The Auto response function allows you to send an automatically generated e-mail. This function can be used to send respondents a thank you e-mail.
The function is attached to a specific project, therefore you have to launch your project before you can set up the Autoresponse function.
The Autoresponse function can be set up on both e-mail launch and link launch.
1. Create the Auto response function
Go to the the Auto functions menu, under the Launch tab, and click the Auto response button. A new window will open.
This is a log, where you can keep track, add, edit and/or delete autoresponses. Click on Auto response... and a new window will open.
Give the autoresponse a name and click OK. The Autoresponse will appear in the log.
2. Setup condition/dependency for the Autoresponse
After giving the autoresponse a name, you can start setting up the dependencies for those receiving the autoresponse. To do so, click on the marked filter below. A new window will open.
Click on New Group and the New Condition window will open. The condition window is the same used in the Questionnaire tab.
3. Create Autoresponse e-mail
After setting a condition, set up the e-mail text you want to send out.
Put a mark next to the autoresponse, this will activate the E-mail... button at the bottom of the window. Click on the E-mail... button and a new window will open.
Name the e-mail: Set the name of the e-mail.
Sender e-mail: This e-mail address will be visible to the respondents. If the respondent chooses to reply to the Autoresponse e-mail, the reply will be sent to this address.
Sender name: This name will be presented as sender when the respondent receives the Autoresponse e-mail.
Choose format: Here you can choose between Text or Text & HTML.
Choose e-mail content language: This determines which encoding the e-mail is sent in. If you experience that special characters such as the copyright sign is shown incorrectly then change the language setting to International.
Subject: This is the Autoresponse e-mail's subject.
Text: Here you need to submit the text that makes out for the e-mail content. You can insert merge fields in the Autoresponse. Merge fields are inserted the same way as in the invitation and reminder text. It is possible to merge in information from both the target group file or from the questionnaire. Read more on merge fields here.
In the auto response the merge fields to First name, Last name and E-mail are called: [RESPONDENT_FIRSTNAME], [RESPONDENT_LASTNAME] and [RESPONDENT_EMAIL].
Insert Merge Fields...: This button allows you to insert merge fields to the e-mail text.
Click OK to add the autoresponse e-mail will be added to the log.
4. Add/define recipients
After creating the Autoresponse e-mail, all you need to do is select the recipients to which the Autoresponse e-mail will be sent to.
On the Autoresponse log, select the e-mail text which will activate the Recipients... button. Click on the Recipients... button and a new window will open.
Send to respondent: The autoresponse e-mail will then be sent to the respondent's e-mail (can only be used for e-mail launch without anonymity).
State e-mail addresses: Here you can choose to state specific recipient e-mail addresses. Click on the Add button and put in the e-mail addresses manually.
Recipients from text field question: Can be used if you have added a text field question in the survey where the respondents need to submit their e-mail address. In this case the Autoresponse e-mail will be sent to the e-mail address stated by the respondent.
Recipients from variables: In your target group file (E-mail launch) you can state different recipients. In other words, some respondents' answers should be sent to Accountmanager1@enalyzer.com, and other respondents' answers should be sent to Accountmanager2@enalyzer.com. In this case add a variable Account manager e-mail and state different account manager e-mails next to each respondent.
Language conditions: If you want to add language conditions to your Autoresponse. This can be used to make sure that the English respondents receive the Autoresponse e-mail in English.
Click OK when you have added one or more recipients. Two small figures will appear next to the e-mail on the Autoresponse log.
You have now set up the autoresponse function entirely.
Notice: It's not possible to work with translations in the same way as in the questionnaire tab. If you want to create an Autoresponse e-mail in different languages then you need to set up an Autoresponse e-mail for each language. Remember to choose the language condition in the Recipient window.