Survey Platform - Email Distribution Management | Qualtrics

Email Distribution Management

Introduction

Once you have sent an email distribution using the Qualtrics Mailer, you will see a block with your distribution information and actions. Here you can view your distribution details, send Reminder and Thank You emails, and download the Distribution History. These different options allow you to manage your email distribution and monitor progress.

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Monitoring Email Distributions

Each time an email distribution is scheduled to be sent, it is recorded as a separate distribution block in the Emails tab. Within each distribution block, you’ll find relevant information about the status of the distributed emails and surveys.

  • Email to Contact List: The individual or contact list your distribution was sent to and the number of contacts in the distribution.image15
  • Sent On: The date and time the distribution was sent. If the distribution has not yet been sent, the scheduled time will be listed in blue.image05
  • Emails Sent: The current number of emails delivered out of the total distribution.image30
  • Emails Failed: The number of failed emails out of the total distribution. Emails fail if the email address wasn’t properly formatted (this does not include bouncebacks).image28
  • Surveys Started: The number of surveys sent out in the distribution that have been started.image21
  • Surveys Finished: The number of surveys sent out in the distribution that have been submitted.image20
  • Emails Bounced: The number of emails that were rejected by the recipient server. Emails are rejected for a number of reasons: the email address doesn’t exist, the receiving server has a high security firewall, the receiving mailbox is full, the recipient server is offline, etc.image29
  • Options Menu: Options for editing, canceling, viewing, or deleting the distribution, or for downloading the Distribution History.image19

Viewing and Editing a Distribution

If your email has already been sent, you won’t be able to make any changes to it, but you will be able to see who it went to, when it was sent, what message was used, and other settings you may have applied. Click the dropdown menu on the right of the distribution block and select View.

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If your email hasn’t been sent yet, you can make any changes you like, such as updating the message, send date, recipients, or link type.

To edit a distribution

  1. Click the dropdown menu on the right of the distribution block.
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  2. Select Edit.
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  3. Make your desired changes.
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  4. Click Save.
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Downloading the Distribution History

The Distribution History is a list of all the email recipients along with the current status of each survey invitation. This downloadable history allows you to investigate which specific recipients have started the survey, which have finished, and which are not receiving the survey invitation.

To download the Distribution History, go to the dropdown menu to the right of any distribution block and choose Download Distribution History.

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In addition to the standard fields for the contact list, the Distribution History also includes the following for each respondent:

  • Response ID: The unique identification code assigned to each recorded response. This field will only be filled once the recipient has finished their survey.
  • Status: The current condition of the respondent’s survey invitation. See the section immediably below for more details.
  • End Date: The date and time the recipient finished the survey.
  • Link: The recipient’s personal survey link.
  • Link Expiration: The date and time the recipient’s survey link expires (for those who have not finished the survey).

Understanding the Survey Invitation Status

The status column in the Distribution History will help you monitor each recipient’s current state with the survey invitation. Below is a descriptive list of possible status conditions.

    • Email Sent: The recipient has received the email but hasn’t clicked on the survey link.
    • Email Not Sent Yet: The Qualtrics Mailer has not yet distributed this email.
    • Email Bounced:The email did not reach the recipient’s inbox. This could be for a number of reasons: the email address doesn’t exist, the receiving server has a high security firewall, the receiving mailbox is full, the recipient server is offline, etc.
    • Survey Started: The recipient has clicked on the link, but hasn’t 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 timeframe. This status will also display for responses that were screened out but not saved, and for deleted partial responses when “Delete responses in progress after 1 week” is enabled in the Survey Options.
    • Opted Out: The recipient clicked the Opt-out Link in the invitation email to unsubscribe themselves from future mailings.
    • Screened Out: The recipient was removed from the survey using the Screen Out add-on feature. This will include the specified name of the screen out.

Sending Reminder Emails

To help increase response rates, you can follow up with respondents who haven’t completed their survey by sending a Reminder email. Reminder emails are only sent to participants who have not yet completed their survey and include the same Individual Link for that recipient’s survey session. If the participants have already started the survey, they will continue where they left off.

To send a Reminder email

  1. Expand the appropriate distribution block by clicking on the plus sign in the top left corner.image02
  2. Click Schedule Reminder underneath the distribution blockimage03
  3. Schedule the time of your distribution in the When dropdown (by default, your mailing will be sent one hour from when you schedule the mailing, but you can choose from a range of common times or schedule a custom time).image26
  4. Enter a Subject for your email.image00
    Qtip: From Address, From Name, and Reply-To Email will be populated by default. Although you can change the From Name without issue, visit our Using a Custom From Address support page to find out how to properly change the From Address and Reply-To Email.
  5. Click Load Message to insert a previously saved message, or create a new email message.image06
  6. Click Send.image22

Reminder email status

Reminder emails have their own status block nested beneath the main distribution. Like the main distribution, the Reminder block has helpful metrics and actions.

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If your Reminder emails haven’t been sent yet, you can see the Scheduled status to the right of the block and the exact send time to the left. You can also edit the reminder message and send time by clicking on the dropdown and choosing Edit.

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If your Reminder emails have been sent, you can see the distribution statistics to the right and the send time to the left. In addition, you can see what message was sent by clicking on the dropdown and choosing View.

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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 submitted their survey.

Qtip: Rather than sending all Thank You emails at once, you can set up your Survey Options to automatically send individual Thank You emails as respondents complete the survey.

To send a Thank You email

  1. Expand the appropriate distribution block by clicking on the plus sign in the top left corner.image02
  2. Click Schedule Thank You Message.image10
  3. Schedule the time of your distribution in the When dropdown (by default, your mailing will be sent one hour from when you schedule the mailing, but you can choose from a range of common times or schedule a custom time).image26
  4. Enter a Subject for your email.image00
    Qtip: From Address, From Name, and Reply-To Email will be populated by default. Although you can change the From Name without issue, visit our Using a Custom From Address support page to find out how to properly change the From Address and Reply-To Email.
  5. Click Load Message to insert a previously saved message, or begin typing to create a new email message.image06
  6. Click Send.image11

Thank You Email status

Thank You emails have their own status block nested beneath the main distribution. Like the main distribution, the Thank You block has helpful metrics and actions.

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If your Thank You emails haven’t been sent yet, you can see the Scheduled status to the right of the block and the exact send time to the left. You can also edit the message and send time by clicking on the dropdown and choosing Edit.

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If your Thank You emails have been sent, you can see the distribution statistics to the right and the send time to the left. In addition, you can see what message was sent by clicking on the dropdown and choosing View.

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Canceling or Deleting a Distribution

Each distribution gives you the option to either cancel or delete it, depending on the distribution status. For distributions that have not yet sent, you have the option to cancel. For distributions that have already sent, you have the option to remove the distribution record from your Emails tab. Deleting the distribution will prevent survey links that have not yet been clicked on from being accessed. It will also remove the block and the Reminder and Thank You email options.

Warning: Be careful when deleting distributions. Once a distribution is deleted, it cannot be undeleted.

To cancel or delete a distribution, open the dropdown menu to the right and select Cancel or Delete.

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