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Email to a List of Respondents

You can email survey to the addresses imported from the data sources.

To carry out a bulk survey distribution:

  1. Click the Send email invitation with individual Form/Survey links on the Launch page, and then:

  2. Click the Edit Email button to compose your message (for details consult the Edit Email help chapter).

  3. Select the Import email list for bulk survey distribution option.

  4. Click Format Data File to pre-populate some of your form's questions (import some information about respondents along with their email addresses).

  • The list of contacts which will receive the form should be already imported as a comma delimited text file (.csv).

  • Please note that each respondent in your list should have an individual email address that contains only latin alphabet, numbers, or allowed symbols (a-z, A-Z, 0-9, !@#$?*_=+{}|/). Do not use spaces or any other symbols. Do not send your survey to a distribution list (group list like from your mail system, as it may result in the overwritten responses.

  • Once you have created a file to import, click Browse and double click on the file name to upload it.

  • Import file in .csv format can be exported from other data sources. For step-by-step instructions on how to do this, please see the Export Email Addresses From Data Sources chapter.

A line break (also known as a newline character) added within a field in a CSV file will cause the import failure.

4. Click the Import Address File button to import the email address file you have selected. The file should be in the .csv format, it is recommended to keep it in the UTF-8 encoding.

5. Click the Verify Email Addresses button to see if there are any invalid email addresses.

6. Use the provided options to set the email anonymity.

  • Select the Capture respondent email address option to track respondents' email addresses.

  • If you select Hide the respondents' email addresses in the reports, the emails of the respondents will not be visible in the report (note that the addresses will still be visible in the Dashboards).

7. Click the Send Email button to email your survey invitation to the email addresses listed in your address file.

If you use Survey Password option and you do not make form distribution (your file does not contain email addresses) the Launch Form button appears instead of the Send Email button. Click Launch Form to import additional information into your form. Then you can use this password to submit responses via the master link.

Launch Limits

In some cases, a huge number of emails or uncontrollable complex form/survey launch could cause the server to abort during launch or crash the application. Once the email list has been imported, the system will check your launch for the index of complexity.
The calculation includes:

  • the number of form/survey pages;

  • the number of form/survey questions;

  • the number of form/survey answer items;

  • the number of logical transitions applied;

  • the number of emails.

 If your launch is identified as heavy, you will get a warning alert: You are going to perform a heavy launch, please contact us first.

Please, contact FORM Support team via email, phone or Live Chat with the request of Heavy Launch(HL) right activation. We turn on this right for the account at 8 PM EST and turn it off the next day at 8 AM EST. If this time is not acceptable for you, we suggest splitting the file with a list of emails into smaller batches. Heavy Launch can also be left active for weekends: we turn on HL on Friday and turn it off on Monday.

  • If you sent email to certain respondents and they submitted the survey you can send the same email to the same email addresses again. This feature is useful if you need to collect data from time to time. Keep in mind that you should select the Allow multiple responses - only applies to Master URL rule in this case. Every time respondents receive email, unique links are generated and new records are created in the report.

  • If you sent email to the respondents and they did not submit the survey, they can receive email only through the Email Reminder or after respondents' email addresses are removed from the list of Incompletes addresses on the Manage Responses.

  • You will not receive mailing statistics if no email was sent due to the case mentioned above.

  • If the Do not allow respondent back into survey or Respondent may return and modify their response rules have been set, and you add more addresses to the panel and trigger another launch then the survey will go only to those additional addresses.

  • If the Allow multiple responses rule has been set, and you add more addresses launching the survey for the second time, it will go to all the new addresses and to all the respondents who have already completed the survey of the first launch.

  • Back Takes you back to the previous page. Please note, that all your anonymity and distribution type settings will not be saved.

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