Create and Deploy Surveys

Knowledge Level: 
Time: 15 minutes
Suggested Skills: Surveys, Tessitura
Objective: Surveys allow you to gather information from your contacts in an efficient and effective manner. You can use surveys to collect anything from demographic information to whether or not a contact plans to attend an event. 

1

Go to Survey Dashboard > Surveys > Create

2

Select Survey as the type

3

Complete Tab Details

You will be prompted to fill in details on several tabs. Click on the tab title you want to learn about to jump to that area in this article. Once tab details are complete, you can move forward to Step 4.

4

Preview and Activate Survey

Using the preview button (the eye next to the survey), you can view a preview of the draft survey you are currently editing. While previewing a survey, all logic and actions will act as expected, the introduction and thank you messages will be displayed, and notification emails will be sent. However, no responses will actually be stored, the reports cannot be viewed, and confirmation emails will not be sent. To actually begin storing responses, the survey must be activated.

 Once activated, you can also see the names of the surveys and the number of responses received. You have several options inside the view tab:

  • Edit - Edit your existing questions. Do note that there are limitations to the edits you will be able to make once a survey is active.
  • Copy - Copy this survey, sending a copy to your draft tab.
  • Stop - Stop the survey. You will still be able view your report with statistics and responses in the completed tab.
  • Promote - Promote your survey using the survey URL, or create an email invite for your survey. For your email campaigns, you will use the survey dropdown tool inside of the email editor.
  • Delete - Delete the survey.
5

 Deploy the Survey 

Once survey setup is complete, you can begin to direct your patrons to the survey. This is done by setting up a standard email campaign in mail2 and adding in a special token to that directs patrons to the correct survey landing page.
 
Using the survey dropdown in the email editor, insert the survey link of your selected survey into your campaign. Learn about syncing and downloading survey data.

Smart Email Builder:

Full Email Editor:

Once your email has deployed, your active survey is now in your recipients' inboxes! 


 

Properties

Set the survey title. This is used for internal purposes only.

Questions

Use the Questions tab to define the questions you will be asking and how they will be presented. You can format your questions and add logic and actions. To add a new question type, click “Add a New Question” and “Edit this Question.” In addition, by using the icons at the right of this screen, you can also edit questions, move questions to another page, delete existing questions, or insert additional questions.
 

Question Types

Questions come in various types, which control how the questions are displayed to the user. While setting up the questions you can also mark which questions are required. If you want to include tokens in your question (i.e. Did you enjoy {performance}?) See URL Variables.

You can use the following question types:

  • Text - Single Line
  • Text - More Than One Line
  • Multiple Choice - Choose One
  • Multiple Choice - Choose Multiple
  • Matrix - One Choice Per Row
  • Add to Sum
  • Ranker
  • Instructions or Information
  • Email Address
  • List Subscription
  • External Field
  • File Upload
  • Net Promoter Score

Text - Single Line
Note: Do not use this field to collect email addresses. Use "Email Address" question type.

Text - More Than One Line

Multiple Choice - Choose One

Multiple Choice - Choose Multiple

Matrix - One Choice Per Row

Add To Sum

Ranker

Instructions or Information

Email Address (If tracking information back to Tessitura, this question type is required.)

List Subscription  Requires List Integration

External Field Requires Data Integration

File Upload 

Survey respondents can upload a file or multiple files from a desktop or mobile device using a wide range of extensions or only extensions you allow. These files will be kept for 12 months and then removed from our servers. You can view the files under Reporting and download individually or as a zipped file. Contact  mail2@lynch2.com if you have any questions.

Net Promoter Score 

The "Net Promoter Score" question is a question type that is geared toward trying to determine customer loyalty and the health of customer relationships. Your Net Promoter Score uses a scale of -100 to 100. Here is a breakdown of how results are scored.

  • -100 to 0 is Poor
  • 1 to 50 is Good
  • 51 to 70 is Excellent
  • 71 to 100 is World-Class 

Once you’ve selected a question type and hit “Next,” you will be prompted to complete the specific question type you’ve chosen. You can create choices, mark the question as required, select different input types (i.e. dropdown or radio buttons), randomize choices, or add a question token. Adding a question token allows you to track answers to this particular question in a notification email when including the same token.

Once you have multiple questions saved and created, you can drag and drop the questions to change the order, and choose on what page of the survey the question will live. Setting up multiple pages for the survey questions not only enables pacing of the survey, but it also facilitates skip logic. 

Logic and Actions

Once you’ve completed all of your questions, you can then begin to set Logic and Actions by clicking on the tab to the right of the Questions Tab and click “Add New Action”.

