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The Send Email Invitations With Individual Survey Links feature provides each selected respondent with a unique link to access the Form/Survey.

To email your form/survey using this feature you need to click Send Email Invitations With Individual Survey Links button on the survey Launch page, and then:

  1. Click the Edit Email button to compose survey invitation message. For details consult the Edit Email help chapter.
  2. Select the Email survey to addresses I enter manually option.
  3. Use the Enter the email addresses below text field to enter email addresses the survey should be sent to one at a time.
  • Be sure to separate each address with a comma or semicolon.
  • Each respondent in your list should have an individual email address that contains only latin alphabet, numbers, or allowed symbols (a-z, A-Z, 0-9, !@#$?*_=+{}|/).
  • Do not use spaces or any other symbols. Do not send your survey to a distribution list (group list) from your mail system, as it may result in overwritten responses. See the Email Addresses Input help chapter for more details.

4. Click the Verify Email Addresses button to see if there are any invalid email addresses. If the syntax of address is correct it will be displayed as Valid, if there is a syntax error, the address will be displayed as Invalid. If you have already sent an invitation to a specific email address it will not be displayed on the Verify Email Addresses page at all.

5. The Anonymous response feature allows you to decide on anonymity:

 Click here for more details:
  • Select the Capture respondent email address option to track respondents' email addresses.
  • If you select the All respondents to remain anonymous survey responses will be displayed as anonymous within the report.

6. When all settings are adjusted and you are ready to send your survey, click the Send Email button to email your survey invitation to the indicated email addresses.

  • If you sent an email to certain respondents and they submitted it you can send the same email to the same email addresses again. This feature is useful if you need to ask the respondents to submit the same survey from time to time. Keep in mind that you should set the Allow multiple responses rule in this case. Every time respondents receive emails, unique links are generated and new records are created in the report.
  • If you sent an email to the respondents and they did not submit the survey, you can use the Email Reminder or resend survey after their email addresses are removed from the list of Incompletes addresses.
  • You will not receive mailing statistics if no email was sent due to the reason mentioned above.
  • If the Do not allow respondent back into survey or Respondent may return and modify their response rules have been set, and you add more addresses to the panel and trigger another Launch then the survey will go only to those additional addresses.
  • If the Allow multiple responses rule has been set, and you add more addresses launching the survey for the second time, it will go to all the new addresses and to all the respondents who have already completed the survey of the first launch.
  • Back Takes you back to the previous page.

    All of your anonymity and distribution type settings will not be saved.
 Click here for more details:

To compose your email for invitation distributionremindersalerts or emailing report click the Edit Email button on respective page and and then:

  1. Indicate the from address for your email. The default address is the email address of your account. You may also write your name along with the email address. 
    To do this use the following format: "John Smith"<john.smith@domain.com>.
  2. Indicate an email address where reply emails of the respondents will be sent to in the Send replies to field.
  3. Write the subject for your email in the Subject field. The email subject should be as interesting and powerful as possible in order to ensure your email is opened. It is the first thing we read. Make sure it is clear and state the purpose of your survey, report, reminder or alert email.

    Make sure that the Subject field does not contain brakes. It is not recommended to copy/paste Subject from external sources. These actions may corrupt your Invitation Email.
  4. Click the Attach Files link to attach a document to your email when sending your survey or report, setting up an email alert to respondent. You can attach more than one file. Click Attach file... to add new attach field. Then click the Browse button to select a file saved locally on your computer. 

    • This field is not available when you set an email alert to survey owner and when you send an email reminder. 
    • The total size of all uploaded files should be under 4 MB.
  5. Use the provided options to set the email priority.

     Click here for more details:
    • Normal is commonly used if no priority stressing is needed. This is the default option.
    • Select High to stress on the priority and importance of your invitation email.

    If you want to be notified when respondents open your invitation email, select the Request read receipt option.

  6. Use a WYSIWYG editor to create and format your content. Like word processors, the WYSIWYG (what you see is what you get) editor is equipped with a full text-editing interface;
  7. The email body field contains placeholder text. 

     Click here for more details:

    You must delete this text and write an invitation to participate in your survey or to view your report. Use the email body field to enter the text for your reminder or alert email as well. In a warm inviting tone, ask respondent to fill in the survey or view the report. Be genuine and clear about what the purpose of the survey is and how the information will be used. Stress the importance of this respondent's contribution and make it clear you ensure respondent's privacy.

  8. You can use the following tags in the body of your invitational text.

     Click here for more details:

     [NAME]

    If you are using respondent's name along with the email address for manual or bulk email invitation distribution, you can insert the name into email body text. To do it you need to type [NAME] and the respondent's name will appear in this position. If there is no name in the square brackets, the [NAME] token will be replaced with the email address.
    For example, if you use address [John Smith]j.smith@domain.com, the [NAME] token will be replaced with John Smith.
    Alternatively, you may list respondents' emails in the following format: John Smith<j.smith@domain.com>.

