Edit the email templates
About the email templates
Every survey has its own email texts, one set for each survey language:
- Invitation: sent with Send email invitation.
- Reminder: sent with Send email reminder.
- Confirmation: sent to a participant from the participant list after they submit, when Send confirmation emails is on in Settings > Participant settings.
- Registration: sent to people who register themselves, with their access code. See Allow public registration in Participant settings.
- Basic admin notification and Detailed admin notification: sent to you or your team for each new response, when they are turned on in Settings > Notifications & data. See Notifications and data.
Each template comes with a standard text. Placeholders in curly brackets, such as {FIRSTNAME}, are replaced for each recipient.
Edit a template
On the Share page, click Participant lists. On the Survey participants page, click Invite & remind and then Edit email templates. You can also click Email templates in the survey menu on the left.
Choose the language (1) and the template (2).
Change the subject (3) and the text (4). To insert a placeholder, click Placeholder fields, the
{ }button in the toolbar, choose the field and click OK.Click Save (7).
Under Actions (5), Validate ExpressionScript checks the placeholders and expressions in the template, and Reset this template brings back the standard text. Add file (6) attaches a file to this email.
Note: Keep {SURVEYURL} in the invitation and the reminder. It is the personal link of each participant, with their access code.
Placeholders
| Placeholder | Replaced by |
|---|---|
{FIRSTNAME}, {LASTNAME}, {EMAIL} | The name and email address of the participant |
{TOKEN} | The access code of the participant |
{SURVEYURL} | The personal link to the survey |
{OPTOUTURL} | A link to stop further emails for this survey |
{OPTINURL} | A link to receive emails for this survey again |
{VALIDFROM}, {VALIDUNTIL} | The dates the access code is valid |
{SURVEYNAME}, {SURVEYDESCRIPTION} | The title and description of the survey |
{SID}, {SURVEYIDURL} | The survey ID, and a link to the survey by its ID |
{EXPIRY} | The end date of the survey |
{ADMINNAME}, {ADMINEMAIL} | The survey administrator from Settings > General |
The Placeholder fields list also has {GLOBALOPTINURL} and {GLOBALOPTOUTURL}, the opt-in and opt-out links of the central participant database.
Next steps
FAQ
Who is the sender of the emails?
The Administrator and Administrator email address under Settings > General. They appear in From when you send.
Can I use HTML in the templates?
Yes, when Use HTML format for participant emails is on in Settings > Participant settings, which is the default. Click the </> button in the toolbar to edit the HTML source.
Can the emails be in several languages?
Yes. Each survey language has its own tab with its own templates. Participants get the email in the language set in their Language field in the participant list.
A confirmation or notification email did not go out. Where do I see it?
Click Failed email notifications in the survey menu on the left. It lists the confirmation and admin notification emails that could not be sent after a response. Entries are deleted after 30 days.