Launching Your Survey

· Launching Survey

· Emailing Survey Invitation

This feature allows you to manage your survey distribution. On this (‘Surveys’) page, you can set the period and method of survey distribution.

1. Click the [Launch] button next to the particular survey you need to distribute;

Launch button

This will take you to the following Launch page.

1. Select (typically) the ‘Keysurvey URL’ radio button (1) to generate a regular survey link beginning with Key Survey domain name. For information on the other options follow see the Key Survey User’s Manual.

2. Leave this option (button 2) unselected. If you want to select this option (to secure the data obtained during the survey by encrypting it ) please see the Key Survey User’s Manual

3. In the ‘Master Survey URL’ text box (3), the URL of your survey is displayed. You can copy this URL and paste it as a link on your website.

• NOTE: This is a general survey link; therefore, if you email it to your respondents, responses will be anonymous or overwritten (depending on your survey rules). Use the email distribution system (explained below) to email your survey. In this case, a unique link is automatically generated for each respondent.

4. Set the survey date and time information using the following fields and dropdown boxes (4):

· Start Survey - Select the date and time you want this survey to become activated, relative to EST time zone.

· End Survey - Select the date and time you want this survey to end, relative to EST time zone.

· End Survey When the completed number equals X - Automatically stops survey, when responses reach number X. To save your input, click [Save].

· Time Limit Close and submit after X mins - You can set time limits for respondents to fill in the survey. When the time is up, the survey is submitted automatically. To save your input, click [Save].

5. Click the following [Go] buttons to ‘Select a survey distribution method’ (button 5):
• E-mail survey distribution - Allows you to email the survey to addresses you enter manually, addresses you import from data sources or to addresses from your address book.

The following options can be selected too (typically we use the above option):

o Password survey protection - Allows you to secure your survey with individual passwords.

o Upload responses - Allows you to upload responses to your survey.

o HTML code – Provides your Webmaster with automatically generated HTML code, which includes a link to this survey or a pop-up survey. Use this option when you want to gather survey responses from visitors or from one of each “X” visitors to your company’s website.

Once you click the E-mail survey distribution GO button, you will go to the following page.

Distributing Invitations to an Email List

This feature allows you to send email invitations your survey to addresses you import from data sources. Use this feature to compose your message, indicate email addresses for distribution, decide on anonymity and send it. You can also use the Advanced Application feature to pre-populate different fields into your survey.

1. Click [Edit Email] to compose your email (1). For additional information, see the Compose Email Message section below.

2. Select the ‘Import e-mail list for bulk survey distribution’ radio button (2).

3. In order to email your survey to a list, you must import it as a comma delimited text file (.csv). For detailed information on different formats of the file for different requirements, see the Sample File Format section below.

· NOTE: Each respondent in your list should have an individual email address. Do not send your survey to a distribution list (group list) from your mail system. This may result in overwritten responses.

4. Once you have created a file to import, click Browse (3) to locate the file and double-click to select it.

5. Click the [Import Address File] button (4) to import the email address file you have selected.

6. Click the [Verify Email Addresses] button (5) to check for invalid email addresses in the list you entered. If the syntax of an address is correct, it is displayed as ‘Valid’; if there is a syntax error, the address is displayed as ‘Invalid’. If you have previously sent invitations to other email address, they will not be displayed on the ‘Verify Email Addresses’ page.

7. Select the ‘Capture respondent email address’ radio button (6), to be able to monitor the list of email addresses of the respondents who took your survey (completes and incompletes). This feature allows you to draw lottery (if required) and send email reminders to incompletes only.

· If you select the ‘All respondents to remain anonymous’ radio button, you will not be able to send reminder letters to only the incompletes.

8. Select the ‘Include link to survey in email’ radio button (6) if you want to email a survey link only. The letter you email will contain the text of your ‘invitation’ and the link to your survey page on Key Survey application. In this case, the respondent clicks the link and submits the survey online.