    The [NAME] tag is not applicable and cannot be used when you send an email reminder.
     [S]
    You can place the link to your form/survey within your email body text. If you want to use the form/survey name as such link, just type [S] and the link will appear in this position.
     [S_text]
    You can place form/survey name within your email body as a text. Just type [S_text] and the form/survey name will appear in this position.
     [ST]
    You can place the link to your form/survey within your email body text. If you want to use the form/survey title as such link, just type [ST] and the link will appear in this position.
     [ST_text]
    If you want to use the form/survey title as a text just type [ST_text] and it will appear in this position.
     [URL]

    You can also type [URL] and this token will be replaced with the hyperlinked URL of your form/survey.

    For example, if you write:
    'We will be grateful if you give us your feed back by taking the [S]. If this link does not work, copy the URL below and paste it in your browser address bar:
    [URL]'
    ,
    your respondents will see the following text:
    'We will be grateful if you give us your feedback by taking the WEBSITE EVALUATION. If this link does not work, copy the URL below and paste it in your browser address bar:
    https://keysurvey.com/f/115556/17fa/'
    .

     [URL_text]
    If you type [URL_text] this token will be replaced with the non-hyperlinked URL of your form/survey.
     [R]

    If you are composing a text for an Email Alert and you want to include a link to the response, use token [R]. It will be automatically substituted by the link in the email body.

     You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. For instance:

    • [R language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
    • [R language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
    • [R language="en"]
      or use following format [R language="en"] hypertext [\R] for customizing the link text.
     [RPDF]

    If you are composing a text for Email Alert,  and you want to include the report by response PDF link use the [RPDF] token, it will be automatically substituted by the link in the email body.

     You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. Just insert this parameter inside the [RPDF] tag and specify the language you want the report to be displayed.For instance,

    • [RPDF language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
    • [RPDF language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
    • [RPDF language="en"]

    or use following format [RPDF language="en"] hypertext [\RPDF] for customizing the link text.

     [RnoNav]

    If you are composing a text for Alert to respondent, and you want to include link to the report by respondent without navigation buttons use token [RnoNav], it will be automatically substituted by the link in the email body. The one who receives the Email Alert can view only the particular report.

     You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. Just insert this parameter inside the [RnoNav] tag and specify the language you want the report to be displayed.For instance,

    • [RnoNav language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
    • [RnoNav language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
    • [RnoNav language="en"]

    or use following format [RnoNav language="en"] hypertext [\RnoNav] for customizing the link text.

     [RnoHidden]

    If you are composing a text for Alert to respondent, and you want to include link to the report by respondent and making the hidden question invisible, use the [RNoHidden] token, it will be automatically substituted by the link in the email body. The respondent which receives the Email Alert will only be able to view the questions which are not hidden.

     You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. Just insert this parameter inside the [RnoHidden] tag and specify the language you want the report to be displayed.For instance,

    • [RnoHidden language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
    • [RnoHidden language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
    • [RnoHidden language="en"]

    or use following format [RnoHidden language="en"] hypertext [\RnoHidden] for customizing the link text.

     [REMOVE]

    You can also allow your respondents to unsubscribe from receiving invitations or reminder messages to take the same survey in future. To do it, you need to use the token [REMOVE] within your email body text. This token will be replaced with the following hyperlinked text: Remove from list. If respondents click this link, their email addresses will be automatically added to the Opt-out list for this specific survey. The list of all respondents who have unsubscribed from the survey can be found on the Opt-outs tab of the Status Report, which can be downloaded from the Manage Responses page of your survey. 

    • The respondents whose links were removed from the form/survey email list in such a way, can still use links from the invitation email to take the form/survey.
    • When a form/survey is launched using the Allow duplicate email addresses option in Format Data File settings, the use of the Remove from list link by the respondent will opt-out the unique code rather than the email address itself. This makes it possible to send another invitation from the same form/survey to the same email address using a different unique code.
    1. If a survey has been launched to the contacts from the Contact Manager the two options will be suggested to the survey participants: to unsubscribe from any further survey invitations from this sender;
      or
    2. to unsubscribe from receiving any further invites or reminders for this specific survey only. If a survey participant selected the first option their status in the Contact Manager response statistics table will be changed to Opt-Out, otherwise the status will not be changed.
     [REMOVE_URL]

    This tag inserts a linked unsubscribe URL instead of the hyperlinked message. Functionality remains the same as in [REMOVE] tag (see above).

     [REMOVE_URL_text]
    This tag inserts a not linked unsubscribe URL text instead of the hyperlinked message. Functionality remains the same as in [REMOVE] tag (see above).
     [REMOVE lang="xx"]

    Insert this tag to show the unsubscribe message in specific language. Functionality remains the same as in [REMOVE] tag (see above). The list of available languages can be found here.

