SphinxOnline
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1. SphinxOnline User manual Module Emailing Le Sphinx Developpement Parc Altais 74650 CHAVANOD France 33 0 4 50 69 82 98 http www sphinxsurvey com contact lesphinx developpement fr 1 11 The e mailing tool integrated in the SphinxOnline platform allows you to send hundreds or thousands of e mails to correspondents quickly particularly to have them answer a survey Context of use Its use is quite simple e mailing may be done in but a few minutes There are three steps writing the message preparing the list of recipients and the e mailing itself E mails may be personalised formatted font colour size enriched with images There are numerous options allowing you to follow up program e mailings learning who responded to what who read the e mail who started to answer without completing the task Note that you may also view the surveys you have published using the Windows version of the Sphinx software installed on your computer These surveys are indicated by a small screen Validating the use of the e mailing service This operation which is ethically necessary needs only be performed once before you start using the service The e mail address indicated when creating the account will be used as the sender s address in your e mails and must be confirmed Click on the E mailing link in the left hand box of SphinxOnline to reveal the following dialogue SphinxOniine enables you to end2. it to start This way you can program sending the invitation to answer a survey and the mailing programmed for a week later of a follow up for those who at such a time may not have responded yet Advanced functions Regulating mailings If a large number of correspondents are contacted within a single organisation it may be necessary to regulate the mailings so as to avoid overloading the organisation s e mail server and most important to avoid having your e mails classified as spam The default regulation option default is to wait 30 seconds between each packet of 100 e mails an option you may modify after having discussed it with the systems department of the organisation you are contacting Modifying a mailing If a mailing has been programmed you may have to deprogram it In the Reporting page the list of mailings allows you to block a mailing e g to modify the message If a mailing must be reprogrammed for another date to another selection of recipients you must delete the mailing and create a new one Automatic insertion of variable If the link Automatically add to the survey appears on the mailing page it means the columns in your recipient file e g e mail name first name do not correspond to any variable in your survey If you want to this function will allow you to add the proper variables to your survey automatically A warning though you won t be able to cancel this action Checking the answers t
3. list also allows you to delete definitely useless e mailings or to create new mailings message and list of recipients Use both icons placed next to the list SphirmOniine enables you to send emails to your correspondents including in particular the links t the listo H your surveys You write a message with text and images then you indicate st of w cer an be personalized to send to each one ns acces ode by exemple Load an existing mailing autodeclic 18 07 2008 11 44 M x so If you wish to sort your e mailings click on All e mailings You can then view all your e mailings with or without recipients and delete those which are useless 1 Campaigns Oniy the emalings which have recipients v O Name Survey Date Registred Started Answererd 11 11
4. mailing by selecting Copy the addresses of another e mailing Importing a file You can also indicate a file containing the addresses This file must be in text format tab or semicolon separators or in csv format Click on Browse to select the file on your hard drive then click on the Upload button During the creation repeat entries are ignored as are obviously incorrect addresses Address syntax Addresses must be complete and include no character other than the e mail address itself Lines like John Smith are not valid An address may have additional information such as the first and last names the form of address or any other characteristic This information or merge fields must appear on the same line as the e mail address and must be separated by tabulations or semicolons If there are merge fields the first line must include the name of these columns e mail for the address Here is an example of a file which is ready to be imported e mail Firstname Name abonnet lesphinx developpement fr Aurore Bonnet ahazebrouck lesphinx developpement fr Aur lie Hazebrouck bmoscarola lesphinx developpement fr Boris Moscarola classauge lesphinx developpement fr C line Lassauge cmigaux lesphinx developpement fr Christelle Migaux cpourrier lesphinx developpement fr Christine Pourrier christophe Billon ergole fr Christophe Billon cbatissat lesphinx developpement fr Claire Batissat claire marion ergole fr Claire Marion cro
5. message You can also use the function of uploading a file from your disk see the section on Choosing a message Editing the HTML code VERY advanced users may use the HTML tab below the message to reveal the HTML code associated to the text and modify it Choosing a predefined message Choose a message You can either choose to modify the suggested default message or select a predefined message The system offers standard messages for an invitation a follow up and an acknowledgment 5 11 You can also reuse a previously sent message or select a sample message Also in the case of an e mailing which required a number of mailings you can reuse one of the messages sent previously The message may also have been prepared using another software in which case it is already on your hard drive Click on Browse to select the message file then on Upload The file is either a simple html file without any images or a zip file containing the html file and all the images Messages uploaded in this mode will be added to your library in the Message Template for future reuse Inserting a follow up check Under the message area are three additional functions to insert elements into the message Unsubscribe link This link allows a correspondent to indicate he she no longer wishes to receive e mails from this SphinxOnline account The link appears in the default message and we suggest you leave it there in compliance with the CNI
