Creating a Survey Email

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Design an email template, drop in data tags, and send it once. Everyone on the targeted list will receive a personalized copy, like it was written just for them.
 

In Surveys (Classic) 
 
1 Access a targeted list. Begin by selecting your survey. Click Emails in the blue navigation bar. If applicable, click one of the targeted lists. Click Add Email.

2 Define the template settings. In the first step of the Email Wizard, select the last option, "Create a blank email from scratch," and click Next >>.

Select Yes next to Active. Name your email. Personalize the Subject and From Name by clicking the User-added imagenext to each field and inserting data tags. Any replies to the message will be sent to the From Email Address. Don't see the one you want in the dropdown? Add more at Administration > Email Settings > Email Addresses.

User-added image

Scroll down to the Send Options section. Some recipients may be unable to view HTML emails and will, by default, receive a plain text version, stripped of formatting. Here you can choose to send both HTML and plain text, or plain text only.

User-added image

When you select "Both HTML and plain text," check the box to enable click tracking, which logs every time a recipient clicks a link in the email. You can run a click-tracking report later to retrieve the data.

Determine when you want to send this email in the same section. You have two options:

 

  • Only when manually sent is the better choice for one-off correspondence with specific respondents.
  • On a scheduled date and time is generally used when you want a particular audience to all receive information at once. Enter a date. Use the dropdowns to specify a time and time zone, and determine if it will be sent repeatedly.


When scheduling an email, determine if the survey link in the invitation will expire after a certain amount of time.

If you would like to include recipients' CC email addresses, click CC Email Address in the box in the middle of the page. If you created contact custom fields with an email address answer format, they appear here as well. Hold Control when you click to select more than one.

User-added image

If you chose to activate a webpage version of this email, enter the text you want to appear as the link in the Display Name field. You'll need to add this data tag (found in the Survey Email Webpage category) when designing the email .

Click Next >>.

3 Design your template. Write, format, and add images and data tags to the HTML version of your template in Step 3 of the wizard. Click Save and Next >>.

In the next step, click Copy from HTML Email to copy the text into the plain text version. Recipients who are unable to view HTML emails receive this version by default so be sure to add content. Click Save and Next >>.

If you chose the "Only plain text" format in Step 2 of the wizard, you will only be able to add text and data tags. Click the User-added image
to open a searchable data tag database. Click Save and Next >>.

4 Test your template. To send a test email to yourself or another user, select the appropriate radio button in the final step of the wizard. Select Account User from the Type dropdown and click the ellipsis (...) at the end of the Recipient field. Locate the user when the window appears and click Select to the left of their name.

Click Finish.

NOTE: The links in test emails are not active to avoid inaccurate click-tracking data.

In Surveys (New)

1 Access the Email Creation Wizard. Begin by selecting your survey. Hover over Send & Share and, under Emails, click Survey Emails. Click Create Email.
 

2 Define the template settings. In the the Creation Method section, ensure Create a new blank email is selected.
 
Give it a name, then ensure Active is switched to Yes. Personalize the Subject and From Name.

 
In the Send Settings section, determine when you want to send this email. You have two options:
  • Manually is the better choice for one-off correspondence with specific respondents.
  • At the following date and time is generally used when you want a particular audience to all receive information at once. Enter a date. Use the dropdowns to specify a time and time zone, and determine if it will be sent repeatedly.


If you have multiple invitation lists, check which ones will apply to this email in the Email Recipients section.
 

 User-added image

 
Click Finish.

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