Here, you can specify different "actions" to occur that change depending on the respondents' answers on that page, known as "the condition". For example, if you wanted everyone who answered yes to a particular question on Page 1 to skip Page 2 and go directly to Page 3, you set that condition to trigger that action. You could also, send an email to a patron, send people to different websites, or end the survey depending on their answer to a given question.

To create an action, define one or more conditions based on the questions you have in your survey. If the answers you receive match the conditions, a defined action takes place. One common action is to jump to a different page. This is called "Skip Logic" because respondents "skip" pages of your survey based on their answers. For example, you have a question on page 1 that asks for the respondent's favorite food. Page 2 has several questions about ice cream. If a respondent doesn't choose ice cream as their favorite food, you don't want them to answer the questions on Page 2, but instead to just go to Page 3. Here's how you would accomplish this:

Access Controls

In the Access Controls tab, you can set the options for starting/ending dates and any other options for restricting access and behavior of the survey. You can choose and customize several Access Control options:

Survey closed message - This is the message that will be displayed to people attempting to take your survey after it has been stopped.  A survey can be stopped either manually from the stop button by navigating to Surveys > View > Active or from having reached the closed date.

  • Only allow PURLs – To allow for integration with Tessitura, select "no". 
  • Limit to Single Entry - This option will only let a respondent complete your survey once. This is determined by and email address or the IP address of the computer taking the survey. 
  • Set Open and Close Dates - These options will let you specify an opening and/or closing date for your survey. If you do not specify an opening date, the survey will be made available as soon as it is activated.  If a closing date is not specified, the survey will remain active until it is manually stopped from the Surveys > View > Active overview screen.

Presentation

The Presentation tab allows you to set various display options for your survey. You can customize the following Presentation options:

  • Survey Title - This is the title for your survey as displayed to the respondent.  This will show up in the <title> tag of the HTML and in the browser's title bar. This is an optional setting.
  • Survey Template - This option controls which survey template will be used for the current Survey.  The template is essentially defining the “skin” of your survey, or how it will appear to those taking the Survey. Creating a Survey template allows you the option to further customize the design of your Survey. Learn more about Survey Templates.
  • Customize Header Image - This is the image that will be displayed at the top of every page in the Default Survey Template. This image can either be uploaded from a file, or from a given URL.
  • Question Numbering - Set whether or not your questions are numbered throughout the survey.
  • Progress Bar - Set whether or not contacts will see a progress bar as they complete the survey. If using a custom survey template, be sure to include the {ProgressBar} token.
  • Starting Point - You can specify whether you want your respondents to see an Introduction Page or to simply begin on Page 1 when they access your survey. If you choose to have an introduction page, you can customize this page directly in the Presentation tab.
  • When Survey is completed - When a respondent has completed your survey and filled out all of your questions, this option controls what happens next. You can choose for a default thank you message to be displayed (or customize the thank you message to your liking). The other option you can choose for this setting is Go To A Webpage. If you choose this option, respondents can be redirected to a specified URL of your choice upon completion of the Survey.

Email Notifications

The Email Notifications tab lets you set up a confirmation email to send to respondents, or a notification email to send yourself (or an admin).

  • Send Confirmation Email - This option allows you to send a confirmation email to your subscribers once they have completed your survey. You must add a Text – Email Address question type to your survey before you can send a respondent a confirmation email.
  • Notification Email - This option allows you to send a notification email to yourself or an an admin as each respondent completes a survey.

Integrations

The Integrations tab is where you will select List Integration (for list subscription questions) and/or Data Integration (for custom field questions) between your Tessitura and mail2 accounts. If you’re using any list subscription questions or custom fields question, you’ll use the Integrations tab to set the List Integration and Data Integration. From the drop down, choose “mail2 Surveys” for one or both, then click Save.

  • List Integration - If you set your list integration then contacts can subscribe to lists.
  • Data Integration - If you set your list integration then you can utilize custom fields in your questions.

URL Variables

You can use custom URL variables to pass custom field data into your surveys via a token embedded within the text of your questions. The variable name must be between 3 and 50 characters long and not use # ? & or ;. You can also specify an optional Default Value if you want. A default value will populate some standard response data in the event that the URL Variable doesn’t contain a value. The Variable Label is optional, but is necessary when exporting survey responses later. It is what the column title will be used for the data you collect.

When writing your question, include the token to match the name of the URL variable exactly.

The survey is now ready to accept token data, but you must declare matching URL variables in your email campaign so that the link in the email can send the token data.

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