Creating a new job

▪Define email parameters such as the subject and the message text, and the types of projects on which the job can be run.

▪Specify which respondents receive the email, and schedule the email jobs.

The Email settings dialog box opens with the Email text tab selected. Email uses the information on this tab as the content of the message and attempts to send it to the user named on the Email jobs list page. The tab indicates whether the attempt was successful.

3 In From, enter an email address that identifies from whom the email is sent. Whatever you type here appears as the “from” email address in the recipient’s message box. For example:

4 In Reply email address, enter the email address of the person, or entity, on whose behalf you are sending the message. Whatever you type here appears as the sender’s email address in the recipient’s message box. For example:

6 In Project status, choose the status that the project must have in order for the email to be sent. You can choose more than one status.

The list provides all translations that are in the Resources.mdd file. Each translation can provide predefined Subject, From, Reply address, and email text (in some cases, not all information is translated for a particular language). For more information on configuring the Resources.mdd file, see ‘Email activity configuration’ on page 600.

Select New to create a new language translation. When a new language is added, the Subject, From, Reply address, email body, and Send email as options are defaulted to the base language’s current settings.

To delete the currently selected translation, click the delete icon. If there is only one translation, you can not delete it.

8 In Email language, choose a field that will be used to specify the language used in the email header and body for a particular participant in the participants table.

▪If the default field (for example Language) is in the participants sample table, it is automatically selected when first entering the user interface.

▪The Email language field list is empty when the Language field, and any field that uses Language in the name, is not present.

Note The Language field should contain a language identifier. The language identifier can be one of the following types:

The Language field is also used to specify the introduction field for telephone interviewing, and can also be used as an interviewer qualification to match interviewers to respondents. Therefore, the interviewer qualifications need to be setup to match. The default interviewer qualifications use langSENGLANGUAGE so it might be easiest to use that language identifier.

9 In Subject, enter a short description of what the email is about. The information displays as the message subject in the recipient’s message box.

10 In From, enter an appropriate label that indicates from whom the email was sent. Whatever you enter here appears as the sender’s name in the recipient’s message box. For example:

11 In Reply address, enter an appropriate label that indicates on whose behalf you are sending the message. Whatever you enter here appears as the sender’s name in the recipient’s message box. For example:

Note If you use the HTML format, you need to include HTML formatting codes in the message text wherever you want line breaks or new paragraphs.

13 The email body area displays suggested message text (if available), complete with substitution markers for inserting respondent, or project-specific, information in the text. You can either accept this text as it is, modify it, or replace it with a new text of your own.

The email body area offers a set of standard HTML text editing and formatting options (such as cut, copy, paste, bold, italicize, and create hyperlink).

Note Images cannot be directly inserted into the email text. You can, however, insert links to external images, images in the shared image location, or images that are uploaded to the project location. For more information, see Displaying images in email messages.

14 To insert the value of a Sample Management field or project property in the message text, click in the text at the point you want to make the insertion. Select a field or property from the Substitutions list, and then click Add.

The property name appears in the message text enclosed in curly brackets, and is replaced by the appropriate value when the message is sent.

16 If you want to send a test message, click Send test email. The test email uses the currently selected language from the Translation list.

18 In the Write into sample field named list, select the name of the sample field that will record the date and time that each email message was sent as part of each recipient’s sample record.

Note This field is used to prevent the same message from being sent to respondents multiple time. If the respondent is sent the same message multiple times, the date and time field information is overwritten each time a new message is sent.

▪Field: The first field provides a list of available fields in the sample table. The second, and all subsequent fields are used to restrict your selections even further by providing the remaining available fields in the sample table. The other fields can be used to define which values the field must contain in order for respondents to be selected. The list shows all values present in the chosen field.

The filter lists are used to define specific filter criteria (equal to, not equal to, is empty, an so on) for the selected fields.

▪Value: Enter a value to which the selected filter applies. For example, you could specify that records from Queue (Field) are equal to (Filter) FRESH (Value).

▪Update View Settings: Click the button to display the View Settings dialog (see View Settings). The dialog provides options that define how many records are listed, which columns appear, and in which order the columns appear.

21 The Participants Records section displays records that match the defined field filter criteria. You can select all participant records, or select individual records from the provided results. Records can be sorted by clicking the available column headings. The sort order is also used when selecting records (if random is not selected).

▪Click Selected number of participants, and in the provided fields enter the number of participants you want to email.

▪Click First x to select respondents from the top of the list of those respondents matching the selection criteria, or Randomly selected to randomly select respondents from the list.

When the SendEmailTask table’s ParticipantOrderBy value is NULL, NEWID() is used in order to randomly sort the samples.

Note When the number of participants is larger than the selected batch size, the email job is split into multiple batches.

▪The email addresses in the participant records must consist of ASCII characters. Non-ASCII characters are not supported at this time.

▪After you click OK to save the email job, the system compares the languages that are returned with the available translations. If any Null values or untranslated languages exist in the sample table, indicating that there are no translations, the system provides the options of saving the email job or canceling the process. When Continue is selected, the email is sent in the base MDM language for any records that contain Null or unavailable values.

▪The participant selection options, including the select query, order by, and MaxCount (the batch size), apply to Send now activities. Participant selection options that are set in the Email Scheduling Wizard override options that are defined when creating a new job (Send now). The scheduled participant selection options, including the select query, order by and MaxCount (the batch size), only apply to scheduled batches. For scheduled batches, the new job Send now settings are used when any of the scheduled participant selection options are not defined.

▪For example, assume a new job’s Send now batch size is set to 10, and a scheduled batch’s size is set to 1000. When Send now is clicked, the first 10 records are sent. When the scheduled batch occurs, the first 1000 records are sent.