This article is a detailed reference guide to the Emails Tab in Assessment Settings. It covers how to add and edit email templates, configure email types and merge fields, and customize emails by customer type and cohort iteration.
The Emails tab displays and manages all email templates linked to this assessment. Emails can be fully customized and branded by you. You can (and should) make them come from your organization by setting up login details (on the Settings form) to your organization's SMTP server. (Read here for more information on how to achieve this.)
Tip: This article covers the Emails tab within Assessment Settings. For the full overview of all Assessment Settings tabs, see Configuring Assessment Settings.
Tip: To view a list of all Email Types, see Choosing the Right Email Template.
Email Templates Overview
At a glance you can see the linked assessment, email type, subject, customer type (if one is allocated) and cohort iteration (if one is allocated).
Email Template Fields
Selecting Add Email or Edit displays a screen with the same fields to add a new email, or make edits to existing emails.
- Email Type. View all the Email Types here.
- Cohort Iteration. Specifies the Cohort Iteration this email relates to. This allows you to specify different email types for different cohort iterations.
- Subject. This is the subject line of the email. The subject may contain merge strings in the format of the table below.
The following fields only appear on Reminder emails.
- Days After Response Create. You can have multiple reminder emails, each specified with a different number of days.
- Days Before Completion. This is an alternative to the Days after Response Create. This is only valid where the response is part of a cohort. You can have multiple reminder emails, each specified with a different number of days.
- Customer Type. You can specify the Customer Type for this email template. If selected, this value must match the Customer type on the response. This allows you to word your email differently depending on the Customer Type. Read more about Customer Types.
- Text. The text will normally include a link for the respondent to enter the assessment - and is denoted {ResponseLink}. You have a full HTML editor to format the email exactly how you wish, including images.
-
Email Body. This is where you edit your email body:
- Here are some common email samples you can quickly copy and paste to get started: Email Template Samples for Common Assessment Types
- You can insert your logo into the templates to personalize emails attached to your assessment, including adding footers and headers to your templates.
- Save / Delete / Cancel.
Available Merge Fields
The below are available for all template types:
| Merge String | Comments |
|---|---|
| {Response.FirstName} or {FirstName} | First Name |
| {Response.LastName} or {LastName} | Last Name |
| {Response.BusinessName} or {BusinessName} | Business Name |
Additional Merge Strings are available depending on the email type, these are documented in this article: Choosing the Right Email Template.
Important Notes
Emails are only sent when:
- There is a Template with the correct Email Type linked to the assessment being used (except for Admin email templates).
- There is a template with the same customer type as is on the response settings (or default).
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