Learn About Zoho Survey's Survey Distribution Methods - Online Help Guide

Email Distribution

Send your survey's link to your email lists within Zoho Survey, without having to switch a tab. You can also track the responses and see the details of opened, unopened, bounced, and unsubscribed invites. 

There are several ways to do this:
  1. Zoho Survey's email distribution
  2. Zendesk integration
  3. Shopify integration
  4. Eventbrite integration
  5. Email Campaigns

Access

 
The Email Invites feature can also be implemented during the trial period and in Free Plans.
Given below are the account limit restrictions for each plan:
 
Free  - 10/Survey
In the Free plan, the user can send a total of 50 email invites per day, with each survey having only 10 email invites.

Trial  - 100/Survey
In the Trial plan, the user can send a total of 500 Email invites per day, with each survey having up to 100 email Invites.

Basic  - 2000/day
In the Basic plan, the user can send a total of 2000 Email invites per day. There are no individual limits per survey.

Plus - 10000/day
In the Plus plan, the user can send a total of 10000 email invites per day. There are no individual limits per survey.

Pro -   15000/day
In the Pro plan, the user can send a total of 15000 Email invites per day. There are no individual limits per survey.

Enterprise - 30000/day
In the Pro plan, the user can send a total of 30000 Email invites per day. There are no individual limits per survey.
 
Note

There is no monthly email invite limit. Read more on our email distribution terms and conditions here. 

To create an email within Zoho Survey: 

  1. Go to the Launch tab. 
    Create online surveys
  2. Click Distribution on the left pane. You can access this only after you publish the survey. The email distribution option is the default selection.  

  3. Click Create Email to send and track your survey link. If you have already created one before, click Create New. You can also, send surveys through Zendesk, Shopify, and Eventbrite. 
    Create online surveys
  4. Click the email address displayed in the Reply to box if you want to change the 'reply to' email address. 
  5. Type the name of the sender in the Sender name field. 
  6. Type the recipients' email addresses in the Send to box. 
  7. To import contacts by uploading CSV or XLS files, or by manually typing the contact details, click Import Contacts. 
    1. Click CSV and select Choose file to upload a CSV file. 
    2. Click XLS and select Choose file to upload an XLS/XLSX/ODS file. 
    3. Click Manual to type or copy-paste contacts manually. Insert known variables, separated by commas, to tag respondents. For the manually inserted custom variables, responses are in the Individual Responses section of the reports. 

      Note
      Email invitations will be sent as many times an email address occurs in a contact list and the corresponding invitation variables are recorded for each occurrence of the email.
    4. Type a name for the new group of contacts you import in the Name your new group box. 
    5. Click Add to add the group to the recipient's list. 

  8. Type a subject for the email in the Subject box. To pipe in custom variables or variables from previous questions, you can use the Insert Variable feature, then select the variable you want to use from the list. Read more on Piping.
  9. Click or hover over the email template and click  to edit the email template or you can click the Edit button on the top right corner of the message box. You can make edits to the default template that gets displayed here. 
    1. Click the dropdown arrow next to the edit button and select Save as template to save any changes you make. 
    2. Click Select an existing template to choose from a list of templates you have already made. 
    3. Click Insert Variable to personalize the body of the template to include contact information like first name, last name and custom variables. You can embed a multiple choice, rating, drop-down or NPS question from the first page of your survey directly into your email. This particular question will replace the Begin Survey button as a link to your survey. 

    4. Click Save to save the changes. 
    5. Choose to enable or disable the footer in your surveys in the Footer section when you use the email distribution feature. 
    6. Click Background color, and Font color palettes in the Button section to adjust the background and font colours of the button name respectively. 
    7. Make edits to the button name in the Button name field, if required. 
    8. Click Background color and Font color palettes in the Header section to adjust the background and font colours of the template respectively. 
  10. Make edits to the title of the email template, if any, in the Title name box. If you do not make any changes to the title, it will take the name of the survey by default. 
  11. Click Send to distribute your survey through email. You can also save a draft version and send it later. 

