Qualtrics: Creating Email Distributions

Overview

Qualtrics surveys can be distributed through email and can be connected to an uploaded contact list. This guide demonstrates how to create an email distribution in Qualtrics, how to use piping with an email message, and how to schedule a reminder email. 

Considerations 

• If you are sending one survey out to multiple classes, you will need to create unique distributions for each of the contact lists created. To learn how to create a Contact List, see the Excel: Setting Up Contact List guide. 
• This will create one survey with multiple distributions. 
• Surveys can also be distributed through anonymous links, QR codes, etc. To learn more about Survey Distributions, see the Distribution Basics Overview in Qualtrics. 

 Steps for Setting Up Email Distribution 

1. While in the survey, select the Distributions tab and select Email. 
2. Compose the email you wish to send to the students.  
   1. NOTE: These emails can include piping of information which will automatically pull from the Contact List.  
3. To select the Contact List, click on the dropdown in the To field.  
   1. Navigate to Lists>My Library>select the name of the Contact List that was uploaded.  
   2. Check to ensure the number of contacts matches the number within the spreadsheet.  
4. Under the From field, change the email to a department or generic email box.  
   1. NOTE: I recommend chatting with your department to determine whose name will get filled into this section, some suggestions:  
      1. For anonymity, do not use the instructor’s email.  
      2. Under From Name, put the DA or Department Chair’s name.  
      3. Reply-To email can be a department email or DA’s email.  
5. Under When, select when the email should be sent.  
   1. Note: For a custom day/time, select custom and choose the specific date/time.  
6. Under Subject, type in the subject of the email. 
7. Under Message, create a custom message using piping (Directions are below).  
8. Remove the copy and paste link.  
9. Don’t remove the Opt Out message. This information needs to be kept into the email.  
   1. NOTE: For accessibility purposes, don’t change the text color.  
   2. Encourage students to ignore that line within the message. 
10. Under Show Advanced Option (bottom left):  
    1. Set the Link Type to Individual. This will create a unique link for everyone, which cuts down on the student’s ability to take the survey multiple times.  
11. Set Expires In as an appropriate date for the link.  
    1. NOTE: If you do this, there is no need to set open/close dates in the survey settings. You can leave it at 60 days.  
12. Select Schedule Email when done.  

 Using Piping in an Email Message  

Piping pulls metadata from the contact list, so you can create a more customizable message to recipients.  

Considerations  

• Make sure your contact list actually contains the "First Name" and "Last Name" fields for each contact. 
• The field names in your contact list should match the standard Qualtrics fields (usually "FirstName" and "LastName" without spaces). 
• Piped text will not resolve in the email editor preview—it only resolves when the email is sent to a real contact from the contact list. 
• Try sending a test email to yourself using a contact from the list to see if the names appear. 
• That you are not using an anonymous link (which does not pull contact list data). 

Step for Using Piped Text in Messages 

1. In the Survey, under Distributions>Email, begin to create your message.  
2. Use the Pipe Text From buttonand select Contact List Field to insert the contact’s first name (Recipient First Name) and last name (Recipient Last Name).   
3. For all other embedded data from a contact list, select Embedded Data to find those fields.  
4. Once you have identified the data field you want, select Insert.  
5. The Pipe Text From button will create a formula within the email that will pull from the contact list.  
6. That formula can be copied into the subject line.  
7. Best Practice: Use the data field to create a more recognizable and customizable message to each of the students.  

Scheduling a Reminder 

Reminders to take the survey can be sent to students once the initial email distribution is set.  

Considerations 

• As a best practice, work with your department to set up a communication plan.  
• This is completed through the initial email distribution.  

Steps to Scheduling a Reminder 

1. Click the dropdown arrow in the initial email distribution.  
2. Select Schedule Reminder.  
3. Compose the reminder email:  
   1. Make the subject line the same as the initial email.  
   2. Change the email slightly so it appears as a reminder email instead of the initial email.  
4. Customize the When category to send the reminder email after the initial email has been sent.