{"id":16066,"date":"2014-08-29T11:30:55","date_gmt":"2014-08-29T11:30:55","guid":{"rendered":"https:\/\/www.snapsurveys.com\/support-snap11\/?page_id=16066"},"modified":"2021-01-15T15:52:27","modified_gmt":"2021-01-15T15:52:27","slug":"putting-someones-name-other-details-email","status":"publish","type":"page","link":"https:\/\/www.snapsurveys.com\/support-snap11\/worksheets\/putting-someones-name-other-details-email\/","title":{"rendered":"Putting someone’s name or other details in an email"},"content":{"rendered":"

This worksheet describes how to send an email from Snap WebHost that includes personalised information for your respondents (e.g. their name). It does this by connecting the survey to a database which has respondent’s email addresses together with information about them. When you set up the email invitations in Snap, you add respondents details from the database into their invitation (and reminder) emails.<\/p>\n

This worksheet tells you how to insert the name of the person you are emailing into an invitation.<\/p>\n

Background<\/h3>\n

When you upload a published survey to Snap WebHost, you upload the survey itself, any images used in the questionnaire and the information from the linked database that Snap WebHost needs to send out the emails.<\/p>\n

The information in the email is kept separate from survey responses, so a response can be totally anonymous, even if the respondent is identified in the email.<\/p>\n

If you realise that you need extra database fields in your email after you have uploaded the survey to Snap WebHost, you must add the new fields to the email in Snap Professional, republish and reload your survey.<\/p>\n

This worksheet uses a simple Excel database to connect to.<\/p>\n\n\n\n\n\n\n
Email<\/strong><\/td>\nTitle<\/strong><\/td>\nForename<\/strong><\/td>\nLast name<\/strong><\/td>\nAddress<\/strong><\/td>\n<\/tr>\n
jsmith@hotmail.com<\/td>\nMs<\/td>\nJane<\/td>\nSmith<\/td>\n345 Buzzell Road, Chicago IL 60444<\/td>\n<\/tr>\n
tomhutton@msn.com<\/td>\nMr<\/td>\nTom<\/td>\nHutton<\/td>\n1522 Main Street, Sycamore, IL 60144<\/td>\n<\/tr>\n
davidavis@gmail.com<\/td>\nMr<\/td>\nDavid<\/td>\nDavis<\/td>\n3211 Bow Street, Portsmouth, NH 60333<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Summary of steps<\/h3>\n

Step 1: Connecting to the database<\/a>
\nStep 2: Setting up the emails<\/a>
\nStep 3: Publishing your survey with the database link<\/a><\/p>\n

<\/a><\/p>\n

Step 1: Connecting to the database<\/h4>\n

You need to connect your survey to the database that holds the information about your respondents before you publish your survey. The data is then available to Snap WebHost when it sends out emails and reminders.<\/p>\n

    \n
  1. \n
      \n
    1. Open the survey in Snap Professional.<\/li>\n
    2. Select File | Database Link<\/strong> to display the Database Linkage<\/strong> dialog box.<\/li>\n
    3. Click [New…]<\/strong> to create a new database link. The Database Linkage Wizard<\/strong> dialog is displayed.\n
      \n

      \"Webhost<\/p>\n<\/div>\n<\/li>\n

    4. Select the WebHost Survey\/Invites<\/strong> radio button then click  [Next>]<\/strong>.\n
      \n

      \"Database<\/p>\n<\/div>\n<\/li>\n

    5. Click [Select Database File…]<\/strong> and browse to the Excel or MS Access file containing the respondent IDs and data.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n

      If you wish to connect to an Oracle or SQL database click [Build Data Link…]<\/strong> instead.<\/em><\/span><\/p>\n

        \n
      1. The Select the Table to use<\/strong> drop-down automatically displays a table name. If this is not correct, select a different table from the list.<\/li>\n
      2. Click [Next>]<\/strong>.<\/li>\n<\/ol>\n

        <\/a><\/p>\n

        Step 2: Setting up the emails<\/h4>\n
          \n
        1. You must now specify whether you are going to have email invitations to your survey and whether respondents log in. For this worksheet, just send invitations.\n
          \n

          \"Simple<\/p>\n<\/div>\n<\/li>\n

        2. Check Send simple e-mail invitations only<\/strong> and click [Next]<\/strong>. You move to the email invitations step of the database link wizard. This has two functions:\n