To change the 'Reply to' email address:

  1. Go to the Launch tab.
  2. Click Distribution on the left pane. You can access this only after you publish the survey. The email distribution option is the default selection.
  3. Click Create Email to send and track your survey link. If you have already created one before, click Create New. You can also, send surveys through Zendesk, Shopify, and Eventbrite.
  4. Click the email address displayed in the Reply to box if you want to change the 'reply to' email address. 

To add the sender email address:

  1. In your survey application, click on the Profile.

  1. Click Manage Portal.

  1. Select Sender Email Authentication on the left pane.

  1. Click Add.

  1. Enter the required email addresses in the Email Address textbox.

  1. Click Save to receive verification emails in the email address you have provided. 

  1. To verify your email addresses, log in to your email client and open the verification email sent by Zoho Survey.

  1. Click the Accept button in the email to complete the verification process.

  1. Once verified, you will find your sender address listed under the Sender Email Authentication tab and the domain listed under the Domain Authentication tab.

Note: 

  1. Verified emails will be listed under Trigger Emails.
  2. Verified and domain-authenticated emails will be listed under Email Distribution.

To import contacts by uploading CSV or XLS files: 

  1. Go to the Launch tab. 
  2. Click Distribution on the left pane. You can access this only after you publish the survey. The email distribution option is the default selection. 
  3. Click Create Email to send and track your survey link. If you have already created one before, click Create New. You can also, send surveys through Zendesk, Shopify,  and Eventbrite. 
  4. Click Import Contacts. 

    1. Click CSV and select Choose file to upload a CSV file. 
    2. Click XLS and select Choose file to upload an XLS/XLSX/ODS file. 


To edit the contents of the email:

  1. Go to the Launch tab. 
  2. Click Distribution on the left pane. You can access this only after you publish the survey. The email distribution option is the default selection.
  3. Click Create Email to send and track your survey link. If you have already created one before, click Create New. You can also, send surveys through Zendesk, Shopify, and Eventbrite. 
  4. Click the Select a question to be embedded dropdown list to select the question you want to embed in the email.
  5. Click or hover over the email template and click  to edit the email template or you can click the Edit button on the top right corner of the message box. You can make edits to the default template that gets displayed here. 
  6. Click the dropdown arrow next to the edit button and select Save as template to save any changes you make. 
  7. Click Select an existing template to choose from a list of templates you have already made. 
  8. Click Insert Variable to personalize the body of the template to include contact information like first name, last name and custom variables. 


To customize the colors of the email invite: 

  1. Go to the Launch tab. 
  2. Click Distribution on the left pane. You can access this only after you publish the survey. The email distribution option is the default selection. 
  3. Click Create Email to send and track your survey link. If you have already created one before, click Create New. You can also, send surveys through Zendesk, Shopify, and Eventbrite. 
  4. Click Background color and Font color palettes in the Button section to adjust the background and font colours of the button name respectively. 
  5. Make edits to the button name in the Button name field, if required. 
  6. Click Background color and Font color palettes in the Header section to adjust the background and font colours of the template respectively. 
     

To add a dynamic parameter to the survey URL button:

  1. Go to the Launch tab. 
  2. Click Distribution on the left pane. You can access this only after you publish the survey. The email distribution option is the default selection. 
  3. Click Create Email to send and track your survey link. If you have already created one before, click Create New. You can also, send surveys through Zendesk, Shopify, and Eventbrite. 
  4. Click or hover over the email template and click  to edit the email template or you can click the Edit button on the top right corner of the message box. You can make edits to the default template that gets displayed here. 
  5. Click Add Parameter in the Button URL section.
    1. Enter the parameter name in the Parameter Name field. For example, you can pass a parameter in the survey URL to map the URL parameters with an uploaded spreadsheet.
    2. Assign a parameter value in the Parameter Value dropdown list. You can also edit the param-value in the list to add a direct value.
    3. Click  +  to add more parameters.
    4. Click  X  to delete a parameter.

