into the text field where you wish to add the piping code.

    2. Click the Pipe values tool.

    3. Select a value from the list (e.g., Claim ID, Policy ID, Date Created).The selected value will be piped into the email content (e.g., ^ClaimId^).

    4. Click the Add Value button.