Email Channel

Email Channel




    










Data Collection & Distribution

User Manual — Email Channel




D.3 Email Channel

3.1 How to Create an Email Channel

Email Channel allows you to send your surveys to respondents via email. You can send emails using SurveyHub templates or add a custom template, insert contact details, and embed questions in the email to increase your response rate. Create Email Channel and share your survey with respondents. 

To create an email invitation:

1. Go to Distribute.

2. Click Email.

3. Enter Channel Name.

4. Click Next.

In Email Channels, you have three options:

Email Content: Through the content, you can configure the template and its content that will be sent out when the survey is distributed.

In the email content, you can do the following:

  • Edit the email content from scratch.
  • Choose from a selection of templates in SurveyHub.
  • Create a brand-new template catered to your specific use case to be re-used later.

Recipient: In the recipient’s section you can see all the recipients.

In the Recipients’ section, you can check:

  • Add emails manually via typing them in the Manual Entry section.
  • Bulk upload from a contacts Excel file using a predefined template.
  • Select from a stored contact list using the Contacts option.

Schedule: In the Schedule section, you can configure the time at which the email containing the survey needs to be sent.

In the Schedule section, you can perform the following:

  1. Gateway: Select the Email gateway through which you want to deliver the survey.
  2. Delivery Time: Set the exact date and time when you want the survey invitation to be sent.
  3. Cutoff Date and Time: Define until when responses will be accepted. If left Off, responses will be accepted until you manually close the Channel.
  4. Set Weekdays: Choose specific weekdays for delivery if you only want invites to be sent on certain days (this will apply if the delivery time is set to weekdays).
  5. Multichannel Invite: Enable this option if you want to allow sending invites through multiple channels in addition to SMS.


3.2 Customizing Email Channel Settings

Click the Configure button to adjust the Email Channel settings, enabling you to customize the channel as needed.

  1. IP Restriction: Allow surveys to be taken or blocked from specified IP addresses.
  2. Response Limit: Automatically close the channel after a chosen number of responses are recorded.
  3. Link Expiry: Set a time period after which the survey link should expire for the respondent.
  4. Gateway: Configure the Email Gateway and Sender ID from which the survey invitation needs to be sent.
  5. Remove duplicate invited contacts within days: Set a number of days within which duplicated contacts which were invited previously will not be invited.
  6. Survey Domain: Choose whether the survey link runs on a custom domain or the default platform domain. 

  1. Survey Sub Domain.: Define a custom subdomain segment for the survey URL. 
  2. Response Editing.: Decide if respondents can change their answers during or after the survey. 
  3. Intro page: Show or hide an introductory page before the first question. 
  4. Default Conversational Thankyou Message: Configure a custom thank you message specific to the selected distribution channel which displays at the end of a survey. 


3.3 How to Create an Email for The Channel

Follow these steps to create an Email for the Channel:

1. Create a new Email Channel or select from an existing Email Channel.

2. Edit the currently selected Email Content or select from an existing template. 

Note: You can also insert custom data within your e-mail template. For e.g., First name, Last name, etc. by selecting from the drop-down menu of “insert custom data”.

3. Navigate to Recipient and add emails manually or use Bulk Upload or Contact List. Click Save & Next.

4. Configure the delivery timings on the Schedule tab. You may also set up reminders for users in case they did not respond to the survey after a specific duration. Click Send.