· Select the ‘Display survey inside email’ radio button to insert your survey directly in the body text your email, (respondents can submit directly from their mailbox).

Ø To use this option, your survey must not include Must answer and/or Single line text with pre-format options questions or, contain more than one page.

Ø When selecting this option, consider how the survey will look -- based on the email software a recipient uses. If their mail system supports HTML format, respondents will get just a survey inside the email message. If their mail system does not support HTML format, they will only receive the invitation in “plain text”. Some mail systems allow switching from HTML format to plain text; in which case, the recipient can view both.

9. Select the ‘Normal’ radio button (7) to set normal priority to the email. This is the default.

· Select the ‘High’ radio button (7), to flag the email as urgent.

· Select the [ ]Request return receipts check box (7) to request return receipts of recipients who have opened the sent emails. This allows you to determine how many recipients opened your emails.

10. Click the [Test Email] button (8) to carry out a test email distribution. The test shows you how your email survey invitation looks to respondents and which delivery notification you receive after survey launch. Keep in mind when you submit surveys from test email the results are not saved in the report.

11. Click the [Send Email] button (9) to email your survey invitation, including a link to this survey or the survey itself, to the email addresses you entered.

o You will see a progress bar at the bottom of the page indicating the number of emails being sent. Wait till it’s all done.

12. Click [Back] to return to the previous page.

· NOTE: Your anonymity and distribution type settings are not saved.

Additional Notes (for the Rules page):

· If you send email to a respondent and he/she submitted a complete survey, you can send the same email to the same email address again. This feature is useful if you need to survey the same respondents from time to time. Keep in mind that you should select ‘Allow multiple responses from the same computer’ rule in this case. Every time respondents receive emails, unique links are generated and new records are created in the report.

· If you send email to a respondent and he/she did not submit a survey, the respondent can only receive email through the Reminder or after the respondent email address is removed from the list of Incompletes.

Ø You do not receive mailing statistics if no email was sent due to the reason mentioned above.

· If the ‘Ignore response and do nothing’ or ‘Override with response values’ rules have been set, and you add more addresses to the address book and trigger another Launch, the survey goes only to those additional addresses.

· If the ‘Allow multiple responses’ rule has been set, and you add more addresses to the address book and trigger another Launch, the survey goes to all the new addresses and to all the respondents who have already completed the survey in the first launch.

Compose Email Invitation

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This feature allows you to edit your email, compose your message, indicate ‘from’, ‘reply’, ‘undelivered’ email addresses, attach documents etc.

This feature is used to make the email appear as if it were coming from some other email address than that indicated in your personal account, have replies routed to the proper departments and attach documents which people can then comment on in your questionnaire.

1. To compose your email you need to click Edit Email on one of the following pages: ‘Email Survey’, ‘Email To List’, ‘Email Survey Using Address Book’, ‘Email Alert’, ‘Email Reminder’, ‘Email Report’.

Edit email button

This will take you to the following page.

Subject line can be edited

‘Plain’ – drop down menu

2. Write the subject of your email in the ‘Subject’ field. The email subject should be as interesting and powerful as possible in order to ensure your email is opened. It is the first thing we read. Make sure it is clear and state the purpose of your survey, report, reminder or alert email. By default the survey name comes up.

3. It is recommended to type in your email message rather then copying and pasting. This way extra HTML tags will not create unwanted text in the email messages. Another way of doing this is by selecting the Plain from the drop down to display your email body text without HTML or any special formatting beyond the most basic numbers and letters.

· This feature is used because some recipients have very strict rules for spam blocking, which are activated when an email contains anything except plain text (like HTML code, or pictures).

· You can activate the ‘Plain’ mode while editing your email on the Email Survey, Email To List, Email Survey Using Address Book or Email Reminder pages.

· You can use all our application tags except [S] tag in this mode.

