Survey email campaigns and templates
SurvantaFlow campaigns invite your organization's contacts to answer a survey. Campaign scheduling sends invitations; it is not scheduled report delivery. Saved/scheduled reports remain Coming Soon.
Prepare your directory and access
Create or import Contacts / Employees, optionally organize Groups and Excel updates, and confirm active recipients have usable email addresses. Campaign pages need Contacts and Email sends in your plan. Viewing requires View email campaigns, View directory and View surveys; changing campaigns needs Manage email campaigns.
Prepare a bilingual template
Use an active platform template or create your organization's own template with a name, EN/AR subjects and bodies. Supported placeholders include {OrganizationName}, {SurveyName} and {Field.CODE}. For a referenced custom field, choose empty output, localized fallback text, or Mandatory (skip the message if the recipient lacks a value). Revalidate the template after changing or deleting a referenced field.
Write the message body only. The server supplies the branded header, organization identity, personal invitation button and footer. The organization's email logo must be PNG/JPEG and at most 200 KB. Unsafe email content is removed. Preview both languages with sample values: preview sends nothing and consumes no allowance. A test email is different: it uses one email from your allowance and does not invite a recipient.
Four-step campaign workflow
- Survey and privacy: select an active public-respondent survey using Simple Completion. Choose message language and Identified or Anonymous collection. The privacy choice cannot change after send.
- Audience: choose All Contacts, Groups or Specific contacts. Only the selected audience type is saved. Inactive/deleted contacts are excluded and overlapping groups do not duplicate recipients. The audience freezes at send; later additions are not automatically invited.
- Message: select the template, save and inspect its preview, including missing mandatory-field behavior.
- Review and confirm: send now or schedule in the organization's configured timezone. Draft saves send nothing. Confirmation creates personal invitations; a scheduled campaign does not reserve future email capacity.
When the current allowance is exhausted, unsent messages wait for capacity. Their history remains available; purchasing capacity or a new period does not mean messages are sent twice.
Monitor, remind and stop
Sending Operations shows statuses, recipient progress, operations and waiting reasons. The Delivery Log records message handling. Mail-server acceptance is not proof that a message arrived in the recipient's inbox. Reminders target non-completers with open invitations, excluding those with an earlier message still waiting. You can remind selected recipients or everyone eligible, now or at a scheduled time.
A waiting operation can resume when the survey or public access is usable again. Cancel it if resumption is not wanted: cancellation revokes invitations and stops unsent messages; sent mail cannot be recalled. Platform and organization dispatch controls can pause sending with the appropriate authority. Investigate the displayed hold reason rather than repeatedly sending.
Understand privacy
Identified campaigns link completed responses to contacts. Anonymous campaigns show statuses and totals without exposing person-to-answer links, and their responses do not appear on ordinary Responses pages. Technical invitation deduplication still exists; this is not a promise that every internal technical association is removed.
Only authorized users can perform response management or reinvitation. Review Contacts & Communications limits before large sends.