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 opens on the Email text tab. 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 from which 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 includes 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.

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 field, 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 selected when first entering the interface.

▪If the Language field does not exist, the first field with Language in its name is used.

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

▪A warning displays after you create a new language translation when the Email language field is blank.

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

LongName: for example, English (United States) or Spanish (Spain, International Sort)

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 description of what the email is about. This description displays as the message subject.

10 In From label, enter a label that indicates from whom the email was sent. This label appears as the sender’s name. For example:

11 In Reply label, enter a label that indicates on whose behalf you are sending the message. This label appears as the sender’s name. For example:

If you use the HTML format, you must 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), including substitution markers for inserting respondent, or project-specific, information in the text. You can either accept this text as it is or change it.

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).

Images cannot be directly inserted into the email text. However, you can 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 { } braces, and is replaced by the appropriate value when the message is sent.

To add a link that the respondent can click on, use Survey URL with authentication fields substitution. For example:

15 If you are sending the message in HTML format, and you want to preview it, click Preview.

16 To send a test message, click Send test email. The test email uses the currently selected language from the Translation list.

17 In the Email address field, select the Sample Management field that contains recipients’ Email addresses.

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.

This field prevents 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 lists the fields in the sample table. The second and all subsequent fields are used to restrict your selections 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 that are 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 this button to define how many records are listed, which columns appear, and the order of the columns: see View Settings.

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).

The values of protected fields are encrypted. If you have permission to decrypt and view the data, an “Unlock this field” icon is displayed next to the column name. If you have unlocked a field, a “Lock this field” icon is displayed. For more information about restricting access to fields, see Restricting access to specific participant fields.

Selected number of participants: Specify the number of participants you want to email.

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

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 contain only ASCII characters. Non-ASCII characters are not supported.

▪After you click OK, 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, you can either save the email job or cancel it. If you click Continue , 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.