Share Survey: Email

About Sharing Surveys via Email

Enalyzer provides an easy way to share your survey via email. You can send customized email invitations to your respondents and track their progress. Email survey invitations allow you to send reminders and limit respondents to answering the survey once.

If you're going to send survey email invitations to more than a few people, we recommend that you:

1. Creating the invitation message.
2. Create the CSV file with the respondent information. This will make sharing your survey go by smoother and faster.
3. Set the survey's anonymity.

Sending Email Survey Invitations

To send email survey invitations, all you have to do is:

1. Go to your survey, and select share in the side menu.
2. Click on the email option.
3. Choose how to invite your respondents. You can choose between manually, copy/paste, or upload.
   • This option is optimal if you're sending to just one person. All you have to do is:
     
     1. Select manually.
     2. Fill out the respondent information.
        
        

     The email variable is the only mandatory field.

   • Copy/paste your respondent information from a CSV file directly into Enalyzer. All you have to do is:
     
     1. Select copy/paste.
     2. A box will appear below. Copy the information from the CSV file and paste it into the box.

     You can only copy/paste the system variables: first name, last name, email, and language. If you want to import data to background variables you have created yourself or if you're going to import any variables, choose the upload option.

   • This option is perfect if you're working with many respondents and background variables. Furthermore, this is the only option that allows you to import variables. For more details on creating a CSV file, click here.
     To upload your CSV file, all you have to do is:
     
     1. Select upload.
     2. Click on upload your CSV file.
     3. Find your CSV file and click upload.
     4. Map the fields by linking the fields from your CSV file on the left to your survey variables on the right.
        
        
        

        If there is a field that you don't want to upload or import, you can skip it.

        To import a variable select new: background variable. This will import the CSV field as a text background variable.

     5. When you're done mapping, click save to return to the survey invitation preview.
     6. You can always click on edit mappings to make any changes.
4. Select the message you're going to send. If you want to make any edits to the message, click edit and follow the on-screen instructions.
5. Edit the sender's information, if relevant.
6. You can preview your email survey invitation on the right-side panel. If all looks as it should, click next.
7. Under schedule your invitation, choose when to send your invitation. You can select between send now and schedule for later.
   • 1. Select send now to send the survey invitations immediately. Click next.
     2. Click add more to easily invite additional respondents. You will use the same invitation message and sender details, and only have to fill out the respondent information.
     3. If you've added all respondents, click send now.
   • 1. Select schedule for later to send the survey invitations at a later time.
     2. Select the date and time you'd like your invitations to be sent. Click next.
     3. Click add more to easily invite additional respondents. You will use the same invitation message and sender details, and only have to fill out the respondent information.
     4. If you've added all respondents, click schedule now.
8. You will now be able to see an overview of your respondents.

If many invitations are being sent out at the same time, there might be a delay in time of sendout. You can always check the status of our email queue here.

Send Surveys Without Email Addresses

Have you ever needed to launch a survey but you don't have email addresses? For example, surveys done over the phone or paper surveys? Or have you ever needed to ensure respondents replied only once to your survey but you didn’t want to use Enalyzer’s email service? If yes, here’s what to do.

1. Go to your survey, and select share in the side menu.
2. Click on the import option.
3. Choose whether or not you would like to include existing survey data on your respondents with your data import.

   If you enable the option to import respondents with existing survey data, your file should contain an exact replica of the survey format. The way you format your data depends on the question or variable type you're importing. Read more about how to format every question and variable type here.

4. Upload your UTF-8 encoded CSV file.
5. Map the fields in the CSV file to the survey questions and variables.
6. Once you're done mapping, click next.
7. Review the number of responses ready to be imported and click done to finish the import.

Now you have two options, send the login information to your respondents or create unique links and send those to the respondents.

Before doing this, download your response data to Excel or CSV format and remember to include background variables in the download. Your response data file includes a unique username and password for every respondent. The combination of username and password is unique to the respondent.

