Eval&GO emailing system

Discover the steps to follow to use our emailing platform : 

 

 

1. E-mail address verification 

 

Before sending your first email, your identity as an e-mail sender has to be checked. 

Thus, we request you to provide a valid e-mail address. It will then become the sender’s address of your emails sent through the platform. 

Once your email address is filled in, click on “Validate my email address”.
After that, an e-mail will be sent to this address. Do not forget to check your SPAMs if you do not receive it. 

You confirm your identity by clicking on the button “Validate my email address” in the email's body. The Eval&GO app then opens in another tab. 

 

Security measures regarding the mails sent from Eval&GO

In order to grant a good email deliverability and a secure process, we limit the number of emails in your first campaigns. These security measures are taken in order to avoid phishing from our platform. 

Phishing is a fraudulent technique aimed at tricking the user into communicating personal data (accounts, passwords, bank data…) pretending to be a trustworthy third party. 

Thus, after the validation of your e-mail address, your campaigns will be sent progressively. After the verification of the first 100 e-mails, the sending volume will increase (200 and then 500 e-mails). There is approximately 1 hour between each verification step. Once all the levels will be validated, the e-mail campaigns will be sent at the pace of 1000 e-mails/hours maximum. 

For each email, we will do a verification of your recipients’ email addresses. If less than 10% of your emails contain errors (invalid, misspelled or non-existent addresses), you will be able to jump to the next step. Allow 1 hour between each step.  

The “error” addresses will appear as “Blocked” in the Eval&GO app. 

Once all the steps will be validated, your email campaigns will be sent at the pace of 1000 emails/hour maximum. 

Keep in mind that the PRO account allows you to send 2000 emails/month while the PRO+ account has a limit of 10 000 emails/month. 

Important: Eval&GO takes care of splitting your campaigns. Thus, you can select the integrality of your contacts when sending. Your email will be sent at the first 1000 contacts and the rest of the e-mails will be delayed. You will be able to monitor the status of the e-mails from the “Follow-up” module, tab “Emailing follow-up”. 

If your campaign contains more email addresses than what is authorized in one step, this message will appear: 

“You have reached the limit of e-mails authorized for this campaign. We will automatically fragment your mailings (allow 1 hour between each mailing). If we notice that an important number of email addresses are not valid, your campaign will automatically be suspended. Do you wish to pursue?”

This message means that the additional emails will automatically be delayed by one hour so as to respect the mailing steps. You will then have the possibility to follow-up your e-mails from the module “Follow-up” ­čí¬ “Emailing follow-up”.

 

 

2. Sending a questionnaire by email 

 

2.1 Creation of the e-mail 

We have created for you a default email. It contains already all the required information for the sharing of the questionnaire by email: the variables linked to the name and surname of the contact, the name of the survey and especially the variable {{ url }} that allows us to insert automatically the link of the questionnaire. A warning e-mail will prevent you from sending the e-mail if this variable does not appear in the message. 

Note: It is not required to copy/paste or to insert any questionnaire link in this email given that our app will generate an individual and nominative link for each of you recipients. 

This email is customizable: You can custom the test, the style and add extra variables. The list of available variables is indicated at the right of the page. Copy/paste the variables of your choosing in the email's body. 

As soon as your mail will be ready, you’ll just need to click on the “Use this theme” button to jump to the next step.  

Note: You can save your email as a template so as to be able to use it again later-on, for another questionnaire. 

 

2.2 Addition of the recipients 

In the “Contact list”, you can insert manually the e-mail addresses of your choice. Click on the “Entry” button or on the spacebar to validate each address. 

If you already have created contacts, a drop-down menu allows you to search and select them.
If you already have created groups of contacts, they will be displayed below. You can tick one or more groups of contacts. 

Important: If you are using the emailing platform for the first time to publish your survey, do not forget to upload your contact lists and to create contact groups from the “Contact Manager” menu (see step “5.1 Create contacts”). 

 

2.3 E-mail subject 

You can customize the subject of the email you will send to your respondents. 

