Configuring an email template to collect metrics data

This document explains how to create email templates to send out metrics surveys or send reminders for the portfolio companies to report their data.

Configuring email templates for metric data collection

We have options to configure three types of survey email templates

  1. A template for the first email that goes out to the recipients when you send a metric data collection survey
  2. Reminder template that reminds the recipients once every week to initiate/complete data collection 
  3. Reminder template that reminds the recipients, two days prior to survey link expiry, that they have to initiate/complete data collection before the survey expires.

Follow the below steps to configure your custom templates for the above three scenarios.

The first survey email notification

  1. After logging in to the platform, navigate to the company profile from the left sidebar (As shown in the screenshot below)
  2. Click on "Survey Email Template" (You see the below screen)

3. To configure the email template for the email that goes out every time you send a metric survey, Click on "Add New Template" - you would see the below popup

4. Choose the template "Impact Maker."

5. Set the name of the template. You can set it to whatever helps you remember its purpose(our system doesn't use it). Set the subject of the email (This goes out in the email notification). You may use "Placeholders" in the subject and the body.

For example,

[ORGANIZATION_NAME] and [PERIOD] are placeholders in the subject. Our system will replace these with the organization name and the period you are sending the survey.

 6. You can then set the body of the template. Our system includes a default template that you may modify, but please take precaution not to delete the survey credentials (This is absolutely required to login into the survey to report data)

7. The various placeholder options that you can use in the subject and the body are the following

Partner Name - [NAME] - The name of the Investment/Project that will receive the survey

Organization Name - [ORGANIZATION_NAME] - The name of your organization

Site Support Email - [SITE_SUPPORT_EMAIL] - This is set to support@sopact.com

Survey Link - [SURVEY_LINK] - This is the actual survey link (We recommend using the survey hyperlink option, this lets you set the link behind a user-defined text - just as a link on a website)

Survey Hyperlink - You may double click on the link in the template to set the user-defined text of your choice (Screenshot below) - You may change the "Display Text" but DO NOT alter the URL.

Username - [USERNAME] - Username that will be sued to login into the survey

Password - [PASSWORD] - Password to login to the survey

Site - [SITE] - This is set to Impact Cloud

Period - [PERIOD] - This is the period for which you are sending the survey and will be determined at the time of sending the survey

 

Reminder email template sent once every week. 

Steps to configure the reminder email sent automatically to the survey recipients to remind them to complete the data entry are the same as the "First survey email notification." You would need to choose "Reminder Mail For Data Submission" in the template selection drop-down (The placeholders remain the same as well)

Note: There is a default template that is used even if you do not configure this template

This is the default template,

Reminder email template for the notification sent two days before link expiry.

Steps to configure the reminder email sent automatically, two days before the survey link expiry, to the survey recipients to remind them to complete the data entry is the same as the "First survey email notification." You would need to choose "Requesting data before survey link expiry" in the template selection drop-down (The placeholders remain the same as well)

Note: There is a default template that is used even if you do not configure this template

This is the default template,

 

Get in touch with us for further help on this at support@sopact.com.