If you can't find the answers you need below, contact ZapSurvey for further assistance.
Manage Survey Invitation Messages and E-Mail Lists:
• Overview of Invitation Message Process
To send invitation messages from ZapSurvey, click on the Collect icon in the row for your survey on the Manage Surveys page. This will take you to the Collect Responses page. On that page, click on the button in option 3 to create a survey invitation. You can also send invitations and manage email lists by clicking on the Manage Messages button in the main navigation menu.Note that on the Collect Responses page, you will also find the survey URL should you wish to just send survey invitations via your own email program and/or add a link to the survey on your web site.
In order to send an invitation, you must first create an email list. If you have not done so already, there is a link from the survey invitation page to manage your email lists. You can also get to email lists management from the Manage Messages page.
Once you have created an email list, click on the button to send an invitation message. You will first be presented with a page where you specify the recipients of the message and the survey they are to respond to. After completing this page, you will next compose the actual invitation message. On the page where you compose your invitation message, you can also set delivery options and send a preview of the invitation to yourself.
At any time, you can view the status and history of your survey invitations on the Manage Message page. From there, you can drill down to view which of your respondents has responded to the survey as well as resend the message as needed to remind respondents to complete your survey or to send the message to new respondents.
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• The relationship between original invitation messages and resent messages
Once you create and send a survey invitation, you can resend the message as needed. For example, you may wish to send a reminder to only those who have not yet responded or to new recipients added to an email list. On the Manage Messages page, you will see a summary of the original invitations you have sent. From there, you can drill down on each invitation to see the details of the original invitation as well as a history of all the times you have resent the invitation. You can then drill down on any of the resent invitations to view the details of the resent invitation.
You also have the option to create new survey invitations instead of resending a prior invitation should that meeting your needs better.
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• Canceling delivery of messages set for a future delivery date/time
If you schedule an invitation to be delivered at a future date or time, you can cancel the delivery of that message if the date and time has not passed. Simply go to the Manage Messages page and click on the "Cancel Unsent Message" for the invitation message you wish to cancel delivery of.
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• Difference between "From Address" and "Reply To" address fields
The "From Address" is the address that appears in your recipients inbox indicating who the email is from. The "Reply To" address is the address that replies will be sent to when a recipient uses their email program's reply-to command.
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• Importing email contacts
You can transfer your contacts from an Excel file to ZapSurvey as follows:
- In Excel, make sure that the following columns (and only
these columns) appear in the following order: Email Address, First
Name, Last Name, Custom Data 1, Custom Data 2, Custom Data 3. Only the data for these fields should appear in the file so if there's a column heading row (e.g. "First Name", "Last Name", etc.) in the top row, delete that row before continuing. NOTE: If
you wish to omit data for any of the fields, just leave a blank cell
for that entry.
- Choose File / Save-As: Enter a file name and in the "Save as
type" field, choose: "CSV (Comma Delineated)". Click "Save". NOTE: If you receive a warning about "multiple sheets", click "OK". If you are asked if
you're sure you want to keep the workbook in this format, click Yes/OK.
- In windows explorer, right click on the file you just saved and
choose "Open With".
- If "Notepad" is an option, choose that,
otherwise, select "Choose Program", then scroll down until you
find "notepad".
- Click OK. This will open your file in notepad where you should now see your contacts one per row with commas in between each field.
- In Notepad, select all the text than choose Edit/Copy
- In ZapSurvey on the MailListAddContact page, put your cursor in
the filed where you enter your contacts and then press Ctrl-V.
- This will paste your contacts onto the web page.
- Click the "Add Contacts" button
- Click Done .
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• Message Summary table - why doesn't it show Resent Messages?
The Message Summary table shows the original invitations you have sent. From there, you can drill down on each invitation to see the details of the original invitation as well as a history of all the times you have resent the invitation. You can then drill down on any of the resent invitations to view the details of the resent invitation.
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• Resending messages only to recipients who have not completed the survey
To resend an invitation to only those who have not yet responded to the survey, click on the "Resend" button for your invitation on the Manage Messages page. This will take you the the Resend Message page. In the "Resend to prior recipients of this invitation" section, select the option: "Previous recipients of this invitation whose status is:" and then select "Not Responded" in the drop-down menu.
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• Sending messages only to newly added contacts of an email list
To resend an invitation to only newly added contacts of an email list, click on the "Resend" button for your invitation on the Manage Messages page. This will take you the the Resend Message page. In the "Send this invitation to new recipients" section, select the option: "The following E-Mail list: " and then via the drop-down menu, select the email list with the new contacts. Next, select the "Contacts that match the following criteria:" option and for the "Status" criteria, select "Not Sent". This will result in your invitation being sent only to those contact in your email list who have not previously received this invitation.
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• SPAM policy
ZapSurvey has a strict anti-SPAM policy. The ZapSurvey service can only be used to send email invitations to those recipients who have explicitly granted permission for you to send such emails to them. Any other use is in violation of the terms of service.
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• #Variables# - how to use them in your email text
As you are writing your survey invitation, there are a number of variables that you can add to your email message that will be replaced by data from your contact list as the actual emails are generated and sent. Simply insert the variable including the hash marks / pound signs "#" (e.g. #FirstName#, #LastName#, etc.) into the body of the email message and when the message is sent, the unique data for each respondent in your email list will replace the variable.
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