Email Panelists from Panelists Library
Overview
The most common scenarios of email communication with panelists involve sending emails from individual tests. However, sometimes there might be scenarios where you would like to email panelists that are not in a particular test. For example, if you are about to officially open a new lab, you may want to share the news with all your panelists without the intention to invite them to any tests at this time. Another example could be that you want to email panelists a link to reset their password.
The focus of this workflow is on steps required for scenarios where you need to email panelists from Panelists library . Emails can be sent immediately, or they can be scheduled to be sent automatically at a date and time in the future.
Search for Panelists
Panelists may be in multiple different panels inside your Panelists library. Before you can send an email, you need to find the panelists you wish to send the email to. You can find panelists directly in a specific panel , or you can search for them across panels .
Once you find the panelists you are looking for, you are ready to follow the steps for emailing panelists.
Panelists must have a valid email address in the Email field in order to receive your emails.
Send an Email to Panelists Immediately
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Select all panelists or select individual panelists that you wish to send an email to.
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From the menu above the list of panelists, select Email panelists .
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In the To box, review the email addresses.
If necessary, click Copy to clipboard and paste in Excel for more detailed information.
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In the Subject line, type the title of your email ensuring that it is descriptive, yet brief.
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(Optional) Place a checkmark in the Sensitive checkbox. This checkbox is available only if sending your email to one panelist.
If the panelist ever gets scrubbed (permanently deleted), their emails and other data marked as sensitive will also be permanently deleted. Data not marked as sensitive, such as results in tests, will remain available even if a panelist record is scrubbed.
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(Optional) If the objective of your email is to inform panelists that they need to create their own password, from the Language dropdown list, select the language you wish to display to the panelists on the Create password page.
This will not automatically translate your email text! This selection will only reflect if you are using the Create Password Link wildcard inside your email communication. When panelists click on the link, they will be taken to the Create password page with the text on that page displayed in the language you selected.
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Type your email message.
Use the Wildcards to personalize the message and use the formatting tools to style the text as desired.
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Click Preview to see what the message looks like for each panelist.
Use the Preview next panelist button to see individual panelist's email preview. Close preview to return to the email editing screen.
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Click Send now .
A confirmation popup at the bottom of the screen will inform you of the sending success. You will also receive a copy of the email for your records.
Schedule an Email to Send to Panelists in the Future
An example scenario (mentioned in the Overview) of when you would want to schedule an email to go out at a later date:
Your new lab's grand opening is a month from now. There are many details to look after before the big day, one of which is notifying your panelists. You can schedule today an email with the news about the grand opening to go out on the exact date of the event, or earlier, if you desire.
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Select all panelists or select individual panelists that you wish to send an email to.
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From the menu above the list of panelists, select Email panelists .
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In the To box, review the email addresses.
If necessary, click Copy to clipboard and paste in Excel for more detailed information.
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In the Subject line, type the title of your email ensuring that it is descriptive, yet brief.
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(Optional) From the Language dropdown list, select the language you wish to display to the panelists on the Create password page.
This will not automatically translate your email text! This selection will only reflect if you are using the Create Password Link wildcard inside your email communication. When panelists click on the link, they will be taken to the Create password page with the text on that page in the language you selected.
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Type your email message.
Use the Wildcards to personalize the message and use the formatting tools to style the text as desired.
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Click Preview to see what the message looks like for each panelist.
Use the Preview next panelist button to see individual panelist's email preview. Close preview to return to the email editing screen.
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Click Schedule:
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In the calendar popup, click a date in the future when you wish to send the email out.
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While still in the calendar, at the bottom of it, click the clock icon to select a specific time. Use the up and down arrows or click on the number to set the hour when you wish the email to be sent. The date and time will reflect the Time Zone specified in your Settings.
The email may or may not leave our servers at the exact time you selected. The scheduled emails are sent in one hour intervals. For example, if your email is scheduled to go out at 10:00 am, the email queue on our servers checks for scheduled emails at 10:15 am, therefore, your email will go out at 10:15 am.
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Click Done .
A confirmation popup at the bottom of the screen will inform you of the scheduling success. You will also receive a copy of the email for your records once the scheduled email is sent to the panelists.
Modify Scheduled Emails
If your plans change and you need to send the scheduled email sooner than expected, or you need to send it after originally expected, follow the steps below to make the necessary change.
Scheduled emails cannot be revoked/deleted at this time.
- From the black ribbon at the top, select Libraries > Panelists.
- Click History > Email history. Use the Column picker to customize the list of columns displayed.
- Click the Subject line of the email you wish to modify.
If you do not see the email you are interested in, adjust how many entries are shown per page, or use the page navigation buttons at the bottom of the list to locate the desired email.
You can always use the Filter feature to assist you in your search. Characters entered in the Filter box will be used in the search inside the email body, in subject lines, in associated test names where applicable, and date fields. - Click Edit email > Schedule and modify the date and time as necessary.
- Click Done to save the changes.
Emails scheduled from within individual tests can also be modified by following the steps above.
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