     [REMOVE text="xx"]
    Use this tag to customize the unsubscribe message for your respondents.This tag is replaced with a hyperlinked text you specified. Functionality remains the same as in [REMOVE] tag (see above).
     [Fx]

    If you pre-populate some of your survey questions using the Autofill feature, you can insert some additional information on respondents (name, email etc.) in your email body text as well as in the questions and answer options text. To do it use tag [Fx], where x is number of import field (column) of your Data File. For example, if you import respondents' names in field (column) one, you can address one of them in the email as 'Dear [F1]' and tag [F1] will be automatically substituted by respondent's name.

     [CM:Field Name]
    If you launch your survey to people from Contact Manager you can pre-populate invitation email with the contacts' data, such as name, email, position, address and other data depending on the Contact Manager settings in your account. To do it use [CM:Field Name] tag, where Field Name is exact name of the field in the Contact Manager. For example, if you want to import respondents' names, you can address one of them in the email as 'Dear [CM:Name]' if this field exists in the Contact Manager. This tag will be automatically substituted by respondent's name.
     [CM:Field Name|empty:text for empty field]

    If you launch your survey to people from Contact Manager you can pre-populate invitation email with the contacts' data, such as name, email, position, address and other data depending on the Contact Manager settings in your account. To do it use [CM:Field Name] tag, where Field Name is exact name of the field in the Contact Manager. For example, if you want to import respondents' names, you can address one of them in the email as 'Dear [CM:Name]' if this field exists in the Contact Manager. This tag will be automatically substituted by respondent's name.

    In a possible case of the Contact Manager field of reference being empty, the [CM:Field Name|empty:text for empty field] can be applied. Upon indicating the text you wish to pipe, the indicated text will be piped as opposed to an empty field.

     [LINK_TO_ANOTHER_SURVEY]

    [LINK_TO_ANOTHER_SURVEY] tag is used in Workflow. It gets automatically replaced with a unique link to the target survey that the respondent should take. The original survey or form must contain an <EMAIL_REPLY/> tag to capture respondents emails in a 'Single Line text' question type.

     

    You can also use HTML to design your email body text. Look for details on how to do it in HTML Guide.

     

    • [NAME] token cannot be used in the Reminder Email.
    • It is possible that your respondents might have the mail agent software set up to receive messages in the plain text mode only, which means that all the hyperlinks in the text of the email invite will look just like the rest of the text and will not be clickable. That’s why we highly recommend that you used the [URL] tag in addition to other tags, so that in case the form/survey link is not clickable, the respondents could copy the full form/survey URL and paste it directly into the address bar of their browser in order to access the form/survey.
      If you do not use any of the tags listed above that generate unique form/survey links in your invitation email, the application will automatically add the hyperlinked form/survey name as well as the form/survey URL link at the end of the message for you.

    This link is unique to each recipient, and respondents should not forward it. If the recipient needs others to evaluate the survey, you must send them the Master URL as it appears on the survey launch page. If you do not use the survey link [S] or [URL] tags, a unique survey link with your survey name and the web URL of the survey will be substituted at the bottom automatically. When writing invitation text you can use additional tags and HTML.

 

  • If you set up an email alert to Alert to survey owner or other respondent mode, list the email addresses to which this particular alert should be sent in the To and Bcc fields. Email addresses should be separated with commas.
  • Click the Test Email button to perform a test launch. Test emails will not be sent to the addresses indicated for the real launch, text field for providing email addresses to send test surveys will be initiated instead. Enter email for test separating them by commas and click Ok to confirm sending.
    This feature will show you how your survey invitation will look. Keep in mind when you submit surveys from test Manage Responses are not saved in your report, but are available within the test report on the survey Test page.
  • Click the Spell Check button to check the spelling of all the input text on this page.
  • Click Save to save your email settings.

 Click here for more details:

You can send an email reminder to the respondents whose email addresses are in your survey Incompletes list.

To set up Email Reminder go to the Surveys/forms home page, select the survey/form to send the reminder for and click the Schedule Reminder link from the Information pane on the right. Then:

  1. In the Email Text tab, compose your reminder message. For details consult the Compose Email help chapter.
  2. Click the Next button and specify the way this reminder should be sent.

     Click here for more details:
    • Select the Email reminder today option to email the reminder during an hour of the current day. Depending on the load of the mail server email reminders may be queued and will be sent during 30-60 minutes after the initial launch.
    • Select the Email reminder to non-respondents N days after first invitation option to email the reminder on the Nth day after the survey email invitation was sent to a respondent.
      For example, a survey was launched on April, 1. A reminder is set to go out in 10 days. Respondents, who did not submit the survey, will receive the reminder email on April, 11. If you launched the survey once more to a different group of people on April, 5th, these people will receive the reminder on April, 15 - 10 days after they got their survey invitation.
    • Select the Email reminder on option to email reminder on a specific date. To send email reminder today, use the Email reminder today option instead of setting the current date in this option.
  3. Enter a list of emails which you want to include to mailing.

