Desktop User Guides > Author > Activating questionnaires > Activate Current Project: Participants settings > Participants: Email
Participants: Email
The Email settings provide options for setting up email for participants in the sample file. For example, at the start of a project you might send a message to everyone inviting them to participate in the survey. Later, you might setup a second job that sends reminders to those respondents who have not yet taken the survey.
Email does not support SMTP servers that are set up to require authentication.
Respondent selection
Respondents can be selected based on any field in the participant table, allowing respondents to be selected from a queue, a set of queues, or using other criteria. You can send email to all selected respondents. Alternatively, send to a fixed number of respondents who are chosen either from the start of the queue or at random. An advanced query editor is available for participant selection and the user interface allows you to view the query output.
Customized and personalized message texts
To include information from a respondent's sample record, or the value of a project property, insert a placeholder in the message text and the appropriate values are substituted for the placeholders when the messages are sent. This feature provides options for addressing respondents by name, and including the URL for starting the interview as part of the message.
Email header
User friendly text can be defined for the From and Reply To email addresses in the email header. For example, you can specify Survey from Customer for the From email address. Participants would then see from: "Survey from Customer" in the email header. The email header text strings are translatable.
Email body
You can select existing email body translations, or create new translations. You are also provided the option of an HTML or plain text editor when editing the email body text.
Test messages
Check how the message appears to respondents by sending a test message.
Project status
You can specify that the job can be run only if the project has a particular status.
Translation languages
You can specify existing, and create new, translations for specific email messages.
Activity recording
A field in the sample record automatically records which respondents received which email with a the time and date at which the email was sent.
Email validation
All emails entered in the Email activity user interface are validated against a customer configurable DPM property.
Repeat emails
If you rerun an email job, messages are only sent to respondents who were not sent the original email.
Scheduling emails
The Schedule link can be used to schedule email batches. You can specify how often, and to whom, email jobs are sent. Batches are sent using a UNICOM Intelligence .mrs script that can be scheduled by using Windows Scheduler. The Email Scheduling Wizard and the .mrs script, used to send the emails, are configurable.
The Email Scheduling Wizard provides options for scheduling email jobs. The wizard opens after you click Schedule in the Email Jobs dialog.
A set of SQL tables are used for scheduling and tracking email batches. The email object model, that is used in the batch sending script, is available for other scripting purposes (if required).
Tracking emails
The Status column indicates when a schedule is active. The Progress column shows the current number of emails sent.
Delayed sending of emails
There is no direct link between setting up an email job and running it. All job specifications are saved and are run only when selected from a list of email jobs for the current project.
Maintenance facilities
Job specifications can be edited and deleted as required.
Dealing with email problems
You can specify the email address of a user who is to be contacted if there are problems. This user is also the person who receives test emails. For more information, see Naming a user for test and problem messages.
See also
Email jobs
Email text tab
Participants tab
Activate Current Project: Participants settings