To track the survey:

  1. Go to the Launch tab. 
    Create online surveys
  2. Click Email on the left pane. 

  3. Click Overview to see the following details. 

    1. Invites - Displays the details on how many of your respondents have opened your invite, how many are yet to open it, if any email has been scheduled or bounced, or if someone has unsubscribed to your invite. 
    2. Responses - Displays the total number of responses, and the details of completed, partial, and disqualified responses. 
    3. Invite History - Displays the date and other details of each invite.
  4. Click View for a detailed history. 
  5. Click Create Reminder to send reminder emails to people who have not responded to your survey. Follow the steps in editing the email template to draft a reminder email. 

  6. Click Recipients to see the following details. 

    1. Search Recipients - Search for a recipient by using keywords. 
    2. Email - Displays email addresses of the email invitees. 
    3. Download as CSV - Download the list of filtered recipients in a CSV format. 
    4. Sent - Displays whether your invite has been sent. 
    5. Responded - Displays the response status of your survey. If they have responded, click View Response to view the responses you have received. It will take you to the reports section where you can see detailed response details. 
    6. Filter - Filter your recipients based on various parameters. 
      1. All recipients - To view all the recipients 
      2. No responses - To view the recipients who haven't responded yet 
      3. Partial responses - To view the ones who have partially responded 
      4. Complete responses - To view the ones who have submitted complete responses 
      5. Disqualified responses - To view the recipients who don't fit your requirements 
      6. Opened - To view the recipients who have opened the invite 
      7. Unopened - To view those who haven't yet opened the invite 
      8. Unsubscribed - To view those who have unsubscribed to your mailing list 
      9. Bounced - To view the invites that haven't reached your recipients yet 
      10. Not sent - To view the invites that have not gone out of your mailbox 
      11. Failed - To view the invites that have failed to send 

To search for a contact to find out if they have answered your survey: 

  1. Go to the Launch tab.
  2. Click Email on the left pane. 
  3. Click Recipients and search for recipients in the search bar by using keywords. 
     

To filter your email distribution contacts:

You can filter your email distribution contacts based on the following parameters:
  1. All recipients - To view all the recipients
  2. No responses - To view the recipients who haven't responded yet
  3. Partial responses - To view the ones who have partially responded
  4. Complete responses - To view the ones who have submitted complete responses
  5. Disqualified responses - To view the recipients who don't fit your requirements
  6. Opened - To view the recipients who have opened the invite
  7. Unopened - To view those who haven't yet opened the invite
  8. Unsubscribed - To view those who have unsubscribed to your mailing list
  9. Bounced - To view the invites that haven't reached your recipients yet
  10. Not sent - To view the invites that have not gone out of your mailbox
  11. Failed - To view the invites that have failed to send


Schedule Email Distribution

You can now schedule email distribution invites and reminders. 

To schedule an email invitation: 

You'll be prompted to choose from the following options:
  1. One Time Invites
  2. Recurring Invites

One Time Invites

Under One-time invite, you can choose to send an email immediately or schedule it. The invitation will only be sent once. This can be used in scenarios like sending a customer feedback survey or a growth analysis survey.  




  1. To send the invite at once, select Immediately.
  2. To schedule a particular date and time, select At a specified date and time.
  3. Choose the date from the calendar and set the time to schedule the email to be sent.

Recurring Invites

You can configure sending Email as recurring invites to ensure the invitations will be sent periodically.

Follow the steps below to configure Recurring Invites:

  1. Set the Frequency of sending Invites as either Daily, Weekly, or Monthly.

    1. To send the Email every day, select Daily.

    2. To send the Email every week, select Weekly, and select the days to send the Email messages and the Time Slot(s).

    3. To send the Email every month, select Monthy, and set the cycle

      1. If it's Daily to send the Email on specific dates

      2. If it's Weekly to send the Email on the selected day of the selected weeks.

  2. Choose the Start Date for the Email Invites to begin sending.
  3. Select the Time Slot(s): Choose the time slots at which the invites should be sent . For example if you want a Feedback survey to be sent at 10:00 AM, 15:00 PM and 19:00 PM then add those 3 time slots
  4. Set the Schedule Intervals: Schedule the intervals at which the recurring invites should be sent. If the frequency is daily, weekly, or monthly, the invites will be sent as such by default. However, you may customize the interval frequency by choosing any of the options in the dropdown
  5. Set the Schedule Expiry to choose an end type for the Email schedule.  It can be set to be non-stop, based on a date, the schedule count, the collector response count, or the survey response count.
  6. Once you're done, click Schedule, and proceed to Schedule a Reminder.
Note:
Click on the Skip Weekends checkbox to skip sending the Email on weekends.