     Click here for more details:
    • Select the Send to all unsubmitted respondents option to send to all email addresses listed in the incompletes list, both Not Started and In Progress.
    • Select the Send to all Not Started respondents option to remind only those who got your invitation but did not open and submit it.
    • Select the Send to all respondents In Progress option to remind respondents who started your survey but did not complete it.
    • Select the Edit address list manually option to edit the list of addresses reminder will be sent to. Thus you can exclude certain addresses from the reminder mailing.
      Note: for the Email Survey Distribution with Password Protection method of launch the email addresses must go along with the passwords in the following format email@domain.com - password.
 If you have already sent reminders for selected survey or form before, reminders can be set through the Manage Reminders section.

 To open this section, go to the Surveys home page, select the survey to schedule/edit reminder for and click the Manage Reminders link from the Survey Information pane, then:

  1. Click the New Reminder button to proceed with creation of a new reminder for selected survey(as described above);
  2. Click the Edit button next to needed reminder to modify it (Edit text, recipients list, date to be sent etc.);
  3. Click the Copy button next to needed reminder to create a new reminder using selected one as a template;
  4. Click the Delete button next to needed reminder to delete it.
  • You can send reminder only for active surveys.
  • You can schedule as many reminders as you need, but only one reminder will be sent to non-respondents of the particular survey per day.
  • When reminder is activated click the reminder sent date to change its or click the delete button to cancel the reminder sending and deactivate it.
  • If your survey was prepopulated using the Autofill feature, you can use [Fx] tags to insert imported data to your email reminder.
  • If you send reminder for the survey that was launched to people from Contact Manager you can use [CM:Contact Field] tag to insert contacts' data to the email reminder message.

 

Click the Finish button to activate Email Reminder.
Click Test Email to indicate email address and send test email to it.
Click Back to go back to edit reminder message.

 Click here for more details:

The survey statistics email (sent after launch) is sent always to the account owners email. It is also sent to the address specified to receive undelivered emails. You receive an email reporting that your survey has been launched.You can see the statistics clicking the  Please click here to view the statistics link or by clicking the View Details button from the Manage Responses page.

On the statistics page you can view email addresses the survey has been sent to, status, date and time of survey distribution, a graph displaying voting statistics and other information.

Start Date Select the start date of the time frame to display the statistics.

End Date Select the end date of the time frame to display the statistics.

Date emailed Select appropriate email campaign to see the details.

Email Details is displayed as a chart so you can compare total number of emails used for a distribution, number of emails that were successfully sent or not sent and number of already completed responses.

You can also select data to show data to be shown within the Email Details graph:

  • Total emails - represents all emails that were used for distribution.
  • Emails sent successfully - emails that were sent successfully without any errors and warnings.
  • Not sent emails - this category includes emails that were used for distribution but were not sent due to incorrect spelling or any errors.
  • Submitted Survey - represents time and number of submitted surveys among those that were sent successfully.

Show Email This option allows to view launch details per each of the available categories as a table. 

 This table contains the following columns:
  • Email - contains list of emails within the appropriate category. You can sort the list by email ascending or descending as well as sort by domain name.
  • Sent - Indicates whether particular email has been sent or not sent.
  • Status - This table column displays status per each particular email.

     Click here for more details:
    • Resent. An email has been sent earlier
    • An email has been sent earlier
    • Recipient blocked
    • The 'From' field is incorrect
    • The domain name is incorrect
    • SMTP error
    • Sent
    • Is being sent...
    • Is being resent...
    • Java transport rejecting
    • SMTP not available
    • SMTP: Mailbox unavailable (mailbox busy)
    • SMTP: Local error in processing
    • SMTP: Insufficient system storage
    • SMTP: Syntax error, command unrecognized
    • SMTP: Syntax error in parameters or arguments
    • SMTP: Command not implemented
    • SMTP: Bad sequence of commands
    • SMTP: Command parameter not implemented
    • SMTP: Mailbox unavailable (not found, no access)
    • SMTP: User not local
    • SMTP: Exceeded storage allocation
    • SMTP: Mailbox name not allowed (syntax incorrect)
    • SMTP: Transaction failed
    • Unexpected ("+st+") (It means unexpected error from SMTP, instead of "+st+" the reason will be written)
  • Date This column contains dates of survey distribution.
  • Time This column contains exact time of survey distribution using EST time zone.

 Click here for more details:

 [NAME]

If you are using respondent's name along with the email address for manual or bulk email invitation distribution, you can insert the name into email body text. To do it you need to type [NAME] and the respondent's name will appear in this position. If there is no name in the square brackets, the [NAME] token will be replaced with the email address.
For example, if you use address [John Smith]j.smith@domain.com, the [NAME] token will be replaced with John Smith.
Alternatively, you may list respondents' emails in the following format: John Smith<j.smith@domain.com>.

