Introduction

After sending a survey using the Qualtrics Mailer, you will be directed to the Email History page. Here you can view a history of scheduled mailings, send Reminder and Thank You emails, and Download the Mailing History.

Email History page

Understanding the Mailing History

Each time a mailing is scheduled to be sent, it is recorded in the Email History page. Here you can find information about the status of the distributed emails and surveys.

mailing distribution bar

  • Status: The current status of your distribution.
  • Recipient: The individual or Panel your distribution was sent to.
  • Subject: The subject of the email.
  • Date: The date and time the distribution is scheduled to be sent. If the distribution has not yet been sent, the time until distribution will be listed in red.
  • Emails Failed: The number of failed emails out of the total distribution. Emails fail if the email address was not properly formatted. This does not include bouncebacks.
  • Emails Sent: The current number of emails sent out of the total distribution.
  • Surveys Started: The number of surveys sent out in the distribution that have been started.
  • Surveys Finished: The number of surveys sent out in the distribution that have been submitted.
  • Actions: Access to editing or deleting the distribution, Downloading the Mailing History, or sending Reminder and Thank You emails.

Checking the Status of a Distribution

To check the status of a distribution, view the Status column in the Mailing History.

status

The color of the bubble indicates the status of the mailing:

  • Gray: The mailing is scheduled to be sent.
  • Orange: The mailing is currently being sent.
  • Green: The mailing was successfully sent.
  • Red: There was an error sending the distribution. Hover over the red bubble with your cursor to see an explanation of why the mailing failed.

Viewing and Editing A Distribution

If your email hasn’t been sent yet, you can make any changes you like, such as updating the message, changing the send date, or changing recipients. If your email has already been sent, you won’t be able to make any changes to it, but you will be able to reference who it went to, when it was sent, and what message was used, as well as any other settings you may have applied.

View a distribution

For each mailing you’ve sent, you’ll see a row in the Email History. Click anywhere within the row to see details for that email distribution.

click distribution

Edit a distribution

To edit a distribution that is scheduled to be sent, click the email summary, or click the Actions drop-down and select Edit Distribution.

edit distribution

From here you can edit any aspect of the email distribution, such as email recipient, link type, send date, and message body. To save your changes, click Save Changes.

save changes

Downloading the Mailing History

In Email History you can also download the Mailing History of a distribution. This allows you to view the list of email recipients and check the status of each recipient’s survey link.

Qtip: You can also use the Mailer to generate a list of individual survey links without actually sending emails. This can be useful, for example, if you need a list of unique survey links to send out using your own mailing system. For more information, view Generating Individual Links.

To download the Mailing History:

  1. Click the Actions drop-down and select Download Mailing History.

    download mailing history
  2. A .csv file will be downloaded containing the mailing history. Open this file in Excel or a similar program. In additional to data from your Panel, the Mailing History includes the following for each respondent:
    • Response ID: The unique identification code assigned to each completed response. This code is assigned when a response is closed, so only Recorded Responses have Response IDs.
    • Status: The status of the respondent’s survey.
      • Email Sent: The recipient hasn’t clicked on the survey link.
      • Survey Started: The recipient has clicked on the link, but not submitted the survey.
      • Survey Finished: The recipient has submitted the survey.
      • Session Expired: The recipient started the survey, but didn’t finish in the allotted time frame. This status will also display for responses that were screened out and not saved, and for partial responses deleted due to a Partial Completion timeframe of Delete partial responses after one week.
      • Opted Out: The recipient clicked the opt-out link in the invitation email to indicate that they do not wish to receive future mailings.
    • End Date: The date and time the recipient finished the survey.
    • Link: The recipient’s survey link.
    • Link Expiration: The date and time the recipient’s survey link expires.

Sending Reminder Emails

To follow up with respondents who haven’t completed their survey, you may want to send a Reminder Email. These emails will only be sent to individuals who have not yet submitted their survey.

To send a Reminder Email:

  1. Click the Actions drop-down and select Send Reminder or Thank You.

    send reminder or thank you
  2. Select Send Reminder.

    send reminder
  3. Select when to send the email.

    reminder- when
  4. Specify a From Name, Reply-To Email, and message Subject.

    from info
  5. Click Load a Saved Message, or create a new message.

    reminder message
  6. Click Update.

    Update Reminder Email

Check Reminder email status

To check the status of a Reminder email, click the bell icon next to your original mailing in the Email History.

click bell

To edit a Reminder Email that hasn’t been sent yet, click the Email Subject.

click reminder email

Sending Thank You Emails

To show your respondents how much you appreciate their participation, you can send them a Thank You Email. These emails are only sent to respondents in your distribution who have completed and submitted their survey.

Qtip: Rather than sending all Thank You emails at once, you can also set up your survey to automatically send individual Thank You emails as participants complete the survey. This option is found in Survey Options, in the Edit Survey tab.

To send a Thank You Email:

  1. Click the Actions drop-down and select Send Reminder or Thank You.

    send reminder or thank you
  2. Select Send Thank You.

    send thank you
  3. Select when to send the email.

    reminder- when
  4. Specify a From Name, Reply-To Email, and message Subject.

    from info
  5. Click Load a Saved Message, or create a new message.

    thank you message
  6. Click Update.

    Update Thank you Email

Check Thank You Email status

To check the status of a Thank You Email, click the sticky note icon next to your original mailing in the Email History.

sticky note

To edit a Thank You Email that hasn’t been sent yet, click the email.

click thank you email

Deleting A Distribution

In Email History you can also delete distributions. Deleting a mailing that has not yet been sent will cancel the distribution. Deleting an email distribution that has already been sent will not affect the survey links, but it will remove the option to send out Reminder or Thank You emails.

To delete a distribution, click the Actions drop-down, and then select Delete Distribution.

delete distribution
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