4. The Email Body field contains placeholder text. You must delete this text and write an invitation in its place, asking respondents to participate in your survey or to view your report.

· You can use the following tags in the body of your invitational text: [S] - to insert the survey name as a link, [URL] - to insert the web URL of the survey, [REMOVE] - to insert a link to allow respondents to remove their email addresses from your list.

5. The survey link that appears in the respondent’s email is unique to each recipient; therefore, your recipient should not forward it.

· If the recipient wants others to evaluate the survey, you must email them the Master URL (as it appears on the Launch page).

· If you do not use the survey link tags -- [S] or [URL], a unique survey link (with your survey name and the web URL of the survey) appears at the bottom.

· If you launch a survey inside an email with alternative text, and you do not use the survey link tags -- [S] or [URL], the text and the survey URL appear above the survey and a unique survey link (with your survey name and the survey URL) appears below the survey.

6. Click [Spell Check] to check the spelling of all the items on this page.

7. Click [Save] to save your email settings.

8. Click [Back] to go back to the previous page.

Email Reminders

Create and send email reminders to recipients who have not completed the survey – immediately, on specified dates and times or on a specified number of days after the survey launch. You can customize two different Email Reminders, each having its own subject line, body text and ‘From’ field.

1. To set up Email Reminder distribution, navigate to the 1. Email Results page (click the number of incompletes or use the dropdown menu) and click either the [Email 1st Reminder] or [Email 2nd Reminder] button (5).

This will take you to the following page.

2. Click [Edit Email] to compose your message (1). For more information, see the Compose Email Message section (above) of this manual.

3. Use the radio buttons (2) to indicate when to send the email reminders.

· Select ‘Do not email reminder’, if you decide not to send a reminder. NOTE: If you enter text or make any other setting changes and click [Save], everything is saved.

· Select ‘Email 1st reminder now’ to email the reminder right now.

· Select the ‘Email 1st reminder to non-respondents [x] days after first invitation’ radio button to email the reminder on the “N”th day after the survey email invitation was sent to a respondent. For example, you launch the survey on April 1, with a reminder set to go out after 10 days. Respondents, who have not submitted the survey by April 11, will receive the reminder email.

· Select ‘Email 1st reminder on’ to email a reminder on a specific date.

4. Select the‘Email priority’ radio button (3) – ‘Normal’ is selected by default. Select ‘High’ to change the priority to high.

5. Click [Save] to activate Email Reminder.

6. Click [Back] to go to the Email Results pages.

Additional Notes:

· To set up a second reminder, click the [Email 2nd Reminder] button on the Email Results page and follow steps 1 - 6.

· You can use a reminder to send the survey out to respondents once more, if they started filling in the survey but did not submit it.

· After the 1st and 2nd Reminders have been sent, you can set up reminders once more.

· The reminder letters cannot be customized to greet by name.

SAMPLE FILE FORMAT (Email Address Input):

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Typically your sample file (email addresses of the respondents) should have the email addresses and saved in .csv format. You may or may not include name.

If you want to customize your email with names then you file format should be as follows:

[Name]email@domain.com or Name<email@domain.com>

e.g. [John]jdow@domain.com

Make sure that:

• There are no spaces or other symbols between [Name] and email address.
• The email address is not enclosed in any symbols other than <>.
• There is a delimiter between addresses:
• [Name]email@domain1, Name<email@domain2> ....Addresses separated with spaces are interpreted as invalid.
• Important! If you want your survey to be distributed correctly, make sure that there are no extra symbols added to the email addresses.

Your email body should be as follows:

Dear [Name], --- here [Name] will be replaced by the respondent’s name.

If you don’t need to customize your email invitation then your file format can just be the email addresses:

email@domain.com

e.g. jdow@domain.com

Importing additional information from sample file:

If you are importing additional information from the sample file (other than customizing email with the name; e.g., random numbers, sport name etc.), please follow this link for detailed instructions.