The [NAME] tag is not applicable and cannot be used when you send an email reminder.
 [S]
You can place the link to your form/survey within your email body text. If you want to use the form/survey name as such link, just type [S] and the link will appear in this position.
 [S_text]
You can place form/survey name within your email body as a text. Just type [S_text] and the form/survey name will appear in this position.
 [ST]
You can place the link to your form/survey within your email body text. If you want to use the form/survey title as such link, just type [ST] and the link will appear in this position.
 [ST_text]
If you want to use the form/survey title as a text just type [ST_text] and it will appear in this position.
 [URL]

You can also type [URL] and this token will be replaced with the hyperlinked URL of your form/survey.

For example, if you write:
'We will be grateful if you give us your feed back by taking the [S]. If this link does not work, copy the URL below and paste it in your browser address bar:
[URL]'
,
your respondents will see the following text:
'We will be grateful if you give us your feedback by taking the WEBSITE EVALUATION. If this link does not work, copy the URL below and paste it in your browser address bar:
https://keysurvey.com/f/115556/17fa/'
.

 [URL_text]
If you type [URL_text] this token will be replaced with the non-hyperlinked URL of your form/survey.
 [R]

If you are composing a text for an Email Alert and you want to include a link to the response, use token [R]. It will be automatically substituted by the link in the email body.

 You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. For instance:

  • [R language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
  • [R language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
  • [R language="en"]
    or use following format [R language="en"] hypertext [\R] for customizing the link text.
 [RPDF]

If you are composing a text for Email Alert,  and you want to include the report by response PDF link use the [RPDF] token, it will be automatically substituted by the link in the email body.

 You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. Just insert this parameter inside the [RPDF] tag and specify the language you want the report to be displayed.For instance,

  • [RPDF language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
  • [RPDF language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
  • [RPDF language="en"]

or use following format [RPDF language="en"] hypertext [\RPDF] for customizing the link text.

 [RnoNav]

If you are composing a text for Alert to respondent, and you want to include link to the report by respondent without navigation buttons use token [RnoNav], it will be automatically substituted by the link in the email body. The one who receives the Email Alert can view only the particular report.

 You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. Just insert this parameter inside the [RnoNav] tag and specify the language you want the report to be displayed.For instance,

  • [RnoNav language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
  • [RnoNav language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
  • [RnoNav language="en"]

or use following format [RnoNav language="en"] hypertext [\RnoNav] for customizing the link text.

 [RnoHidden]

If you are composing a text for Alert to respondent, and you want to include link to the report by respondent and making the hidden question invisible, use the [RNoHidden] token, it will be automatically substituted by the link in the email body. The respondent which receives the Email Alert will only be able to view the questions which are not hidden.

 You can use additional "language" parameter, that allows to display RBR in a language specified by this parameter. Just insert this parameter inside the [RnoHidden] tag and specify the language you want the report to be displayed.For instance,

  • [RnoHidden language="fromBrowser"] - Using this link, the respondent will see the report in the language, customized in browser.
  • [RnoHidden language="fromResults"] - The respondent will see the report in the language that was used during the voting process.
  • [RnoHidden language="en"]

or use following format [RnoHidden language="en"] hypertext [\RnoHidden] for customizing the link text.

 [REMOVE]

You can also allow your respondents to unsubscribe from receiving invitations or reminder messages to take the same survey in future. To do it, you need to use the token [REMOVE] within your email body text. This token will be replaced with the following hyperlinked text: Remove from list. If respondents click this link, their email addresses will be automatically added to the Opt-out list for this specific survey. The list of all respondents who have unsubscribed from the survey can be found on the Opt-outs tab of the Status Report, which can be downloaded from the Manage Responses page of your survey. 

  • The respondents whose links were removed from the form/survey email list in such a way, can still use links from the invitation email to take the form/survey.
  • When a form/survey is launched using the Allow duplicate email addresses option in Format Data File settings, the use of the Remove from list link by the respondent will opt-out the unique code rather than the email address itself. This makes it possible to send another invitation from the same form/survey to the same email address using a different unique code.
  1. If a survey has been launched to the contacts from the Contact Manager the two options will be suggested to the survey participants: to unsubscribe from any further survey invitations from this sender;
    or
  2. to unsubscribe from receiving any further invites or reminders for this specific survey only. If a survey participant selected the first option their status in the Contact Manager response statistics table will be changed to Opt-Out, otherwise the status will not be changed.
 [REMOVE_URL]

This tag inserts a linked unsubscribe URL instead of the hyperlinked message. Functionality remains the same as in [REMOVE] tag (see above).

 [REMOVE_URL_text]
This tag inserts a not linked unsubscribe URL text instead of the hyperlinked message. Functionality remains the same as in [REMOVE] tag (see above).
 [REMOVE lang="xx"]

Insert this tag to show the unsubscribe message in specific language. Functionality remains the same as in [REMOVE] tag (see above). The list of available languages can be found here.

