Email invitations

Email invitations are the messages that invite people to take the survey. They handle the settings of both the Invitation email and Reminder email, as well as defining the email sender address and name. They also identify when the Invitation email — and survey — expires.

Invitation emails are messages that invite one or several individuals to take the survey included in its button link. Reminder emails are the messages sent if they have not taken the survey during a given time.

Invitation and Reminder emails under Email invitations screen.

Restriction: Existing emails cannot be used in Ad Hoc surveys and their emails are not listed on the Distributions screen.

Edit emails

Invitation and Reminder includes both an Invitation and a Reminder email that you can customize to fit your needs using the email editor . The Reminder email is optional — though recommended — and you can enable it by clicking the Reminder email checkbox.

To edit these emails, hover over the emails and click Edit. This takes you to the Template editor, which is the building area where you define the structure and content for emails. Note that to pipe-in variables in emails they first need to be mapped to a field in Upload file.

After customizing the emails, click Return to program. Invitation and reminder emails are automatically saved.

Hover over the email and click "Edit" to go to the Email editor.

General settings

The General settings section adds the relevant sender information for delivering the invitations. This include:
  • 'From' email address — Email address used to send Invitation and Reminder emails. 'From' email address is made up of:

    • A local-part (username; the part before the '@' symbol).

      • When using Auto reply, match the address to an auto-reply email configuration. You can use a variable. For example, to include the Unit's email account in the address, the local part might look like this: $orion_unit_email_name$@...

      • Otherwise, use a name clearly states replies are not accepted (such as, 'no-reply' or 'DoNotReply'). Emails sent to this address bounce (500: User does not exist) when recipients respond.

      • When an invitee replies to this address, the invitation status is set to DELIVERED_NO_REMINDER.

    • A subdomain from the available dropdown options.
      Warning: By default, the only subdomain available is express.medallia.com. To use other domains, contact your Medallia expert as some email masking configuration is required to prevent errors.

      For more information, see Email domains.

  • 'From' email name — Sender's name to display in the recipient inbox. You can also include an available variable to use in emails. For example, if the Unit group has a field whose key is ug_orion_brandname, set this field to $ug_orion_brandname$ to use it as a variable.

  • Company address — Company address to display in the email footer.

  • Privacy policy URL — Required URL that directs survey takers to your company's privacy policy.

General settings define the "From" email address and name for both emails.

Important: The opt-out link is not required when collecting feedback from Employees emails, although email clients could mark them as spam without an opt-out link. For information on how to include the link in the email template, see Variables.

Reminder settings

Emails may have specific reminder settings. By convention, Reminder emails are sent 4 days after the Invitation email is sent.

The Reminder type defines how to deliver the Reminder email, which can:

  • Remind after a time delay — The period of time to elapse before sending the Reminder email. The minimum time delay is 1 day.

  • Remind after a specific time — The exact date and time when the Reminder email is sent. Note that the time zone is set in UTC based on your device settings, and it is the one that is used to send the reminder email.

Important: You can only have one Reminder email per Ad Hoc survey, which cannot be set within 24 hs of expiration date. For more information, see Expiration settings.

Reminder settings has a reminder type "Remind at a specific time" with a specific date and time selected.

Expiration settings

You can set when the emails expire after being delivered. People attempting to take a survey through an expired email get an error message informing them the survey is no longer available. If a Reminder email is configured, expiration should always occur after the reminder email is set to be sent — otherwise, it is not delivered.

The Expiration type defines how to expire the email, which can:

  • Expire after a time delay — The period of time to elapse before the emails expire.

  • Expire after a specific time — The exact date and time when the emails expire. Note that the time zone is set in UTC based on your device settings, and it is the one used to expire the survey.

Expiration settings has a expiration type "Expire after a time delay" with 24 days

Click Save to save your settings or Clear changes to discard changes from the last unsaved state.
Tip: You can extend Ad Hoc surveys expiration. For more information, see Extend survey expiration dates.

Preview emails

Run a quick test on the emails before sending them to the potential survey takers. To do so, hover over the emails to test, click Preview, and enter an email address you have access to.

Restriction: When using Sandboxes, you can only send preview emails to the allowed addresses. For more information, see Allowed emails screen.

Enter an email address you have access to and click 'Send' to get a preview.