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Writing emails on Snap WebHost

Snap WebHost, Snap's online survey service, has an email editor where you can create and edit email invitations and reminders. You can also edit emails that have been uploaded with the survey from Snap.

This worksheet describes how to create an email on Snap WebHost. It explains the toolbar on the email edit window, and tells you how to insert fields from the respondents database into the email.

It also suggests the sort of things to write in a survey invitation.

Background

Snap WebHost emails are divided into invitations and reminders. You can create as many emails as you want, and send them out on a schedule. You can create emails in plain text or HTML. If you have used a database link to upload respondents, you can insert any of their uploaded details into the invitations.

Snap WebHost needs to know your respondents' email addresses so it can send out invitations. If you have uploaded a survey that does not have respondents addresses in a database link, you can create and run a database link and upload the email addresses. This is described in Changing or editing the respondents for a live survey using a database link

What to put in an email

What you put in your email depends on the type of survey you are carrying out, the sort of people you are surveying, and the sort of organisation you are. Generally it's a good idea to keep the email short and to include the points below. Since Snap WebHost can personalise emails with information from a respondent database, you can add extra information, depending on the content of the database.

In the subject

  • Encourage the person to take part
  • Mention the incentive (if there is one)

In the body of the email

  • Say who is carrying out the survey and why
  • Mention the incentive (again)
  • Say how long the survey will take to complete
  • Link to the survey
  • Mention the deadline
  • Reassure them that they will be anonymous
  • Let them opt out

In the PS

  • Re-iterate their feedback is important.
  • Encourage them (length of survey and initiative)

You should also avoid anything that makes your email look like spam. Things that are often picked up by spam filters are:

  • writing in capitals
  • using multiple fonts and many bright colours
  • using lots of exclamation marks
  • using phrases such as "increase your income", "free" and "click here"
  • using poor HTML (this can happen if you paste from a word-processing programme that generates HTML automatically)

Using the Tags list

You can insert tags in your email that Snap WebHost replaces with specific details when the email is sent out. The tags available are:

Tag Description

ContactEmail

The email address of the survey manager (as appears in the Contact section of the Setup tab).

ContactName

The name of the survey manager (as given in the Contact section of the Setup tab).

ContactPhone

The telephone number of the survey manager (as per the Contact section of the Setup tab).

OptOut

The link the respondent clicks on if they want to be removed from the survey invite list. Snap WebHost will automatically ensure that they receive no more email reminders for this particular survey. It is up to you to ensure that they are removed from other surveys if that is their wish.

It is part of the Snap WebHost subscription service terms of use that you include an opt out link in all survey invites and reminders (whether sending the emails through WebHost or another mail system). Check out the link http://www.snapsurveys.com/software/terms-of-use.shtml which describes your responsibilities regarding emails

SurveyLink

The link the respondent clicks on to be routed to the questionnaire. If logins are used, they will be presented with the initial questionnaire login page.

SurveyLinkAuto

The link the respondent clicks on to be routed direct to the body of the questionnaire. If logins are used the respondent will be logged in automatically. Assuming they are still eligible to partake in the survey, they will be presented with the first main page of the questionnaire.

SurveyTitle

The title of the survey.

email

The respondent's email address (if any).

password

The respondent's password (if any).

username

The respondent's user name (if any).

 

Additional fields used in the database link set up in Snap Professional and seeded from the database.

Sample email

If you are copying and pasting this email, replace the text in square brackets [ ] with the appropriate information for your survey. Replace the text in curly brackets {} with the equivalent tag accessed from the Tags menu.

Dear {Respondent Name}

[Name of organisation] are currently undertaking a survey into [reason for the survey].

We would really appreciate your feedback. The surveys should take less than [XX ] minutes to complete.

The survey is being carried out according to the [Market Research Society's code of conduct]. All your responses will be treated in confidence and the data will be combined so individual responses cannot be identified.

All those who respond to the survey will be entered into a prize draw to win [incentive].