 [REMOVE text="xx"]
Use this tag to customize the unsubscribe message for your respondents.This tag is replaced with a hyperlinked text you specified. Functionality remains the same as in [REMOVE] tag (see above).
 [Fx]

If you pre-populate some of your survey questions using the Autofill feature, you can insert some additional information on respondents (name, email etc.) in your email body text as well as in the questions and answer options text. To do it use tag [Fx], where x is number of import field (column) of your Data File. For example, if you import respondents' names in field (column) one, you can address one of them in the email as 'Dear [F1]' and tag [F1] will be automatically substituted by respondent's name.

 [CM:Field Name]
If you launch your survey to people from Contact Manager you can pre-populate invitation email with the contacts' data, such as name, email, position, address and other data depending on the Contact Manager settings in your account. To do it use [CM:Field Name] tag, where Field Name is exact name of the field in the Contact Manager. For example, if you want to import respondents' names, you can address one of them in the email as 'Dear [CM:Name]' if this field exists in the Contact Manager. This tag will be automatically substituted by respondent's name.
 [CM:Field Name|empty:text for empty field]

If you launch your survey to people from Contact Manager you can pre-populate invitation email with the contacts' data, such as name, email, position, address and other data depending on the Contact Manager settings in your account. To do it use [CM:Field Name] tag, where Field Name is exact name of the field in the Contact Manager. For example, if you want to import respondents' names, you can address one of them in the email as 'Dear [CM:Name]' if this field exists in the Contact Manager. This tag will be automatically substituted by respondent's name.

In a possible case of the Contact Manager field of reference being empty, the [CM:Field Name|empty:text for empty field] can be applied. Upon indicating the text you wish to pipe, the indicated text will be piped as opposed to an empty field.

 [LINK_TO_ANOTHER_SURVEY]

[LINK_TO_ANOTHER_SURVEY] tag is used in Workflow. It gets automatically replaced with a unique link to the target survey that the respondent should take. The original survey or form must contain an <EMAIL_REPLY/> tag to capture respondents emails in a 'Single Line text' question type.

 

You can also use HTML to design your email body text. Look for details on how to do it in HTML Guide.

 

  • [NAME] token cannot be used in the Reminder Email.
  • It is possible that your respondents might have the mail agent software set up to receive messages in the plain text mode only, which means that all the hyperlinks in the text of the email invite will look just like the rest of the text and will not be clickable. That’s why we highly recommend that you used the [URL] tag in addition to other tags, so that in case the form/survey link is not clickable, the respondents could copy the full form/survey URL and paste it directly into the address bar of their browser in order to access the form/survey.
    If you do not use any of the tags listed above that generate unique form/survey links in your invitation email, the application will automatically add the hyperlinked form/survey name as well as the form/survey URL link at the end of the message for you.

 Click here for more details:

If you launch your survey to email addresses you have entered manually, from your panel or imported for bulk distribution (without additional information for pre-populating), you can test how your email survey invitation will look to your respondents. This test is designed to be conducted directly before actual survey launch (the email addresses for real survey distribution may be entered or imported right beforehand).

Click Test Email on the Email SurveyEmail to ListEmail Survey Using Address Book pages, and then:

  1. Confirm sending test email by clicking OK in the pop-up confirmation message.
  2. In the text field of the prompt message enter email addresses to which the test email invitation should be sent. Separate each email address with a semicolon. All the rules of manual email address input are effective for Test Email.
  3. Click OK to send test emails.

 

  • This test distribution will not be reflected in your survey statistics anyway. If you follow the survey link from the test email, no results will be saved in the database.
  • The email addresses entered or imported for the real survey distribution will not be lost after sending test email unless you leave the page.
  • If you navigate away from the Email Survey (Email to List, Email Survey To Panel) page, the addresses will be lost and you will need to re-enter (re-import) them.

 Click here for more details:

This feature allows you to email the form/survey to contacts from the Contact Manager.

To launch the form/survey to the contacts from the Contact manager click the Send email invitation with individual Form/Survey links option on the Launch page, and then:

  1. Click the Edit Email button to compose your message. For details consult the Edit Email help chapter.
  2. Select the Email form/survey to people from Contact Manager option.
  3. Select the needed Contact Manager from the list.
  4. Click the Change the Group of Contacts button to add or remove contacts from the distribution list. 

     Click here for more details:

    To create a new Contact Group, follow these steps:

    1. Click the Contacts button from the main navigation menu at the top.
    2. Click the New button from the Contact Managers pane and select Group.
    3. Name the new group.

    4. Add a new filter your contacts will be filtered by. For details consult Filters help chapter.
    5. You can copy existing group or create nested group:

      • Select the group from the list.
      • To create a nested group that contains the contacts of the parent group only, select the Nested Group option.
      • If you want to copy existing group with all filters select the Copy Group option.

