When to use an embedded question
Embedded questions are used when you have one specific question that you want to embed in, for example, an e-mail or specific webpage. In order for the embed question functionality to work you will need a radio button question (an NPS question for example). Also, in order for the question to be compatible there needs to be images associated with the response alternatives. You will need images in order for all mail clients to be able to correctly display the question.
The images could be anything relevant, from thumbs up/down icons, to smiling faces. In an NPS question, the standard red to green colour scheme is automatically added.
Watch a short tutorial:
How to create and customise an embedded question
Click “Embedded question” to access the embedded question creation tool. In this menu you will have to begin with customising what should be sent to the respondents.
Near the top of the screen you will have a drop down menu labelled “Select question” for selecting what question from your survey you would like to use in your embed. If you do not have a question that is eligible, you will not be able to use the embedded question functionality.
When a question has been selected, you will have a number of options to go through in order to customise your embedded question.
At the top of the window, you will see an “Edit” button that will allow you to change the name of the embedded question you are working on. It is not imperative that you change the name but it will be easier for you to locate and distinguish the question later.
You can change a number of the colour settings associated with your embedded question:
Background: Changes the background colour.
Container: Changes the colour inside the main container.
Container border-colour: Changes the colour of the border around the main container.
Answer border-colour: Changes the colour of the border around the bar where the response alternatives are displayed.
Answer background: Changes the colour of the bar where the response alternatives are displayed.
Font colour: Changes the font colour.
Link colour: Changes the colour of links.
Other settings include:
Show dashboard: Will give the respondents an overview of the collected answers once they have responded to the question.
Show logo: Decides if there should be a logo in the embedded question e-mail sendout or not.
Show footer text: Decides whether you want the footer text to be attached to the e-mail or not.
NPS True colors: If you set this to “Yes” the NPS scale will be presented with alternatives 0-6 (detractors) as red, 7-8 (passives) as yellow and 9-10 (promoters) as green.
At the bottom of the window, you have a number of text boxes that you will need to fill out in order for your embedded question e-mail to work as you intend it to:
Logo url: The URL to the logo that you wish to display connected to your question.
Logo alt text: Should the receiving e-mail client block the logo from being displayed, the alt text will be displayed instead.
Logo homepage url: If you click the logo in the e-mail, it will open a window to this page.
Alternate Redirect: When a respondent completes and answers, they should be forwarded to this URL.
Tip: You can enter a survey link as an Alternate Redirect. This will cause a survey to open in a browser, once the respondent has answered the embedded question. There are 2 ways for you to do this:
- Create a second survey and paste the respective link
- Create everything in one survey and paste the respective link. Use logic to hide the embedded question. Note: The question must not be placed on page 1, since page 1 cannot be hidden.
Footer text: This is the text that is displayed in the footer of the embedded question.
Preview text in email-client: A short explanation that will be displayed inside the recipients e-mail client.
Note: All URLs need to include a correct transfer protocol (http or https). For example, instead of just writing www.netigate.net in the redirect, you will need to include the transfer protocol to the link as well: https://www.netigate.net/
How to distribute
- Attach the question in an e-mail sendout. You create an e-mail sendout with your embedded question by clicking “Continue”.
- Convert the embedded question into a link survey. You do this by clicking “Convert to embedded link survey”.
1. E-mail sendout
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.
Sender: You will need to specify what e-mail address should be associated with the e-mail you send. There will need to be an e-mail address connected to the sendout, or the e-mail will not be sent.
There are a couple of different formats in which you can enter the sender address, depending on how you want the sender to be presented for the respondents:
- Netigate <email@example.com>
This will add firstname.lastname@example.org as the sender address of the e-mail 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.
The sender will be email@example.com and will be displayed as such 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 address 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 a 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 that you include 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.
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 place in the e-mail text where you want to insert it, click the button “Survey Link” and then it will it be added to your e-mail text.
The option called “Include an opt-out link in e-mail” will add the option for respondents to unsubscribe. When this link is clicked by the respondent, their e-mail address will be added to an account-wide block list. This results in a block of any future mail to that specific e-mail address.
At the bottom of the page you will find the Scheduling details for 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 addresses to your sendout.
How to add respondents
In the respondents tab you will add all e-mail addresses 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 schedule a time to activate your sendout.
How to order sendout
In the Order tab you will activate all e-mail addresses that you have added to your sendout. The sendout will not be sent until the date you have scheduled. 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 sendout you will be forwarded back to “Distribution” and should be able to see a green dot next to the sendout name, meaning that the sendout has been ordered.
Important: Should there be any warnings or information icons in your “Order” tab there might be some information missing or just something that you are being advised to double check. You can hover your mouse over these icons to see additional information.
The red triangle indicates that there is information missing and your sendout cannot be ordered as it is.
The yellow triangle indicates that you are being advised to double check some aspect of your embedded question setup.
2. Convert to embedded link survey
When you convert an embedded question into a link survey you will get a pop-up window with the text “Generated HTML“. In this window there is a long string of code that you will need to copy and use it on your website, or the place that you wish to place it. It could be in a blog or an e-mail signature, just to mention a couple of suggestions.
- Netigate <firstname.lastname@example.org>