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When sending out an invitation via email, there are two choices: Unique URL or Public URL. Depending on your goals and participants, each method has its benefits. Make your choice, then prepare and publish!

UNIQUE URL

Sending an invitation with a Unique URL is an excellent choice of distribution method. A few benefits:

  • Track individual participation
  • Send reminders to non-participants
  • Use Data Population (Pre-population)
  • Prevent multiple/duplicate participation (ballot box stuffing)

In deciding, a few points to remember:

  • Each Unique URL only allows a single response.
  • Unique URLs should not be sent to group email addresses.
  • These invitations should not be forwarded.

 

STEPS TO PUBLISH USING A UNIQUE URL

  1. Under Distribute tab, select the survey to be published.
  2. Click the Publish Survey button.
  3. Select Unique URL (Single-Use Link) under Email column and click Continue on the bottom of the screen.Distribution_0003s_0007_Layer-22
  4. In Select Email Message, review the Email templates created under Email Manager.
  5. Hover over your chosen template. Click Select to proceed with the current template or Edit to Edit the Email Template.Distribution_0003s_0005_Rounded-Rectangle-1-copy-3

 

Learn how to:
Create an Email Message under Email Manager

 

  1. In Source of Email Addresses, choose the source as Type Manually.Distribution_0003s_0011_Layer-18
  2. Under Additional Publishing Options, you can choose to select more advanced features:Distribution_0003s_0010_Layer-19
    1. Touch Rules: SoGoSurvey’s Touch Rules makes it easy to avoid over-surveying by filtering out those who have recently participated, eliminating survey fatigue.
    2. Pre-populate Survey: This option will be pre-selected if the pre-population is applied on one or more survey questions. You may select the values to be pre-filled for these question on this step.

 

Learn how to:

Pre-populate the survey while sending out survey invitations

Use Touch Rules

 

  1. In the Mail Merge step, provide values for the mail merge variable used within the email content. All email addresses will be listed with text boxes so mail merge values can be entered manually.Distribution_v1_0000s_0018_Layer-65

If you are not seeing the Mail Merge step, you have likely not entered the mail merge code in the email content section. If you want to include these values in your message, you can return to edit your content and include these codes.

Learn how to:

Use Mail Merge in an invitation email

 

  1. In Send/Schedule Invitations, the approximate number of invitations to be sent/scheduled will be displayed.

Reminder Options

  • As desired, choose to send reminders to non-participants at automatic intervals.
  • Choose to schedule reminders 1-7 days from the original invitation.
  • Scheduled reminders are automatically cancelled if responses are submitted.
  • An advanced update: Different email messages can now be selected for automatic reminders for improved response rates.

Invitation Expiration Options

  • Choose to expire invitations at a set date and time.
  • Use this feature when the survey will remain active but the invitation should not.
  • Expiration dates can be viewed and modified from Track Survey.
    1. Finally, once everything is set, you can choose to send invitations immediately by selecting Send Now or schedule them by choosing Schedule for Later.Distribution_0003s_0000_Layer-23

 

PUBLIC URL

Sending an invitation with a Public URL is an distribution method choice in certain situations. A few benefits:

  • Allow participants to forward invitations
  • Allow participants to respond multiple times
  • Broaden participation beyond existing contact list.

In deciding, a few points to remember:

  • Individual responses cannot be tracked.
  • Intelligent Reminders (to non-participants) cannot be sent.
  • Multiple/duplicate participation (ballot box stuffing) cannot be prevented.
  • Data Population (Pre-population) cannot be used.

 

STEPS TO PUBLISH USING A PUBLIC URL

  1. Under Distribute tab, select the survey to be published.
  2. Click the Publish Survey button.
  3. Select Public URL (Multi-Use Link) under Email column and click Continue on the bottom of the screen.Distribution_0003s_0006_Layer-24
  4. In Select Email Message, review the Email templates created under Email Manager.
  5. Hover over your chosen template. Click Select to proceed with the current template or Edit to Edit the Email Template.Distribution_0003s_0005_Rounded-Rectangle-1-copy-3

 

Learn how to:
Create an Email Message under Email Manager

 

  1. In Source of Email Addresses, choose to select the source of email address as Type Manually.Distribution_0003s_0011_Layer-18

Under Additional Publishing Options, you can choose to select the option for Touch Rules. This feature makes it easy to avoid over-surveying by filtering out those who have recently received an invitation, eliminating survey fatin the Mail Merge step, provide values for the mail merge variable used within the email content. All email addresses will be listed with text boxes so mail merge values can be entered manually.Distribution_v1_0000s_0018_Layer-65

If you are not seeing the Mail Merge step, you have likely not entered the mail merge code in the email content section. If you want to include these values in your message, you can return to edit your content and include these codes.

Learn how to:

Use Mail Merge in an invitation email

 

  1. In Send/Schedule Invitations, the approximate number of invitations to be sent/scheduled will be displayed.
  2. Finally, once everything is set, you can choose to send invitations immediately by selecting Send Now or schedule them by choosing Schedule for Later.invitation_0001s_0002s_0004_Layer-37