    To see the list of contacts that are available for certain group click on its linked name in the Contact Managers pane.

    • New -> New Group Creates new contacts group.
    • Edit If you want to edit selected group by changing filter criteria click this button.
    • Rename Use this option to rename selected group.
    • Delete Click this link to delete selected group.

      By deleting contacts group you do not delete contact records from the Contacts Manager. To delete particular contacts consult the Contact Manager chapter for more details.
    • Managing contacts To sort contacts list for selected group mouse over on the arrow next to the column name.

       Click here for more details:

      • Sort Ascending - sorts contacts ascendingly by selected column.
      • Sort Descending - sorts contacts descendingly by selected column.
      • Remove Sorting - this option appears if you applied sorting to a column. Selecting this option removes sorting for the current column.
      • Columns - select/clear check boxes for the columns you want to show/hide.

  5. The Setup Data Flow option allows to update the selected contacts with the new data from the submitted form/survey.

    Example:

    When respondents change their living address, job position, email and other personal details, you can update contact records with the up-to-date information. You can also pre populate survey questions with the data from the Contact Manager. Click the Setup Data Flow button, apply field mappings and data flow direction. For more details consult the Data Flow chapter.
  6. Use the provided options to set the email anonymity.

     Click here for more details:
    • Select the Capture respondent email address option to track respondents' email addresses.
    • If you select the All respondents to remain anonymous survey responses will be displayed as anonymous within the report.
  7. Click the Send/Schedule Email button to send email invitations immediately or to schedule them for a date in the future.

 

  • A single Contact Manager can only be used per form/survey. So if you have already launched the form to people from the Contact Manager, you cannot launch it to people from another Contact Manager list.
  • If you have sent the invitation email to the respondents and they did not submit their response, you can set up an Email Reminder or use the Re-send Invitations option on the Manage Responses page.
  • If the Do not allow respondent back into survey or the Respondent may return and modify their response rules have been set, and you add more contacts, then the survey will go only to those additional contacts.
  • The Allow multiple responses rule is not compatible with "Email form/survey to people from Contact Manager" launch option. If this option is selected on the Settings page, and you are launching the form to people from Contact Manager, it will be automatically changed to Respondent may return and modify their response upon clicking "Send".

 Click here for more details:

You can email survey to the addresses imported from the data sources.

To carry out a bulk survey distribution click the Send email invitation with individual Form links on the Launch page, and then:

  1. Click the Edit Email button to compose your message. For details consult the Edit Email help chapter.
  2. Select the Import email list for bulk survey distribution option.
  3. Click the Format Data File to pre-populate some of your survey questions (import additional data on respondents along with their email addresses).
 Click here for more details:
  • In order to email your survey to a list, you must import it beforehand. The list should be imported as a comma delimited text file (.csv).
  • Please note that each respondent in your list should have an individual email address that contains only latin alphabet, numbers, or allowed symbols (a-z, A-Z, 0-9, !@#$?*_=+{}|/). Do not use spaces or any other symbols. Do not send your survey to a distribution list (group list like all@yourdomain.com) from your mail system, as it may result in overwritten responses.
  • Once you have created a file to import, click Browse and double click on the file name to upload it.
  • Import file in .csv format can be exported from other data sources. For step-by-step instructions on how to do this, please see the Export Email Addresses From Data Sources chapter.

4. Click the Import Address File button to import the email address file you have selected. The file should be in the .csv format, it is recommended to keep it in the UTF-8 encoding.
5. Click the Verify Email Addresses button to see if there are any invalid email addresses.
6. Use the provided options to set the email anonymity.

 Click here for more details:
  • Select the Capture respondent email address option to track respondents' email addresses.
  • If you select the All respondents to remain anonymous survey responses will be displayed as anonymous within the report.

7. Click the Send Email button to email your survey invitation to the email addresses listed in your address file.

If you use Survey Password option and you do not make survey distribution (your file does not contain email addresses) the Launch Survey button appears instead of the Send Email button. Click Launch Survey to import additional information into your survey. Then you can use this password to submit surveys via the master link.

 

In some cases, a huge number of emails or uncontrollable complex form/survey launch could cause the server to abort during launch or crash the application. Once the email list has been imported, the system will check your launch for the index of complexity.
The calculation includes:

  • the number of form/survey pages;
  • the number of form/survey questions;
  • the number of form/survey answer items;
  • the number of logical transitions applied;
  • the number of emails.

 If your launch is identified as heavy, you will get a warning alert: You are going to perform a heavy launch, please contact us first.

Please, contact WorldAPP Support team via email, phone or Live Chat with the request of Heavy Launch(HL) right activation. We turn on this right for the account at 8 PM EST and turn it off the next day at 8 AM EST. If this time is not acceptable for you, we suggest splitting the file with a list of emails into smaller batches. Heavy Launch can also be left active for weekends: we turn on HL on Friday and turn it off on Monday.

