Checkbox 6 Invitation Guide

Transcription

1 Checkbox 6 Invitation Guide This guide will show you how to deploy a survey using Checkbox's Invitation Wizard. CONTENTS: Determine Users Create Invitation Invitation Wizard Modify Existing Invitations NOTE: This feature is not required to deploy your survey (survey activation URLs can also be sent via personal or embedded in a website), but Checkbox invitations are recommended for tracking respondent data. Determine Users Before entering the Invitation Wizard to create a survey invitation, make sure any user(s) you plan to include on your invitation's recipient list have been added to the User Manager and/or belong to the appropriate group/list, to avoid having to go back and make these changes after you have already begun the invitation creation process Checkbox Survey, Inc. Page 1

2 The exception to this is if you will be entering addresses directly into the invitation recipient list, or if you plan to create an invitation draft and do not intend on adding any recipients at this time. Create Invitation There are two ways to create an invitation in Checkbox: 1. From the Survey Manager 2. From the Survey Editor Option 1: Create an Invitation from the Survey Manager If you are in the Survey Manager, you can locate the Invitation Wizard through a survey's dashboard. Select the survey you wish to deploy an invitation for to expand its dashboard on the right Checkbox Survey, Inc. Page 2

3 Under the Sharing drop-down, select + Invitation. The Invitation Wizard will appear Checkbox Survey, Inc. Page 3

4 Option 2: Create an Invitation from the Survey Editor If you are working in the Survey Editor, you can locate the Invitation Wizard through the Launch Wizard. Under the Survey Actions drop-down, select Launch. The Launch Wizard guides you through the steps of launching a survey, including setting response permissions, options, limits, and sharing options. The option to create an invitation is located on the Share step Checkbox Survey, Inc. Page 4

5 Select the Send Invites button to open the Invitation Wizard. Invitation Wizard Name & Options: Once you have entered the Checkbox Invitation Wizard via one of the two options above: 1. Provide an Invitation Name. The Invitation Name is only visible within the Checkbox application to help you identify this invitation. 2. Determine whether you wish to format your in Text or HTML. 3. Enable "Allow embedded survey link to automatically log users in" to ensure recipients with a Checkbox user profile are automatically logged into Checkbox when they click the embedded survey link in your , allowing their user attributes (first name, 2013 Checkbox Survey, Inc. Page 5

6 last name, username, etc.) to be tracked along with their responses. 4. Enable "Allow recipients to opt-out of future s about this survey" to exclude those recipients whom wish to opt-out, from any reminder s based on this invitation. Select Next to continue. Message: 1. Enter the From Address, From Name, and Subject of your invitation. 2. Enter your invitation message in the text box provided. 3. Within the subject and message text fields you have the ability to merge in user profile attributes, such as FirstName and CompanyName, using the merging drop-down below the text boxes. Select Next to continue Checkbox Survey, Inc. Page 6

7 NOTE: Be careful not to modify or delete the survey activation link ("Click Here"). Recipients follow this link to take your survey. Recipients: On this step you have the option to add recipients to your list. To add recipients to your invitation, select the type of recipient you would like to add from the four available options: Addresses - Copy and paste or enter addresses into the text field Users - Available users stored within the Checkbox User Manager Groups - Available groups stored within the Checkbox User Manager Lists - Available lists stored within the Checkbox User Manger In this example we will enter addresses directly into the recipient list Checkbox Survey, Inc. Page 7

8 NOTE: If you choose not to add recipients at this time you may continue though the wizard and save the invitation as a draft. Recipients can be added later. After entering/selecting desired addresses on one of the recipient tabs, select the Add to Invitation button to add the recipients to your list Checkbox Survey, Inc. Page 8

9 To remove recipients, select the desired recipient from the list and click the red Remove Selected Recipient(s) button. If you are satisfied with your list, select Next to schedule the invitation. If you wish to modify the message or name/options, select Previous Checkbox Survey, Inc. Page 9

10 Schedule: When you reach this step in the Invitation Wizard you have three options: 1. Send the invitation as soon as possible. The will be queued to send as soon as you select Finish. 2. Schedule the Invitation for a specific date and time. If this option is selected, click into the text field to view a date/time picker. When you have selected the desired date/time, close the date picker and verify that the date/time in the text field is correct. 3. Save the invitation as a draft for later use. You may also send yourself a test invitation by entering your address into the field and clicking Send Test . Once you are satisfied with your , recipients and scheduling configuration, select Finish. Finish: 2013 Checkbox Survey, Inc. Page 10

11 Depending on the scheduling option you selected on the previous step, you will see different confirmation messaging and options on the Finish step. If you selected "Send invitation the as soon as possible" as your scheduling preference you will see the above message. Your invitation is in the process of being sent. To check the status of your invitation, select the View Invitation Details button Checkbox Survey, Inc. Page 11

12 If you selected "Schedule the invitation for a specific time and date" as your scheduling preference you will see the above message. You can edit an invitation up until the scheduled date/time by selecting the Edit Invitation button. Scheduled invitations are stored as pending invitations under Survey Dashboard >> Sharing >> Manage Invitations until they are ready to be sent Checkbox Survey, Inc. Page 12

13 To edit a scheduled invitation, select it to open its invitation details. Then select the Invitation Actions button Checkbox Survey, Inc. Page 13

14 If you selected "Save invitation for later - do not send" as your scheduling preference, you will see the above message. Modify Existing Invitation Saved invitations are stored as pending invitations under Survey Dashboard >> Sharing >> Manage Invitations until they are ready to be sent. Invitations can be filtered by their send status Checkbox Survey, Inc. Page 14

15 To modify an existing invitation, select it from the invitation list to open its individual invitation details. Then select the Invitation Actions button. From this menu you have the ability to do a number of things, depending on your invitation's send status. For example, you can add recipients to an invitation draft, edit the message of a scheduled invitation, or send a reminder to recipients of an already sent invitation. Thank you for viewing this Checkbox User Guide. Click here to return to Checkbox Resources >> 2013 Checkbox Survey, Inc Checkbox Survey, Inc. Page 15