To delete a scheduled invite:

  1. Click the Delete icon next to the invitation you want to delete from the list of scheduled invites.


  2. Click Yes in the confirmation dialogue box that follows.


To schedule a reminder for an invite you have sent:

  1. Hover over an email invite you have sent in the Invite History section, then select Create Reminder.


  2. Select a filter in the Send to field.
  3. Make any necessary edits in the email, then click Send.
  4. To send a reminder at once, click Send Now.


  5. To send a reminder at a later point, click Send Later.
    1. Select Send on a Particular Date and Time if you would like to select the date and time in the calendar.


    2. Select Send Periodically if you want the invite to be sent out daily, weekly, or monthly.


  6. Click Schedule.
  7. Click Go back to go to the previous screen.

To schedule a reminder for an invite that has been scheduled:

  1. After you schedule the invite, you can select from the following options on the schedule invitation success screen:
    1. Schedule Reminder Later - You can schedule a reminder later to be sent days after you send out your invite.
    2. Schedule Reminder Now - You can schedule a reminder immediately after you schedule the invite.


    3. You can also create a reminder by clicking Create Reminder from the Scheduled Invitations list.
  2. Select a filter in the Send To field, then make the necessary changes in the email body.
  3. Click Schedule.


  4. Select Send on a Particular Date and Time to choose when the reminder needs to be sent.
    1. Select the number of days after which the schedule should start, and the time in the dropdown. You can send up to three reminders per invite.


  5. Select Send Periodically and select the number of days after which the schedule should start in the dropdown.


  6. Click the Set Interval dropdown and select daily, weekly or monthly intervals.
    1. Select the time at which the reminder needs to be sent out.
  7. Click Schedule.
  8. Click Go back to go to the previous screen.

To edit a scheduled reminder:

  1. Hover over an invite in the Invite History section, then click and select Edit.


  2. Select a filter in the To field and make the necessary changes in the email body.
  3. Make necessary edits in the email, then click Edit Schedule Time.
  4. Update the scheduled time and click Schedule.

To delete a scheduled reminder:

  1. Hover over an invite in the Invite History section, then click and select Delete.
  2. Click Yes in the confirmation dialogue box that follows.  



Email Campaigns

Email campaigns help you send your survey to a lot of people at once. Zoho Survey is integrated with Zoho Campaigns and MailChimp, so you can link your survey with either of these accounts and send your survey to your contacts via an email campaign. Read more on both of these integrations in the respective Zoho Campaigns and  MailChimp pages. 
Email campaigns 

Facebook

Post your surveys on your Facebook page by linking your Facebook page to your Zoho Survey account and make it easily accessible to your followers.
Embed survey via facebook  

To post a survey on your Facebook page: 

  1. Go to the Launch tab. 
  2. Click Facebook under Distribution. 
  3. Click Connect. 
  4. Complete the steps that follow to authenticate your Facebook account with Zoho Survey. The list of pages you have added will show up on your Launch tab in the Via Facebook section. 
     
  5. Select the page where you want to share your survey.  
  6. Click Post. 
  7. Click Open in a new tab to see the survey posted on your Facebook page.  

To disconnect Facebook and Zoho Survey: 

  1. Click your profile in the top right corner. 
  2. Click Setup and select Apps and Services.
  3. Click Disconnect in the Facebook section. 
     
  4. Click Yes, Disconnect Integration and confirm the selection. 
     

To create an email invitation trigger:

  1. Go to Launch.

  1. Select Email in the left pane under Distribution.

  1. Click Create New.

  1. Click Create Email and continue with the upcoming actions.

  1. On the Send To screen, select Contacts based on triggers.

  1. Enter the trigger name.

  1. Click Create.

The template for your email invitation trigger has now been created. Open Zapier or Zoho Flow to continue the rest of the configuration.

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