 

  • If you sent email to certain respondents and they submitted the survey you can send the same email to the same email addresses again. This feature is useful if you need to collect data from time to time. Keep in mind that you should select the Allow multiple responses - only applies to Master URL rule in this case. Every time respondents receive email, unique links are generated and new records are created in the report.
  • If you sent email to the respondents and they did not submit the survey, they can receive email only through the Email Reminder or after respondents' email addresses are removed from the list of Incompletes addresses on the Manage Responses.
  • You will not receive mailing statistics if no email was sent due to the case mentioned above.
  • If the Do not allow respondent back into survey or Respondent may return and modify their response rules have been set, and you add more addresses to the panel and trigger another launch then the survey will go only to those additional addresses.
  • If the Allow multiple responses rule has been set, and you add more addresses launching the survey for the second time, it will go to all the new addresses and to all the respondents who have already completed the survey of the first launch.
  • Back Takes you back to the previous page. Please note, that all your anonymity and distribution type settings will not be saved.

 Click here for more details:

The feature allows you to verify the email addresses you are going to use for your form/survey distribution.

To see if there are any invalid email addresses in the list you have just typed in or imported, click the Verify Email Addresses button.

  • If the syntax of address is correct it will be displayed as Valid.
  • If there is a syntax error, the address will be displayed as Invalid.

If invalid email addresses have been detected click the Delete Invalid Addresses button to delete them from the list.

 Click here for more details:

Most applications (including Goldmine, Palm Desktop, Microsoft Excel, Microsoft Access and FileMaker) will allow you to export data into a comma delimited text file (.csv)

 

 

 Exporting from Outlook Express

Outlook Express allows you to export data in a CSV (comma separated values) format which can then be imported.

  1. Launch Outlook Express and select File | Export....
  2. Choose Comma Separated Values and click Export.
  3. Choose a file name for the exported data and click Next.
  4. Select Email Address field (select other required fields if you are going to pre-populate them into your survey before distribution).
  5. Click Finish.
 Exporting from Microsoft Outlook

Microsoft Outlook allows you to export data in a CSV (comma separated values) format which can then be imported.

  1. Launch Microsoft Outlook and select File | Import and Export.
  2. Select Export to a file and click Next
  3. Select Comma Separated Values (Windows or DOS).
  4. Select folder to export from and click Next
  5. Save exported file and click Next
  6. Click the Map Custom Fields button to select the necessary fields for the exported file.
  7. Click Finish.
 Exporting from Other Data Sources

You can import data into the system from any other application that can create a CSV (comma separated values) file.

  1. Save your data source as a CSV file.
  2. Ensure that:
    • This file contains Email field. Your survey will be sent to email addresses indicated in this file field.
    • This file does not contain fields which you do not want to import to your survey including field headings (such as Email, Name etc.), page brakes etc.
    • Only commas or semicolons or tabulation serve as delimiters/list separators (If your file contains other separators you may need to change Regional Settings on your computer).
 Example of the CSV data file structure exported from the data source:
It contains name, email address, phone number, department and position columns:
Smith,John;JSmith@domain.com;674-67-61;Consulting;Chief Consultant
Brown,Barbara;BBrown@domain.com;786-44-09;Sales;Manager
Young,Peter;PYoung@domain.com;534-94-23;Promotion;Manager
Jordan,Mary;MJordan@domain.com;;Not known;Manager
Williams,Helen;HWilliams@domain.com;674-67-54;Consulting;Secretary

 

 

  • The information on bulk survey distribution you can find in the Email Survey To List help chapter.
  • For instructions on how to pre-populate different fields into your survey before distribution, consult the Autofill help chapter.

 Click here for more details:

Here you can enter the email addresses of your survey participants. The individual email addresses can be entered all in one line separated by commas or semicolons or in a column – each email address on a separate line without any delimiters.

You can also copy and paste your list of survey participants from any external file or database following the format described above.

You can add respondents' names along with their email addresses.To do so please use one of the following templates:

[Name]email@domain.com
Name<email@domain.com>

 

Make sure that:

  • There are no spaces or other symbols between [Name] and email address.
  • The email address should not be enclosed into any symbols but <>.
  • There is a delimiter between addresses (Name<email@domain1>,Name<email@domain2>....). Addresses separated with spaces will be interpreted as invalid.

 

Respondents’ names added before each email address can be used to personalize the survey email invitation message. Use the [NAME] tag when composing the text of your email invite on the Edit Email page. Once the survey is launched and the invitation messages are set out, the [NAME] tag will be replaced with the actual name of each survey respondent.

 

 

  • If you want your survey to be distributed correctly, make sure that there are no extra symbols added to the email addresses.
  • Go to the Email Survey help chapter for instruction on distributing your survey to the email addresses you enter manually.