Design Email Alert

You can set up separate email alerts per each form submission made by a respondent. Each email sent can have its own subject line, text body, list of recipients and sender's address. You can also send emails with attachments.

How to add the Email Alert feature 

• Press the Email Alerts button located in the top bar:

• Click Add Email Alerts to set up the settings:

How to set up the Alert Settings

Here you may set up rules/conditions on when and to whom the alerts should be sent. The available options depend on the type of the question that will be associated with the alert.

Logic types

You may choose either conditional or unconditional sending of an email alert. 

Conditional (IF) logic type

If you choose the conditional logic type, some settings will be available depending on the question type used for an alert. 

For the questions with text responses of Single Line,  Multi-Line text response and Numeric Allocation question types:

1. Select answer choice based on which email alert should be sent.

2. Specify the alert condition (does/ does not/ is empty/ is not empty).

3. Specify the entry type for does and does not conditions. match looks for the whole word. contain looks for the sequence of letters within a word. If using contain option you need to create new email alert per each word or sequence of characters.

4. 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.

For the question with text responses of Multi-Line text response you must change RegExp in following way: add new flag s and additional '.*' at the beginning and the end of the expression:

• CODE

  Q1.A1==RLIKE(?is).*

  CODE

  (\bharras|\bharas|\bdiscrim|\braci|\brace|\bgender|\blesb|\baggress|\btoxi|\babuse|\bethical).*

For the questions with multi-choice responses of Pick One (Radio Buttons), Pick One with Comment, Check All That Apply, Dropdown Box, List Box types:

1. Select the responses you want the email alert to be applied.

2. 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.

3. 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 the Rating Scale type:

1. 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.

If a logic settings include an unanswered/empty field, the Email Alert will not be sent.

ALWAYS (unconditional)

Email alert may be also sent unconditionally upon a form submission.

Alert type

If To respondent is selected, the email alert will be sent to an address provided by a respondent.

If distributing the form via the Master URL link, be sure to apply the Email reply tag to the answer option used for collecting email addresses.

This setting can be used only once per form.

If To form owner is selected, the email alert will be sent to an email address associated with your account/other address you specify.

If To another person is selected, the email alert will be sent to an email address you specify. 

Alert name: Create a name for your alert; the name should be unique per each question used.

• Email alert to respondents can be sent if you launch your form via our email distribution system and your form is not anonymous;

• You can send email alerts to respondents who have taken the survey via Master Link. For details consult the Email Reply taghelp chapter.

Composing Alert Text

See the Compose Emailhelp chapter for the detailed information.

• 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. Separate multiple email addresses 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. Please keep in mind that you can use only one piping reference for the 'To' and 'CC' fields. For more details consult the Pipinghelp chapter.

• If you import additional information using the Autofill feature, you can use the [Fx] tags.

• Respondents who receive 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. 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 info see the Report help chapter.

Press Save to save your settings and return to the Email alert pop-up.

• 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 alerts cannot be sent if your responses have been uploaded with the help of Upload Responses feature.

• When testing your survey using the Test Survey feature real email alerts will be sent to indicated email addresses.

• Email Alerts are sent once the respondent has clicked the Submit button.