6. L s recommendations These recommandations of the CNIL as well as the terms of use of the service can be accessed from the Sending the e mails step Read tracker To know whether the e mail has indeed been read you can insert a link which will tell our server whether the e mail has been read This link will only work if the e mail software authorises the display of images which is not always the case Statistics on reading percentages see the section on Campaign summary should therefore be taken with a grain of Salt Web reading link If the message includes a complex format and contains many links and images such as in an informative letter the e mail software may not display it correctly The reading link which should appear at the top of the message will send the message to be opened by the Internet browser Preparing the list of recipients The Recipients link shows the current list as well as Add addresses and Modify Delete links allowing you to prepare it Adding addresses Copy Paste The simplest way is to open your e mail database perhaps an Excel file selecting the addresses then pasting them in the list edition area 6 11 Reusing an address list If one of the surveys in your account contains an e mail variable you can import all the addresses found in the response file by selecting Copy the addresses from a survey You can also recover the list of e mail addresses used in a previous e
7. di lesphinx developpement fr Colette Rodi cyril magnin ergole fr Cyril Magnin gporte lesphinx developpement fr Guillaume Porte guillaume renaud ergole fr Guillaume Renaud jmoscarola lesphinx developpement fr Jean Moscarola laurent bouville ergole fr _aurent Bouville scaglar lesphinx developpement fr Serpil Caglar stephane ganassali univ savoie fr Stephane Ganassalli thibaut pappini ergole fr Thibaut Pappini yproteau lesphinx developpement fr Yoann Proteau yves baulac ergole fr Yves Baulac zblanc lesphinx developpement fr Z lie Blanc Such merge fields are useful for two reasons The information may be used to personalised the e mail which may then begin with Good Morning form of address name This information is recorded in the survey if it has variables with the same name Please note that the e mail address is a default merge field All you need to know who answered what is an e mail variable in the survey Modifying Deleting Adding addresses 7111 emailing autovectic moditenetcte Ad 10 possible adressee s Drag a column header here to group by that column en emai Prenom Nom Q abonnet te sphinx developpement fr Aurore Bonnet Q kmosctoimiesphinc developpenmet Boris Moscarola e chatis satgitesphwric developpement 1 Claire Bates sat Q Christophe b onghergois tr Christophe Eilon e claire mariondPergote fr Clare Marion Q Clasteugediesphinc devetoppement C ira Latsa Q cyri magninghergoie tr C
8. emails to your corre pondems including in particular he tink of your Surveys You write message with ted and images Men you indicate the list of j destinataire The email can be personalized to send to each one its access code by exemple Service validation The e mail address of the sender nicolas noels ergole fr must be validated before the sending Click the bution Validate An automatic email will be sent to you at this address Then clic n e to mall Click on the Validate e mail address button then go to your e mail software An automatic e mail has just been sent to you you may have to wait a few minutes Click on the link contained in this e mail to validate the service Accessing the e mailing service Access to the e mailing service is then obtained either through the generic E mailing link in the left hand box of SphinxOnline or through the e mailing link found in the environment of each survey in the Deployment tab for surveys made directly on line If you access the service using the link on the left you must first indicate the survey associated to the e mailing The Personalized E mailing option allows you to perform e mailings with no associated survey and is described further on The three steps 2 11 These three steps are writing the message preparing the list of recipients and the e mailing itself The links in the command bar grant you direct access You may either choose to write the me
9. image or logo in the e mail Click on Image Logo then select one of the images in your library To add an image to your library click on Browse to locate the image file on your hard drive then on Upload Be careful with the size and weight of these images Downsizing images often degrade them and if they are over a few kilobytes in size your correspondent will be penalised The best solution is to take an image already found on a website as it will have been created in the right size and format by whoever designed the site You need also to be aware that most e mail software are configured not to display default images and that the user must perform some action to make them appear Careful with Cutting and Pasting You can copy elements from a word processor and paste them in the message editor We do wish to draw your attention to two points Images pasted in this mode will not appear at least they won t appear on your correspondents screens because they unlike you do not have these images on their hard drives Any text pasted in this mode will include tags which are specific to the word processor which will spoil the message and may even make it unreadable if your correspondents do not have the same operating system or browser In most cases messages are short and you can retype them You can also use a notepad to paste the text which will then lose all formatting and then recopy it to paste it into a
