Emails can only be sent out to the recipient list once the following steps have been completed (you may click the links to review the documentation on how to accomplish each of these steps):
1. An email campaign has been created
2. The seed list has been created and test emails have been sent and reviewed
3. The survey has been set "live" (i.e., launched)
4. The recipient list has been uploaded
Once these steps have been completed, you may launch your campaign.
1: Launch Campaign
Once the email is ready and test emails have been sent to the seed list and approved, you can then return to the campaign manager screen and begin the process of sending the email campaign. To do this, click on the project in the campaign manager screen to expand the options, then select "send emails."
1.1: Review the Campaign Information
A new window will appear with the campaign name and recipient list, including the number of recipients in the list. Review this information before proceeding with the send.
1.2: Shuffling, Seed List & Unabridged
Next, make your selections for shuffling, including the seed list and making the list unabridged.
- Shuffle List: By default the order of the recipient list will be shuffled, meaning it will send to recipients in random order. To send the emails in order, uncheck the "Shuffle List" box.
- Include Seed List: By default the seed list is included in the email send. Uncheck the box if you do not want to include the seed list in the email send.
- Unabridged List: By default the system will not send to email addresses it identifies as duplicates. If you want to recontact a recipient in a multi-wave survey, check the box to make the list unabridged (i.e., allow repeat email sends to an email address).
1.3: Filter by Variable (Optional)
The campaign manager gives you the option to filter your recipient list by a variable, allowing you to send emails to a specific group. This step is optional.Click "Add Recipient List Filter."
Select the variable from the dropdown menu. Then enter how you'd like to filter the chosen variable. To further restrict this filter, click "+AND" and add additional restrictions. To add a second, independent filter, click "Add Filter" and follow the same steps. Once finished, click "Apply Filters."
Once applied, you'll have the option to edit or delete the filter.
1.4: Send Emails in Batches (Optional)
You have the option to send emails to a specified number of sample. To do this simply enter the number for the first batch of emails. This step is optional.
1.5: Schedule the Send (Optional)
By default the soft send will occur 20 minutes after "send emails" is clicked. If you prefer to set a specific date and time for the email send to go out, expand the "Schedule Delayed Send" section.
The scheduled send time must be set for at least 20 minutes after the time you click "Send Emails."
Click in the calendar field and select the date in the calendar pop-up, then click in the time field to select the exact time of the send and select the time zone from the dropdown menu. The selected date/time will appear in the fields as you adjust them. If a field is left empty the first 10,000 emails will be sent at the default time of 20 minutes and the remainder will be sent after another 20 minutes.
If you are sending emails in batches a "Send Remaining" field is included, allowing you to specify the number of remaining emails to send and schedule the date and time they will be sent out.
1.6: Send the Emails
If everything looks correct, click "Send Emails" to initiate the email send.
Emails are sent to the seed list immediately and a soft send will go out after 20 minutes, if the email send has not been scheduled for a specific time and date. The status will display the count-down. This allows time to review the email and cancel the soft send if changes needed. The email send can only be cancelled during the 20 minute count-down, while the send is being prepared. Once the 20 minutes are up the email send cannot be cancelled.
The soft send will go out to the first 10,000 recipients the email campaign. If the entire email campaign contains 10,000 recipients or less, then the entire recipient list will be emailed in the soft send.
The rest of the email send (i.e., full send) will go out 12 hours after the soft send. The status is displayed in the status column of the email campaign.