The e-mail dispatch options, which are opened via the Contact participant groups button, allow you to target mails to specific participant groups without having to first perform a search in participant administration.
The tab contains an overview of the dispatch options available as well as the number of
participants who have the respective status.
Actions
You can trigger the following actions by clicking on the respective link:
Send test e-mail to yourself: Enables you to send a test e-mail to a user-defined email address and optionally create a corresponding tester account at the same time.
Send invitation mails: Will automatically select all persons existing in participant administration, irrespective of their disposition code (except participants with disposition code 15). Clicking here will open the mail dispatch window, and you can either write an e-mail or select a mail template.
Send invitation mails (only those who didn’t get an invitation so far): Will automatically select all persons who have not been invited yet (disposition code = 11). “Invitation mail” type templates are available in the mail dispatch window.
Send reminders: Will automatically select all persons who have not yet started the survey or who have not yet completed it. You can choose which participants are reminded: only those with disposition codes 11, 12 or all participants with disposition codes 11, 12, 20, 21, 22, 23. In the mail dispatch window, you can then select the template for the reminder mail.
Inform successful participants: Will automatically select all participants who have completely finished the survey (disposition code 31, 32). Therefore, this function is particularly well suited for thank you-mails. “Invitation mail” type templates are available in the mail dispatch window.
E-mail to first page viewers: Will automatically select all persons who have viewed the first page of the survey but have not clicked on the Submit button (disposition code 20). These participants can then be sent a specific reminder mail.
Testing Mail Dispatch
With the Send test e-mail to yourself option you can send a test e-mail to a userdefined e-mail address and optionally create a corresponding tester account at the same time.
You can enter your own or any other e-mail address.
If the specified e-mail address already exists in the participant administration of the project, the e-mail will be sent to the respective participant.
If there is no participant with the specified e-mail address, a new tester account will be created based on your input and the e-mail will be sent to this account.
Please note that the specified e-mail address will be used both as recipient and sender recipient address, even if you select a mail template with other values.
You can select the mail template (type: invitation mail). If you want the recipient of the test e-mail to log in and test the survey, the template should contain wildcards for the login data, i. e. survey link, code and/or password. When sending the mail, these wildcards will be replaced with the corresponding data of the tester.
If you are not using an already existing tester, you can, in addition to e-mail address and mail template, also specify the first name and name of the new tester account to be created. If the mail template contains the wildcards #u_firstname# and #u_name#, these will be replaced with the respective details. Other wildcards will be replaced only if an appropriately prepared set of participant data is available.
In order to try out the test function, click on the Contact participant groups button in the participant administration.
Select the action Send test e-mail to yourself.
This will prompt a dialog where you can enter various basic data required for sending e-mail. Enter the tester data and select the mail template.
Click on Send test mail to initiate the test.
| Info |
|---|
If you want to test the complete mail process, i.e. receive the mails, you should only use either your own e-mail addresses or addresses of users who have given their consent. |
Send Invitation Mails
You will go through the entire mail dispatch process, from selecting the recipients and filling in the form to checking that the mail has been sent success- fully.
Switch to the
Contact participant groups tab in Participant administration (see Chapter 11.2.15, p. 480). It offers various options for contacting participants with a specific status.