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Email 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 email. 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 email send-out 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 send-out you are working on. This will be useful in case you are working with multiple send-outs 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 send-out it is.

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

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

Sender: You will need to specify what email address should be used for the email. There will need to be an email address connected to the send-out, or the email will not be sent.

There are a couple of different formats for you to enter the sender address, 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 address of the email but the visible presentation of the sender will be “Netigate”. The address that is within <> will be used as the sender, and you can select what address to use.
  2. survey@netigate.se
    The sender will be survey@netigate.se and will be displayed as that when the respondents view the email in their inbox. This method has no specific presentation added which means it will be displaying the email address directly.

Below these two boxes, you will have a larger text area where you need to enter your survey specific email 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 email text is what the respondents will read before entering the survey.

We recommend you to have a short introduction to the survey in this email 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 email you will need to have [[LINK]] somewhere inside the email 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 opt-out link in mail will add a text with and another link in the mail. When this link is clicked by the respondent, that person’s email address will be added to an account-wide block list. This results in a block of any future emails to that specific email address.

At the bottom of the page, you will find the Scheduling of your send-out. 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 email and proceed to the “Respondents tab to add email addresses to your send-out.

How to add respondents?

In the respondent’s tab, you will add all email addresses that should receive your email send-out. There are three different ways of adding recipients to the mailing. 

 

Add email addresses: This option allows you to easily copy and paste email addresses from another source, such as Excel. The email 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 has been saved to your account from Lists & Data. 

Add File: You can upload an Excel-file containing email 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 send-out 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 send-out). 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 email and proceed to the “Order tab to activate your send-out to the date and time chosen under “Scheduling“.

How to order a send-out?

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

Before you order your send-out 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 emails can be sent, the survey needs to be activated otherwise your send-out 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 send-out have been ordered, in front of the send-out 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 send-out cannot be ordered as it is.

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

 

Note: Sometimes requests reach us, wondering why previous answers can be seen or why the survey seems to be answered/prefilled already. To avoid this, do not forward personal links (emails sent to a specific respondent) to another person. The link in an email send-out is personal and if another person uses it, the answers from the initial person will be filled in. To share the survey with more respondents, create a new send-out or add more respondents to the existing send-out. To prevent the respondents themselves sharing their invites, we further recommend a clear note in the email text.