The most common scenario for sending out surveys is via email, triggered by local automation when something happens in Salesforce. Simple Survey now packages a "Send Survey Email" Flow that takes care of the sending of the surveys for you. Keep reading along to learn how to configure the email template and the Flow.

Email Template Settings:

The first step is to create an Email Template with the initial question of the survey, customize it, and if needed, create different templates for the different languages you'll be surveying on.

Language: Select the language to be used for the survey. If translating surveys, generate one template for each language.

Template Folder: Simple Survey comes packaged with a default folder named "Simple Survey". As a best practice, Vicasso recommends placing all survey templates in this folder.

Template Name: By default, the Template Name field will be auto-populated with your survey name, which can be edited.

Description: A brief description of the email template and where it will be used

Generate Email Template using SUID: This setting is automatically enabled when survey records are being pre-created in your Org through the "Automatically Create Survey Records" setting. When enabled, the email template is generated with the Survey Unique Identifier (SUID) instead of the usual survey parameters, such as Record Type, Contact, Account ID's, etc. If you update this toggle, you must click "Create Email Template" below for the changes to take effect. This setting also needs to be enabled to use the "Automatically Send Survey Emails" setting.

Email Branding:

• Logo Type and Brand Color: These are automatically populated with the brand color and logo specified for the landing page but can be updated if needed. Note: If using Gmail, do not use SVG images for the logo, as they will appear broken in email messages.

Email Content:

• Subject Line: Email subject used when survey template is sent.
• Greeting & Closing: Text included above and below the rating scale in the survey template. A live preview is offered directly within the Survey Builder as changes are made to these options.
  • The Survey Builder includes an option to insert a default Greeting and Closing, which can be customized based on the specific use cases.

Click “Create Email Template” when finished to save the email template. 

Automatically Send Survey Emails:

If you are automatically pre-creating survey records, you may also choose to automatically send surveys via email after a specific period following the creation of survey records using Simple Survey’s packaged "Send Survey Emails" Flow.

Timing & Recipients: Specify the number of minutes, hours, or days to wait after the survey record was pre-created to send the survey email, who the survey emails should be sent to, and what address should be used to send the email.

Notes:

• If you want to use your custom, personalized Flow to send survey emails, please disable this setting. Vicasso provides this sample flow as a starting step. Please work with your Salesforce Administrator for further customization.
• As of version 4.37, a new "Simple Survey Reminder Email" Flow Template is packaged. It allows organizations to send an email reminder to a contact who received a survey and started taking it but hasn't completed it within 7 days. More information is in this knowledge article.
• When used in conjunction with the "Automatically Create Records" feature, and a recipient is not found in the related object's record, the survey record will not be created.
• When surveying off of Cases and a Queue owns the Case, the survey record will be pre-created, but a survey email will not go out.
• Survey emails cannot be sent to Person Accounts, only Contacts, Leads, and Users.

Using External Email Marketing Tools:

Some Organizations may choose to use third-party email marketing tools such as Marketing Cloud Account Engagement, Marketo, and Hubspot, which can be used after further customization outside of Simple Survey.

Specify the email address to receive instructions on how to properly configure the email templates, and an email will go out with all of the HTML markups of the template. Before the email content can be sent, the merge fields in the URL links, represented in the form of {!Object.Field}, must be replaced with the merge field syntax of the emailing platform used. For more information, please refer to this knowledge article.

Note: This setting only shows up if the "Automatically Create Survey Records" setting is disabled.