10. l is complete Sender object text and that the survey is proceeding normally Choosing a selection mode Once the tests have been performed you can proceed with the e mailing All that remains to be done is to select the addresses from the list which will be involved in your mailing The default option is the one most often used the e will be sent only to those people who have not previously been contacted The other Automatic Selection options are To those people who have yet to respond to the survey this is a follow up and the message will have been appropriately rewritten To those persons who have responded in this case it would be a message of acknowledgment perhaps granting access to results 8 11 To all recipients in this case it might be details which were omitted from the first message Furthermore you can carry out a personalised selection by selecting directly from the list the persons to be contacted This method is an alternative to the Test itself a select reduced group of correspondents is to be contacted to verify that everything is working properly before contacting the others Programming a mailing Generally a mailing will go out as soon as possible which does not necessarily mean immediately as many mailings may have been launched from other accounts some e mails take longer to route and slow down the overall process You can also program the mailing i e indicate a specific date and time for
11. ne from the message then click on Insert a link Lies pig Parara anggi Irina n on anaes birt Text Indicate the text which will appear as a hypertext link in the message For advanced use when a number of shortcuts are available you can choose the right one from the dropdown menu Inserting a merge field Merge fields are the portions of text placed between brackets They must correspond to columns in the list of recipients If your list of recipients does not include the first and last names of your correspondents delete the text first name name in the default message If your file of recipients contains another courtesy or establishment column you can add the merge field by placing it between brackets And if your list of recipients is already set up you will find above the message a dropdown menu allowing you to insert these merge fields directly al made oo choose 1 message insert link to the survey t 1 w automate remnders to be sent es Arr BZ Ude EE i c g Font Name Re 422 9 DPEN 7 998 Enriching the message Using the format bar Nearly all e mail software process messages in html format so you can use formatting functions Use the toolbar buttons to format the text particularly by boldface colour or cap certain portions 4 11 In some cases you will have to structure your text suing the table toolbar Inserting an image a logo You can insert an
12. o a survey One time or repeat responses The default setting authorises only a single one time response per recipient In this case when the recipient clicks on the link to the survey the system checks whether he she has already answered if so a Your response has already been recorded message will appear instead of the questionnaire Please note this option means a correspondent cannot respond and then forward the e mail to his her colleagues for example If you wish to take this protocol into consideration you must then allow repeat responses as many people will respond under your correspondent s identity In the Campaign page an options button allows you to select Multiple responses You can also modify the anonymity of responses 2 identified responses 9 11 Responding in multiple sessions The third option in the previous dialogue box Unique and modifiable response allows the following protocol to be applied Answers are recorded each time the page changes Ifthe recipient reloads the link from the e mail he she will be redirected to the last page visited The Previous Page button if it appears on the form will allow the recipient to go back to the beginning Once the answer is completed The recipient has clicked in the Send button on the last page he she may not go back to his her answer Statistics under this protocol are not entirely trustworthy Actually the survey will contain observations
13. on existing recipient account unknown server full inbox rejected message are sent directly to the server which shows a number and an error rate in the summary Be aware that these change over time as a notification from a remote e mail server may come many hours after it has been sent List of mailings This list shows you all the mailings which have been sent or are programmed You may modify this list to Pause an e mailing in progress or one which has been scheduled to modify the message Delete a mailing set up by error 10 11 Delete a mailing which corresponded to a test so that it will not affect the statistics List of recipients This list shows all the recipients in the list along with a log of the mailings made one column per mailing and this recipient s status which may be Sent Read Error Started Responded This list may be exported e g to qualify another database Personalised e mailings This e mailing tool while it is particularly suited to gathering survey data may be used independently of any survey to send informative letters contact ones actual or prospective clients To create such an e mailing use the E mailing in the left hand box of SphinxOnline then select the Personalized E mailing option As the case may be you will either create a New e mailing which must be given a Name or you will select Reload an existing mailing in the dropdown menu Note that this
