December 2011
Data Collection is Made Easier with New Email-handling Feature
All return emails are available to see and handle directly in SurveyXact
This new feature extends SurveyXact, so you can handle all aspects of your data collection via email directly in the system. Emails, which return either because of filters, void emails or autoreplies during a data collection are available in the system. You can still choose to have the emails sent to your own email-adress as well.
This involves all type of return emails:
- Bounce emails, which tell you if the recipient doesn’t exists or is the email is not functioning
- Auto reply emails, which tell you if the respondent is on vacation, leave etc.
- Reply emails where the respondent has replied to the distribution email he/she received
The survey administrators’ work with return emails
As a survey administrator you can handle return emails in our new sub-tab "Return mails" incorporated in the DATACOLLECTION tab.
On the tab you will see a list of return emails, the next time you distribute a questionnaire. In the default setting, you are only able to see unread return emails. These are the return emails you haven’t handled yet. When the survey administrator has handled a return email it will get marked as read.
In the uppermost right corner of the list you can choose if the list should show "all", “unread” or “read” return emails.
When you click on a return email from the list, the email will open so that you can read it. Below here you see an example of a bounce email that says that the recipient doesn’t exist.
When the email is open or in the dropdown arrow just right of the email the survey administrator can handle individual return emails. Here are the different handling possibilities:
- Edit and Resend – it gives you the opportunity to edit the email address of the recipient and send the original email to the new email address
- Mark Rejected – it gives the opportunity to mark the recipient as rejected. The status of the respondent will change to rejected and you can use this information in calculating response rates it also means that
- Mark as read – it gives the opportunity to mark the return emails as read
- Navigate to respondent – it gives the opportunity to go to the respondent list and see or edit the respondent that the return emails comes from
- Forward this mail – it gives the opportunity to forward the return email to the person responsible for the survey or who knows about the particular respondents you are distributing to. This is also useful if you want to reply to the return email or if it contains pictures or attachments
From the respondent list you can also view return emails for a specific recipient by choosing "Show return mail" on the respondent’s dropdown menu.
Automatic forward of return emails
It is possible automatically to forward all return emails to the email address of the person responsible for the survey. This can be done by the menu "Forward returnmail" on the “Return mails” tab.
All return emails are always available in the system no matter if you choose to forward them or not.
New sender in all emails
To be able to link return emails with individual respondent, the sender of all distribution, information and reminder emails has been changed. It will not change the way your respondents see your email. But instead of your email a SurveyXact mail is generated.
A part of the "sender email address" is now locked and among other things it contains a number code that is used to find the recipient and our server name (mail.survey-xact.com).
Editing the sender in the email templates now has the following look. As a survey administrator you can still edit:
- The name of the sender – the name that primary will be shown as sender. (In the example underneath it is “Jesper Gravgaard”).
- A short word that will be shown in front of the locked part of the sender email address. (In the example underneath it is “rmc”).