Complete the survey by clicking {Survey Link}. Please respond by [deadline]

Thanks for your help

If you have any questions about taking part in the survey, please contact {ContactName} at {Contact Email}. If you would like to opt out, please press {OptOut}. You will not be asked to take part in this survey again.

With best wishes,

[Name]

Summary of steps

Step 1: Setting up your message

This worksheet assumes that you have uploaded a survey to Snap WebHost. This example uses the snQuick survey described in the Access an online customer panel with Snap WebHost section of the Getting Started with Snap Surveys guide. It assumes that you have uploaded a version to Snap WebHost which includes a link to a customer database containing names and email addresses.

  1. Log in to Snap WebHost if you have not done so.
  2. Select the survey from the surveys list.
  3. Click the [Respondents] tab to confirm that you have successfully uploaded respondents.
  4. Click the [Setup] tab to display the survey details.

    Enter the name or organisation of the person responsible for the survey in the Email from name field. This appears as a name in the From field of the email.

    SWH: set up tab Contact details circled

  5. Enter the name of the person responsible for the survey in the Name field. This replaces the {ContactName} tag in your emails. Enter their email address in the Email from address field. This replaces the {ContactEmail} tag in your emails.

    SWH: settings tab with contacts highlighted

  6. Click on the [Messages] tab. If you have created email messages for your survey in Snap, they will be visible here.
  7. Click the link in the top right to create a new email message. The email editor window opens.

    SWH: blank email editor

  8. Give the message a Subject. This appears as the subject of the email. Use the Insert Tag dropdown list to add seeded data to the subject.
  9. Give the message a Title. This is displayed on the Snap WebHost list of messages for the survey.
  10. Give the message an Interval. This is the number of days to wait before it is sent.

    If it's the first message, it's the number of days after you formally Start the survey.

    If it's not the first message, it's the number of days after the previous message was sent. Subsequent messages are only sent to people who have not completed the survey. If you set the interval to 0, the message is sent as soon as the survey is started.

Step 2: Writing your message

  1. Enter the text of the message in the main text box. Use the drop down Tags... list to include special values.

  2. You can copy and paste text from other software packages such as MS Word. Remember that you will need to insert a {SurveyLink} tag in the email to direct people to your survey.
  3. If you already have an HTML email, you can copy the HTML into your email. You need to click SWH: insert HTML into email button on the message toolbar to open the Insert HTML pane. You can then paste HTML tagged text into the window. When you click [Insert] the text is added to the message.

Step 3: Formatting your message

The Snap WebHost email message editor has a toolbar with standard editing functions.

SWHS: HTML email editor toolbar

If you place the cursor on a button, you will see a tool tip - a short message describing its function.

The top row of buttons allow you to format the text (change the colour, font, size etc.)

The bottom row of buttons allow you to format the paragraphs (change the indentation, heading level or make lists)

You can also insert items in your emails:

  • SWH: insert HTML into email button links to web pages

Make the text you have selected link to the address you specify.

  • links to pictures

Display a picture which is stored at the link location you specify.

  • SWH: insert HTML into email button HTML codes

Insert raw HTML.

  • SWHS: insert tag button for email survey information

Insert a tag that will be replaced with information from the survey when the email is sent.

Step 4: Saving your message

  1. When you are satisfied with your message, click the [Save] button on the HTML window to save it.

    If your message does not save, check that you have a {SurveyLink} or {SurveyLinkAuto} tag in your email. You cannot save the message without one.

  2. Your message will be displayed in Snap WebHost. You can test the message using the Test link to the right of the message.

    SOL new email showing Test link

     

  3. Click the Test link. A dialog box asks you to insert the email address you want to send the test to. Fill in your own email address.
  4. When the message arrives, check that:
    • Inserted tag special values appear as you expect.
    • Survey links route you to the questionnaire.

Note that reloading the survey will overwrite the emails and reminders with the emails and reminders stored in the survey. Any changes you have made in Snap WebHost will be lost.

Conclusion

This worksheet describes how to use the HTML editor in Snap WebHost to create and edit email messages. These messages will be sent out according to the schedule you specify.

For information about creating a database link, see the topic Setting up email invites for Snap WebHost using a database link

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