How to create and send out an email invitation

When you want to go live with a survey and send out email invitations, please follow the guide below:

Best practice is always to test the survey first. 

1. Create a test link (or update if you already have created one. The system will now validate your questionnaire (logics, naming etc.). If not valid you will get some error messages. Go back to design view and correct the errors.

2. You may now test the survey in the window to the right - or you can copy the link and share it with other stakeholders or open it in another browser window

3. Then you should publish the survey.

4. Give a comment and "Publish"

5. Go to the "Collect menu" 

6. Add a recipient list. A recipient list is a list of recipients that either will get an email- or an SMS-invitation. 

7. Select a sample file (Excel file) and "create".

8. Browse for the Excel file 

9. Upload recipients

10. The Recipients' file must have all variables in the column headers. If this is an email invitation, you need to name this "email". If this is (also) an SMS-sample, you must have the heading "Phone". The format for the phone number is +landcode+number (e.g. +4712345678) 

Note! The variable names in the first row must not contain illegal characters or spaces. Use a-z and 0-9  (e.g. gender01a) .

11. Click "Next"

12. The sample is now ready for import. Click "Import", and tick if you want to get a notification when the import has been completed.. 

13. You will find a notification in the internal "email inbox" (marked as 13). Not to mix with your ordinary email. 

14.  Move back to recipient lists

15. Create an email campaign

Then select the "Compose and send" menu. If you want to write your own HTML-invite, you can select this. Else, follow the instructions below.

16. Select to: A drop down will now show you all the uploaded recipient lists for this project

17. Create an email title

18. Write in a sender email. Important note: This needs to be an email address that has been approved by your preferred email provider. This will normally be any address that ends up with your domain name,  e.g. survey@quenchtec.com. If in doubt, contact your local IT-management.

19. From the dropdown list, select your preferred email provider

In the text field below, you may now write the invitation mail. Use the buttons:

20. To insert a survey link (or an opt-out link for this projectI

21. Insert any variable that you want to appear in a personalized invitation, e.g. name, gender etc.

22. Insert any picture / logo that you want to use in the invitation. This will initially be placed at the bottom of the current invitation, but yiu may drag and drop it anywhere afterwards. 

Click "Next"

23. Specify who this send out should be targeted to. Normally this will be everyone as a first step. Later, if this is a reminder (the procedure is the same for a reminder), you may specify who should have this reminder. This will normally be the ones not started and those started (but not yet completed).

24. As a "buffer" the email will be sent out after 5 minutes. You have then these 5 minutes to regret, change or cancel. If so, simply press cancel. You will see the exact time in the window.

25. When the email has been sent, the status will be changed from scheduled to Sent.

26. In the project page, you will now see the number of interviews coming in. In this case 1 only.