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Send an email survey -- upload a contact list
Send an email survey -- upload a contact list
Daniel Pitrowiski avatar
Written by Daniel Pitrowiski
Updated over a week ago

Send a one-time Email Survey Campaign

If you have a list of contact emails and you'd like to send an email survey out on demand, you can upload that list inside the platform.

Navigate to settings--> "Upload & Send Emails"

The tab is nested under "Customize Email Template". If you aren't seeing this tab, it's possible the feature is not currently enabled on your account/plan. Please reach out to us if you require access.

1) Choose your Survey Question

Select the name of the survey template you plan to use for the email send. If you have not yet configured a survey, you'll need to first Customize your Survey.

If your account is configured to support multi-language surveys, you will have the additional option in this step to Select Languages. You can either:

  • select a specific language to use for your send. This option will send the survey in the language you've selected to all contacts in your list.

  • "Check CSV for survey language". This option requires you to add a language column in your csv and use our language code conventions. When sending, the system will automatically detect and send the proper the language for each contact.

Please also make sure that you've configured those languages in your survey template before sending. We will show you those languages you've configured and their codes for quick reference in adding to your csv. If you're not seeing a language you'd like to send in, make sure you go back to Customize Survey and add that language to your survey template first.

2) Customize Email-specific Settings and send a Test Email Survey

The interface prompts you to check your settings in "Customize Email Template", where you'll find your sender/reply-to address preferences, logo upload and option to send a test email

Navigate to this section and follow the steps to ensure you've configured everything here that you need. The last step is to send a test email to ensure you're happy with your configurations.

Note: the test email functionality is currently designed to generate a sample version of your default survey in your default language for the purposes of reviewing the configurations on this page only. If you want to send a test of a very specific survey in a specific language, you'll want to do this as a one-off send to a test email back in "Upload & Send Emails".

(3) Check if users are eligible for a survey before sending an email

This is a powerful setting that determines whether your survey send should adhere to any sampling rules you have pre-configured in your account. Most users will not check this box. But for advanced use cases, it can provide helpful survey list management.

Basic (and most common): For first time email sends to a new list of users, you can ignore this step and leave the box unchecked. This will send the survey to everyone on your list.

Advanced: If you are resending a survey to a list of users you recently sent to, you may want to apply some sampling rules to exclude users who have responded. In this case, check the box and navigate to "Customize Sampling" to ensure all settings on this page are consistent with what you want.

Note: Customize Sampling has many powerful settings that apply across your account. Changes you make here will also impact other live surveys (i.e. ongoing in-app surveys). If you're not sure what to do here, contact us for guidance on sampling management with multiple active survey channels.

4) Format your CSV file to look like the example

Upload a CSV file with contact emails and properties (optional). It is important to review and follow CSV format guidelines. Errors will prevent the campaign from sending.

Adding user/company attributes as properties in your CSV can provide valuable context with your survey responses, both for individual and aggregate reporting. Please follow this guide for specific instructions on email CSV formatting.

Labels and values are case sensitive!

Caution: Data must exactly match existing labels for properties and values, and labels/values are case sensitive. Uploads cannot be undone, and dashboard errors will result from inaccurate labels.

5) Upload your CSV file

You're now ready to upload your CSV. Check your file for proper formatting, and upload.

If the system detects critical errors, it will notify you of those errors. Click View Errors to see specific guidance on the issues, which you will need to address before re-uploading.

If everything looks good, you'll see the green checkmark. You will also be able to see the count of the number of emails detected and the number of property columns, as well as Preview My CSV to ensure you've uploaded the right file before confirming or scheduling a send.

6) Send Emails Immediately or Schedule a future send

You're now ready to either send to your list immediately or schedule a send for a future date and time.

  • send emails (immediately)

You will have one final confirmation screen, where you can either confirm the send or cancel. Sends cannot be undone.

  • schedule: Choose desired date and time. Reminder that once scheduled, emails cannot be edited or cancelled.

You're done! Track your sends in settings-->Email History

Once you've sent or scheduled emails, you can navigate to Email History to see the status of those sends, their date/time and the user who initiated the send.

Common Troubleshooting

1. Getting a generic 'errors found' message with no additional detail on your CSV

Possible Fix:
This error may occur when uploading a file downloaded from Excel that is not in the proper CSV format for your data. We recommend using UTF-8 format to download your csv, especially when you have languages/data that include special characters

Different versions of excel will offer different formats, but you should see the option for "CSV UTF-8 (Comma delimited)" as a choice to save your download. Then re-upload this version of the file back into Wootric.

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