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Email Alert allows you to automatically generate an e-mail 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.
To set up Email Alert click the Alert button next to the appropriate question from the Questions page of your survey, then follow the steps below:
STEP 1. Create New Email Alert
- Click the Alert button on the 'Edit Questions' page or click the Email Alert To button when editing single question.
- 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 will be sent to the email address of the particular respondent.
- Alert to survey owner will be sent to the email address associated with your account or to any email address(es) you will indicate.
- Alert to other person will be sent to any email address(es) you will indicate.
- Name your email alert using 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', 'Multi Line' type and 'Numeric Allocation' questions:
- Select answer choice based on which email alert should be sent.
- Specify the alert condition (does/ does not/ is empty/ is not empty).
- Specify the entry type fo does and does not conditions. 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' types:
- Select the responses you want the email alert to be applied.
Keep in mind, if you select multiple responses for the questions of 'Pick One' and 'Dropdown Box' type, email alert will be triggered either on one response or another.
If you select multiple responses for the questions of 'Check All That Apply' and 'List Box' types, email alert will be sent 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 responses upon which the email alert will be sent. If select multiple items, the OR logic will be applied. This means that the alert will be sent if at least one item is selected by survey respondent.
Click the Next button to save your changes and move onto step 3.
STEP 3. Email Alert Text
- Switch to the Email Text tab. Here you can indicate the 'to', 'reply', 'undelivered' e-mail addresses and compose the text for your email alert. For details consult the 'Compose Email' help chapter.
- If you are in 'Alert to other person' mode, list the email addresses to which this particular alert should be sent using the To and Bcc fields. If multiple email addresses are used separate them with commas.
- If you use Bcc field to send blind copies, it is recommended indicating these email addresses within the To field as well, because some SMTP servers may ignore the Bcc field.
- You can use "Piping" within the email alerts. For more details consult the 'Piping' help chapter.
- If you import additional information using the 'Autofill' feature you can use the [Fx] tags.
- Respondents who recieve email alert can view only their particular report by clicking the link to it within the email alert body. This means that the 'View by Respondent' mode does not have navigation to other responses in opposite to when you insert email addresses directly in the 'Email alert to' field, thus all the survey responses can be viewed using navigation buttons. Respondents do not have an ability to edit or delete their responses.
Note: the Edit and Delete report controls are displayed to the report viewer who is logged into the system within the same browser session only. They are not available for third-party viewers. For more details consult the Report help chapter.
Click the Save button to save changes 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 respondents who have taken the survey via Master Link. For details consult the '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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