Send survey invitations to recipients' e-mail addresses. Each recipient will get a personal response link and you can choose whether or not the recipient can be identified in the results.
Select 'Email invitations' in Distribute view.
In the new window you can configure the settings for your emails.
Addresses can be manually entered in the 'To' field or copied and pasted into it. Commas or semi-colons do not have to be removed from addresses. A space or line break can also be used to separate the addresses. Entering the same address more than once is also picked up automatically and they do not have to be deleted. Recipients will not see each other in the email recipient field. Remember to check that the number of recognized addresses is correct.
- Do not send a personal link to yourself and then forward it to recipients from your own email. The survey link in e-mail invite is personal and it can only be used once.
- Do not send invitation to a group email address. The group address is treated as a single email address and all the addresses in the group get only one identical survey link.
- 'Save message' button doesn't save the email addresses that are in the 'To' field. Use the button only if you plan to input the addresses and send the invitation later.
- If the link has been sent to a group address or forwarded to another respondent, this respondent who goes to the survey via the same link, will see the previous answers entered by the first respondent who used that same link.
2. Language versions
If there are multiple language versions in the survey, you can set predefined languages or send all invitations in 'Language unknown' group.
3. Import from Excel
Addresses can also be imported as an Excel file, which makes it easy to import thousands of addresses and the background information that corresponds to them. Due to browser memory limitations we recommend to import only 5000 addresses at a time. After sending the survey you can return to this window to import another 5000 addresses. Excel file has to be in a correct form for the tool to be able to import the addresses. Check that cell A1 contains text ’email’ without the hyphens and the emails are in the column A. Background information topics can be in the row 1 starting from column B.
Note: Column headers are case-insensitive, so the column header First_name and first_name are the same. To import column data successfully, each column header must be unique. The column content does not have this same restriction.
4. Edit background information
Look at and edit the recipients' background information before sending invitations. Filters can be created in the results on the basis of the background information. You can find more on background information here.
5. Anonymize email addresses from survey results
Select 'Anonymize email addresses from survey results' to make the survey anonymous. The recipient's e-mail address will be hidden so that the recipient cannot be identified in the results. It is not possible to cancel this action after the invitations has been sent. Although the address is hidden, the program can still automatically send e-mail reminders to those who have not yet responded or have only started the survey.
Your name from the system's user information is automatically entered here. You can replace it with something else. The name is displayed as the sender of the e-mail in the following format: Tom Tester <email@example.com>
All e-mails are sent from the firstname.lastname@example.org address to minimize the chance of them ending up in the recipients’ spam folders. If we sent a message from our server which contained your actual e-mail address as the sender, it could be interpreted in spam filters as identity theft.
7. Reply to
The default is your account address. You are able to change a different address to "reply to" -field for example use email@example.com. If you leave your own e-mail address here, mail relating to the survey you have sent can be replied to as with normal mail.
The title of the e-mail. By default it is the survey name, but you can change this as you wish.
9. Sender Profile
Selected profile shows the street address next to the unsubscribe link on the bottom of the message template. You can select other profiles or create a new one.
10. Message template
You can edit the default template freely. The survey link for each recipient is created automatically to the message and you can edit the text if you want. The personal response link will be created in _link:here_ . Do not paste a survey link to this template from elsewhere. We recommend to keep the warning texts related to sharing the link intact, in order to keep the recipients from sharing their personal links.
It is very important to clearly state in the email template message that the survey link is personal and the email should not be forwarded.
11. Save message
Will save changes to the email sending window. NOTE! Does not save added email addresses in To: -field.
By clicking "Continue" you can send the email invites. You can choose if you want to send the invites right away or you can set them to be sent at a later time.
13. Use HTML-editor
By enabling this you can have few extra options for editing the emails design.
14. Link or question
In a dropdown menu you can select if the message includes a link to the survey or one of the questions in the email, which will then take the respondent to the survey. Only Number scale-questions can currently be added to invites this way. When a respondent clicks on any of the numbers in the email, their reply will be saved and the survey will open in their browser.
15. Editing tools
Here you can edit the message, you can for example undo/redo, set font style and color, add links and align texts. If you add a Number Scale-question to the email, you can also control the colors for that.
Through this button you can see and edit the HTML-code behind the message. You can exit the HTML-code editing by clicking the same button.
17. Reset message
By clicking this button you can delete all the changes made to the message and set it back to the default message.