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What this feature is, why you should use it and
when
Step by step implementation of this feature
This section explains what the "Email
Alert" feature is and why you should use it
What: Email Alert allows you to automatically generate an email
alert
to either yourself or to a respondent when a particular response is
selected.
You can also set the email alert to go to someone else as well.
You can set up another email for each answer a respondent makes. Each
email can have a different subject line, body text, list of
recipients
and sender's address. Emails sent to your respondents can also have
attachments.
Why: Email alerts can be used to automate workflow.
They are commonly used to notify customer support
if a respondent answers they are 'dissatisfied', or a sales person if
the respondent answers they are planning to buy soon, or can be set up to
automatically email an e-catalog to a respondent if they answer 'yes' to 'do you
want to receive a catalog?'
We are about to show you step by step
how to implement this "Email Alert" feature
To set up Email Alert click the Alert button next to the appropriate question
from the Edit Questions page of your survey, then follow the steps below:
STEP 1. Create New Email Alert
- Click the Alert button
on 'Questions' page or click the Email Alert To button on 'Single Question' page.
- Click the New E-mail Alert button to set up a new email alert.
If the email alert has been already created, you can manage exisiting email alerts with the help of Email Alerts panel.
For details, please consult the 'Manage Email Alerts' help chapter.
STEP 2. Alert Settings
- Select email alert type (Alert to respondent/Alert
to survey owner or other person).
- Alert to respondent will be sent to the
email
address of the particular respondent.
- Alert
to survey owner or other person can be sent to any
address(es) you will indicate.
- Provide your email alert with the name by typing it in the Alert name text box.
The name should be unique for every new alert within the question.
- Set up the rules and conditions
when the alerts should be sent. This menu depends on the question type the alert is applied to.
For the questions with text responses of 'Single Line' and 'Multi Line Text Response' type and the 'Numeric Allocation' questions:
- Use the drop-down box to select the text response.
- Use the drop-down box to specify the alert condition (does/ does not/ is empty).
- Use the drop-down box to specify the entry type. match looks for the whole word. contain looks for the sequence of letters within a word.
- Enter the word(s) or characters you are/are not interested in. Use space as separator if your alert setting will be based on more than one word.
Note: if using contain option you need to create new email alert per each word or sequence of characters.
For the questions with multi-choice responses of 'Pick One or Other', 'Pick One with Comment', 'Check All That Apply', 'Dropdown Box', 'List Box' type:
- Select the responses you want the email alert to be applied by checking the corresponding check boxes next to the responses.
Keep in mind, if you select multiple responses for the questions of 'Pick One' and 'Dropdown Box' type, the system will trigger an email alert
based either on one response or another one.
If you select multiple responses for the questions of 'Check All That Apply' and 'List Box' type, the system will send an email alert only if the combination
of these responses will be used by the respondent.
For the questions of 'Rate Different Items Along the Scale of Choice' type:
- Select the check boxes standing for the responses rated along the scale.
Click Next to save your work and move onto step 3.
STEP 3. Email Alert Text
- Use this page to indicate the 'to', 'reply', 'undelivered' e-mail addresses and compose the text for your email alert.
For details consult the 'Edit Email' help chapter.
- If you are in '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.
- When you send to a Bcc list, you should put an address into the To field anyway because some SMTP servers require it.
- The input data may be piped within the Email Alert using piping tokens. For more details consult 'Piping' help chapter.
- If there was import of the additional information
you can use
tag [Fx], where x is number of import field
with email
addresses of your Data File.
- The one who receives the Email Alert to an email
address from
autofilled data (inserted by means of [Fx])
can view only
the particular report by clicking the link to it.
It means that
the 'View by Respondent' mode does not have
navigation unlike
when you insert email addresses directly
in the 'Email
alert to' field all the survey reports can be
viewed using
navigation buttons.
Click Finish to save your work and go to the 'Email Alerts' page.
Note
- You can set up alerts
to go out to respondent and to specified addresses at the
same time. To
do it you need to go through setup procedure twice
in different modes.
- Email alert to respondents
can be sent if you launch your survey via our email
distribution
system and your survey is not anonymous.
- Email alerts cannot be sent if your responses have been uploaded
with the help of Upload Responses feature.
- You can send email alerts to the respondents who have
taken the survey via Master Link. For details consult
'Email Reply'
help chapter.
- When testing your survey using the Test Survey feature
real email alerts will be sent to indicated email addresses.
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