14. or unsubscribing This message may be Text only or html format which allows formatting options Most e mail software permits html messages to be read An attachment may be added to the message if needed Changing the sender s address The sender s address is the one indicated when the account is created This address may be changed using the Modify your profile function in the left hand box of SphinxOnline If you change this address the service confirmation operation must be repeated To facilitate e mailing for a generic address e g return mycompany com you can add sender addresses which will be available from a dropdown menu 3 11 Only a system administrator can add sender addresses only Le Sphinx Developpement for shared servers Note that this is the inbox that will receive the return e mails from correspondents who will have answered from their e mail software However error undeliverable e mails will return directly to the server and will not clog up the sender s inbox Inserting a link to the survey The default message already contains a link to the survey which looks like this http www sphinxonline net moncompte monenqu te questionnaire htm sphinxaspxid sphinxaspxid is a keyword which will be replaced during the e mailing by a unique identifier for each correspondent You may choose to hide this identifier within a link e g click here or questionnaire Delete the link li
15. ssage or prepare the list of recipients first whichever suits you best Remember to save modifications to your e mailings However such backups are automatic during the e mailing Writing the message A default predefined message is suggested The Choose a message function described further on allows you to select a different predefined message or a message used previously or to upload an html file from your hard drive Hello Firstname Name We are leading a survey about We mvite you to answer by clicking the ink below http ffwwrw ergole frincolas autodeclic index htm sphinxaspm The various parts of the message As with any e mail a message includes its sender the object of the message the text of the message and where applicable an attachment The sender s address see below on how to change it may be associated with a name or title e g Quality Department John Smith or The Free Morning Readers Panel That is the name your correspondents will see in the inbox of their e mail software The object of the message is equally important as this will determine whether your correspondents actually open or delete your e mail The text of the message contains a line of greetings which may be personalised with the name of the correspondent see below an explanation of the context a link to the survey explicit or implicit an expression of gratitude a signature and attached links e g f
16. that are only partially completed from those persons who quit after the second page However the advantage is that no information will be lost since all pages visited will result in a record Who answered what To know who answered what the survey must include a variable allowing you to identify the person who is responding This variable may be a variable of the open text kind with e mail as a variable name or one or more variables with variable names consisting of the merge fields of the recipient file You can apply the following protocol for example the list of recipients from this very company contains the e mail and the corresponding department The survey includes the departement variable Reports accessible on line may without any intervention offer to produce reports broken down by department and even comparing the various departments to each other Following up the progress of the campaign Summary of the campaign Once at least one mailing has been made for an e mail the home page click on Campaign to find it will show you a statistical summary Number of sendings 1807 2008 11 44 43 erating sart 4 mesteages D Anewered 0 Rate Answered Started 00 D Wating 75 Mailing kst performance Received Cortacted 1000 DM Undelivered 0 This will include indicators on return rates and the quality of the list of recipients Error notifications improperly constructed e mail n
17. yrk Magnin e giao rena ergi tr Guilsane Rensad e laurert bouvilegPergole tr Laurent Ecurie Q nicolas Noekiper gots tr Nicolas No l The list of addresses can be modified at any time For example you can Add addresses periodically and repeat a mailing exclusively for added addresses Modify an incorrect address Delete incorrect addresses recipient cannot be reached A log of mailings made to deleted addresses will also prove to be useful so they are no longer considered in the Statistics Blacklist The system keeps a list for each account of those persons who ve asked not to receive any more e mails This list is fed directly by your correspondents when they click on the unsubscribe link However this list may also be corrected manually Carrying our a mailing Campaign Message Addressees SendRemander HistoryF ollow up One of the very powerful functions of SphinxOnline s e mailing tool is to allow a number of repeat mailings whether as a follow up because addresses have been added or to send a link to the results Conducting a test We wish to stress the very real need to conduct a test prior to launching an e mailing There are many possibilities of some error having been committed during the parameterisation In a mailing page click on the test button and indicate one or more addresses up to four along with any required merge field This way you can verify and have someone else verify that the e mai
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