Survey notifications are messages you can enable and personalise, sent to survey administrators and respondents.
In cases where a respondent selects a particular answer in response to a question, notifications via email provide an opportunity for a swift response. If certain question responses require immediate attention or follow-up, administrators are notified straight away so they can take appropriate action, such as approaching the respondent for clarification or assistance.
By enabling notifications, you keep both administrators and respondents informed and engaged, ensuring smooth communication, prompt actions, and transparency throughout the survey process.
TABLE OF CONTENTS
You can access this feature from your MSL website. Only Content Editors with access to Survey Admin and Organisation Admins with permissions to edit surveys can access the Edit Notifications window.
Survey Notifications are sent every few minutes, once a response has been submitted.
For further information, see Survey Admin.
Survey Notifications Descriptions
This table lists and describes the types of Notifications.
| Notification Name | Definition |
|---|---|
| Response Notification | If enabled, a message is sent to the specified administrator's email address when a survey response is completed. |
| Response Acknowledgement | If enabled, a message is sent to the respondent when they complete their response. Messages are not sent if the response was completed anonymously. |
| Specific Response | If enabled, a message is sent to the specified administrator's email address when a survey response is completed, and the specific question option was selected by the survey respondent. |
Notification Editor Fields
This table lists and explains the fields in the Edit Template dialog.
| Field Name | Definition |
|---|---|
| Enable these notifications | If selected, the notification is activated, and the corresponding message is delivered to an administrator or respondent, depending on the type of notification. |
| From name | This is the sender’s name. This becomes the display name for the organisation to which the survey belongs. |
| From address | This is the email address for the organisation to which the survey belongs. |
| To address | This is the email address the notification is sent to. Only one email address can be specified per notification type. |
| Subject | This is the subject line for the email. |
| Body | This is the main text of the email. You can insert as much text as you want, including supporting links and images. You can also use Message Tokens to insert additional, automated survey information. For further information, see Message Tokens. The Email Editor Toolbar can be edited to add or remove the available buttons. |
Message Tokens
Tokens can be used in the body of a message to add custom details to its content.
This table lists and explains the available tokens.
| Token Name | Definition |
|---|---|
| {RESPONDENT_FIRST_NAME} | This token adds the respondent's first name to the body of the message. |
| {RESPONDENT_LAST_NAME} | This token adds the respondent's last name to the body of the message. |
| {FORM_ID} | This token adds the survey ID to the body of the message. |
| {FORM_TITLE} | This token adds the survey title to the body of the message. |
| {FORM_ORGANISATION_NAME} | This token adds the name of the organisation to which the survey belongs to the body of the message. |
| {RESPONSE_ID} | This token adds the response ID to the body of the message. The response ID is also displayed alongside the response in the Edit Responses window, and in survey reports. |
| {RESPONSE_DATE} | This token adds the date the survey is submitted to the body of the message in the format 09 Jun 2023. |
| {RESPONSE_TIME} | This token adds the time the survey is submitted to the body of the message in the format 10:30. |
| {RESPONSE_DATETIME} | This token adds the date and time the survey is submitted to the body of the message in the format Friday 09 Jun 2023 10:30. |
| {SECTION_TITLE} | This token adds the section title to the body of the message. This token is available only in the Specific Response notification. |
| {QUESTION_LABEL} | This token adds the question label to the body of the message. This token is available only in the Specific Response notification. |
| {QUESTION_TITLE} | This token adds the question title to the body of the message. This token is available only in the Specific Response notification. |
| {OPTION_TEXT} | This token adds the selected option to the body of the message. This token is available only in the Specific Response notification. |
| {RESPONSE_REPORT_URL} | This token adds the response report URL to the body of the message in the format /admin/surveys/responsereporthandler/[FORM_ID]/[RESPONSE_ID/. This token can be appended to your MSL website's URL in a hyperlink to provide a clickable link in the notification that will automatically download the survey response report as a PDF file (.pdf) should the notification recipient have edit surveys permissions for the organisation to which the survey belongs. The link URL should be entered as: https://[domainname]{RESPONSE_REPORT_URL} For example, if we enabled this notification on our website, the link should be https://www.ukmsl.com{RESPONSE_REPORT_URL} Contact support@ukmsl.com to request the /admin/surveys/responsereporthandler/ page be installed on your MSL website. This token is available only in the Specific Response notification and Response notification. For further information, see How to Include a Survey Response Download Link in the Survey Response Notification. |