CREATE UNIQUE LINKS FOR EACH RESPONDENT

This is the most popular method and though it takes some manual work, it's relatively simple. Once you have downloaded your response data with the username and password of your respondents, you can create unique links for each respondent. Each unique link follows this structure:

https://surveys.enalyzer.com/?Pid=[USERNAME]&Rid=[PASSWORD]

Therefore, to create a unique link, all you have to do is replace the field [USERNAME] and [PASSWORD] fields with the actual username and password from the response data file.

If you have more than a few respondents, then you need to head over to Excel. We have compiled a simple and quick guide, nevertheless, keep in mind that when contacting our Customer Success Team, they might not be equipped with the Excel skills to help you with any issues you may find.

1. Open up a program like Microsoft Excel or Google Sheets.
2. Create three columns: username, password, and URL.
3. Copy the usernames and passwords from the response data file and insert them into your Excel document.
4. Now it's time for Excel magic. Turn the cell with the survey link into a formula that replaces [USERNAME] and [PASSWORD] with the actual values inserted in columns A and B. The formula would look like this (see image below):
   ="https://surveys.enalyzer.com/?Pid="&A2&"&Rid="&B2
5. Once you've defined the formula, press enter and the link will contain the username and password. Pull the formula down on all the remaining cells and watch how the usernames and passwords turn into unique links.

SEND LOGIN INFORMATION

To login into your survey, your respondents need to go to the login website (https://surveys.enalyzer.com), as well as their respective username and password from the response data download.

Send Surveys via SMS Text Message

Enalyzer does not have an SMS text messaging solution built into the system, but SMS invitations can be sent by using an external SMS supplier that has an "email to SMS" solution.

Enalyzer will send out its email invitations to the SMS supplier, who turns the emails into SMS and send to respondents automatically.

SMS recipients receive an SMS text message, with a custom sender name, customized text in the SMS, and a unique and direct link to answer their survey.

Example: CPSMS

Email to SMS suppliers differ in their settings and options, so check with your supplier if you have any questions. The Danish supplier Compaya offers the CPSMS solution. We'll use this as an example.

When using CPSMS, take the following steps to send out your SMS text invitations:

• In Enalyzer, make sure your email supplier is Mailjet.
• In your CPSMS account, whitelist survey@mail02.enalyzer.com, and take the "email code" generated for you.
• Make sure you have enough SMS points on CPSMS.
• Decide how the sender will be determined. It can either be the sender name from the settings in your account, or it can be flexible and take the sender name from the email subject, when this option has been chosen in your CPSMS account. Sender name has a maximum of 11 characters including spaces.
• Create a respondent list file. This file should include all your respondents background variables.

   Each email address follows this structure:

  [COUNTRY CODE (without '+' or '00')][PHONE NUMBER].[EMAIL CODE]@cpsms.dk

  For example: 4512345678.abcd1defg@cpsms.dk

• Send email invitations. Your invitation email message will be used to create the text message. Only the introduction, button and end texts will be included. Therefore, no need to spend time designing your invitation message. If you've chosen the flexible sender name option, you add your sender name in the email subject field (limited to 11 characters).
• When clicking the link in the SMS invitation, the survey page will open up in a browser and experience is normal as when answering the survey on a phone.

The longer the SMS message, the higher the cost for sending. One SMS text message is 160 characters, including spaces. If your message is over 160 characters, then two or more messages are stiched together, so they appear to be one long SMS. In this case the number of characters per SMS is 153, as 7 characters are used to stich SMS' together.

Need help sending out invitations by text message? Our consultants have experience setting up SMS invitations, and are ready to assist you. Read more about our consultancy here.

Stop Scheduled Invitations

Did you schedule your survey email invitations to be sent at a later time and now you have to change something? To stop the scheduled invitations, you have to delete the scheduled respondents. All you have to do is:

1. Go to your survey and select responses on the side menu. If the menu is closed, click on the menu icon () to open it first.
2. Click on the filter button and the filter responses side menu will open.
3. Click on the add filter dropdown menu and select invitation status.
4. Then select scheduled, click on the apply button, and close the side menu.
5. Click on the actions menu and select delete.
6. Select the scheduled respondent and click the delete button.
7. Your scheduled invitations have been deleted and will not be sent out.

To stop scheduled invitations, you have to delete them before they are sent out.