Customizing questionnaire emails

Customize the email that respondents receive so emails provide enough context for the questionnaire. You can define a custom email template in a questionnaire's settings, define specific email subject and body text when sending a single questionnaire during remediation, and define which fields should appear in the email.

Change a questionnaire's subject and message for all emails

Note

Only Professional Manager and Professional User roles can complete this task.

  1. Open the Results app.
  2. Click the name of the collection that contains the questionnaire you want to work with.
  3. Click Questionnaires.
  4. Click and open the required questionnaire.
  5. In the Questionnaire email section, click Edit and do the following:
    1. In the Email subject field, enter the custom email subject text.
    2. In the Email message field, enter the custom email body text.

    Note

    To reset the subject or message body to the default text, click Reset.

  6. At the bottom of the section, click Save.

Change a questionnaire's subject and message for a single email

You can specify an ad-hoc custom questionnaire email when sending a questionnaire during record remediation. This email message is used once and does not affect the default email template for the questionnaire. For information about sending custom ad-hoc questionnaire emails, see Sending questionnaires from records.

Change which fields appear in questionnaire emails

Once there are columns in a table (for example, you import records or link a questionnaire), you can specify which fields to include in email notifications. Including fields in the email notifications helps recipients identify records and understand urgency. By default, the Results app uses the record ID. This ensures sensitive data is not exposed to recipients who should not see that data, but the record ID is probably not the most helpful to provide context.

Note

Only Results Admins, Professional Managers, and Professional Users can complete this task.

Caution

The data in the fields you select is shown in the email notification that assigned users receive. Do not select sensitive data fields that you do not want to expose in emails.

Order of the fields in the questionnaire email

When you send a questionnaire to someone, the fields in the email and the questionnaire are in the same order as you have defined in the Results table. To reorder your fields, use the Configure Table View panel.

May not apply to the questionnaire

It is still possible for questionnaire recipients to see other fields in the questionnaire itself if a questionnaire is set to Show all record fields. To ensure the questionnaire itself shows the same fields as the email, set your questionnaires to Show select record fields.

Which fields you can choose

You can select any imported data, Results metadata fields, and questionnaire fields. You must select at least one field.

If fields are deleted

If you later delete the fields you included in the record assignment email notification, subsequent email notifications include the default record ID field.

How to choose fields

  1. Open the Results app.
  2. Open the collection that contains the questionnaire you want to send.
  3. Find the table you want to send the questionnaire from, click , and click Settings.
  4. From the Email and questionnaire record information field list, select one or more fields to display in questionnaire assignment email notifications.
  5. Click Save.