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E-mail sendout

When to use?

When you have a set list of respondents that you want to reach we recommend you to choose to send the survey via e-mail. It is easy to set up and perfect for sending automatic reminders to respondents who have not yet answered the survey.

Do not feel like reading? Watch the tutorial:

How to create?

Click Email” to access the e-mail sendout menu. In this menu you will have to begin with customizing what should be sent to the respondents.

Near the top you will have a button called “Edit” for changing the name of the specific sendout you are working on. This will be useful in case you are working with multiple sendouts from the same survey. Changing the name of them to something easily identifiable is recommended. It is not a must, but it will be a lot easier to navigate if there is a date or specific name that will help you identify what sendout it is.

There are two open text boxes where you need to provide information:

Subject: This will be the subject of the e-mail that is sent. The subject will be the first thing your respondents see when they receive the e-mail in their inbox, so be creative and try to capture the respondents interest with this short subject.

Sender: You will need to specify what e-mail adress should be used for the e-mail. There will need to be an e-mail adress connected to the sendout, or the e-mail will not be sent.

There are a couple of different formats for you to enter the sender adress, depending on how you want the sender to be presented for the respondents.

  1. Netigate <survey@netigate.se>
    This will add survey@netigate.se as the sender adress of the e-mail but the visible presentation of the sender will be “Netigate”. The adress that is within <> will be used as the sender, and you can select what adress to use.
  2. survey@netigate.se
    The sender will be survey@netigate.se and will be displayed as that when the respondents view the e-mail in their inbox. This method has no specific presentation added which means it will be displaying the e-mail adress directly.

Below these two boxes you will have a larger text area where you need to enter your survey specific e-mail text. To make it easier to work with your mail text, there is an HTML editor to help you upload pictures, format text, create bullet lists and tables, etc. This e-mail text is what the respondents will read before entering the survey.

We recommend you to have a short introduction to the survey in this e-mail text. For example what the survey is about, why you are doing the survey and approximately how long it will take to complete the survey.

Important: In order to have a working survey link in your e-mail you will need to have [[LINK]] somewhere inside the e-mail text. Should you remove the link from the mail text ([[LINK]]) you can easily retrieve it by clicking the “Survey Link” button in the upper right corner of the HTML toolbar.

To insert the link: First select the area in the email text in which you want to insert it, click the button “Survey Link” and it will it be added to your email text.

The option called “Include an opt-out link in e-mail” will add a text with and another link in the mail. When this link is clicked by the resondent, that person e-mail adress will be added to an account wide block list. This results in a block of any future mails to that specific e-mail adress.

At the bottom of the page you will find the Scheduling of your sendout. Here you need to set a date and time when the mail will be sent. You can also create reminders. You can add several reminders in advance, if you wish. 

How to set up/edit the reminder

After clicking Add reminder, you will be given the option to timestamp this and also edit the mail text. You do this by clicking the “Edit Reminder button. You can also decide who should be eligible to receive a reminder by changing this from the “Send to drop-down menu.

Please note: When in the Distribution overview, you will see your mail send out and all the reminders you set up. Clicking on Reminder will lead you to the original send out. The reminder is only visible and editable by clicking “Edit reminder mail. 

Click “Continue” in the bottom right corner to save your e-mail and proceed to the “Respondents tab to add e-mail adresses to your sendout.

How to add respondents?

In the respondents tab you will add all e-mail adresses that should receive your e-mail sendout. There are three different ways of adding recipients to the mailing. 

 

Add email addresses: This option allows you to easily copy and paste e-mail addresses from another source, such as Excel. The e-mail addresses need to be separated by a single line break.

Use a previously uploaded list: Here you can select an already existing respondent list that have been saved to your account from Lists & Data. 

Add File: You can upload an Excel-file containing e-mail addresses that you want to send the survey to. In this list you can include information about your respondents. This information is also called “background data“. You can read more about how to design the file to successfully upload a file here.

You will see how many email addresses you added to your sendout in the area called “Added. If you already have added one or more email addresses to your mailing, you can manage these by clicking “Manage respondents (a small pen icon will appear right next to the number of respondents when there are respondents connected to your sendout). Here you can, for example, delete added email addresses from the mailing or edit information associated with email addresses.

Click “Continue” in the bottom right corner to save your e-mail and proceed to the “Order tab to activate your sendout to the date and time chosen under “Scheduling“.

How to order a sendout?

In the Order tab you will activate all e-mail adresses that you have added to your sendout for sendout. The sendout will not be send until the date of your scheduling. If this date has already passed, the sendout should be sent within 5-10 minutes from when it is ordered.

Before you order your sendout you can review the date of the mailing and reminders, as well as the number of recipients. When you click the “Order-button, you will be asked if you want to activate the survey right away (unless the survey is already active). Before any e-mails can be sent, the survey needs to be activated otherwise your sendout will not be successful. Once you have ordered the send out you will be forwarded back to “Distribution” and should be able to see a green dot, meaning that the sendout have been ordered, in front of the sendout name.

Important: Should there be any warnings or information icons in your “Order” tab there might be some information missing or just something that you may want to double check. You can hover your mouse over these icons to see additional information.

 The red triangle means that there are information missing and your sendout can not be ordered as it is.

 The yellow triangle mean that there are something that you may want to double check, just to make sure you have not missed anything.