 

2.4 Name of the sender

It is possible to set up a sender’s name. It will appear in the in-box of your recipients. It is not a mandatory field: if you do not set up a sender’s name, it is your sender’s e-mail address (the one filled-in during the “Verification of the e-mail” step) that will appear by default. 

 

2.5 Customization of the reply email address

By default, the reply e-mail address will be no-reply@evalandgo.com or no-reply@urlweb.pro (when the “white label” feature is activated). It is thus impossible for your contacts to answer the emails sent by Eval&GO. 

However, you can define an address that will be used as a mailbox in case you would receive answers to your email. It is a PRO+ and PRO+ Team feature. 

 

2.6 Campaign scheduling

Click on the “Schedule a campaign” button in order to define the date and hour when you wish your email to be sent. 

By clicking on “Confirm”, your setting will be saved. You will then be able to consult and check your e-mails from the “Follow-up” module, tab “Emailing follow-up”. Your programmed email will appear there. 

The campaign scheduling is a PRO+ feature. 

 

2.7 Send only to the contacts that have not started to fill the questionnaire yet 

This option allows you to send an email only to the recipients that have not started to fill-out the survey yet. 

By activating this option, the respondents among your contact list that have already started or finished filling-out the survey will not receive your email. 

Note: This feature works only if your contacts have already received a first email for the survey in question. Thus, Eval&GO will automatically send them their personal and unique survey link. Therefore, there will be no risk of duplicates among your respondents.

 

3. Emailing follow-up

 

It is possible to consult and check all the emails sent from our platform. To this end, go to the “Emailing follow-up” tab (“Follow-up” module). 

An invitation corresponds to an email. For each invitation, the sending time and date will appear. 

For every invitation you’ll have: the email status (In progress, Pending, Delivered, Delayed, Rejected, Refused, Blocked), the respondent’s actions (opened, clicked, unsubscribed), the filling level of the questionnaire (not started, in progress, finished) and the number of follow-up emails sent. 

 

 

4. Sending a reminder

 

From the tab “Emailing follow-up”, you can send a follow-up email to your respondents. 

For this purpose: 

  • Click on the “Send a reminder” blue button, to the right of an invitation or a recipient. 

Note: When the “Send a reminder” button is shaded, it means that the e-mail has failed and that you cannot send a follow-up email to those recipients. 

  • First, you can custom your message or use it as it is. Remember not to delete the {{ url }} variable that allows us to automatically generate your recipient’s unique and nominative questionnaire link. An alert message will prevent you from sending the e-mail if this variable does not appear in the email's body. 
  • Click on “Use this themel”

Note: You can save your email as a template by clicking on “Save as a new theme”. 

  • Then, define a subject, a sender’s name (optional) as well as a response email address (optional). 
  • In the menu “Reminder type”, you can choose to send a follow-up email to the recipients who have not started to fill-out the form and/or to those who are in the middle of the process. You can also manually select one or more contacts or even a group of contacts. 
  • It is possible to schedule your follow-up email by selecting the date and time of your choice. 
  • Click on “Confirm” to send your follow-up email (or to save it if it is programmed email).
  • Your follow-up email will appear in the list of mailings, with the mention “Follow-up”.  

 

 

5. Contacts management

 

The “Contact Manager” menu allows you to create and to import contacts or groups of contacts in the application. You will thus save time for your emailing campaigns. 

IMPORTANT: Your old contacts have not been deleted but must be updated within the framework of the GDPR regulation. 

Indeed, as a security measure, we ask you to re-import your contact lists making sure they are qualified and that your contacts have given their consent to receive surveys by email.
To know more about “opt-in” contacts, click here.

It is not required to re-import your old contacts if you do not wish to send them new surveys. They will not disappear, in case you would need them at some point, they will be available in the “Results & data” module, in the “Individual Data” tab, associated with their answer to a previous questionnaire. 

 

5.1 Creation of contacts

In order to create contacts, there are two options: 

  • Method 1: Clicking on the “New contact” button. This method allows you to create new contacts, one by one. 
  • Method 2: Clicking on “Import contacts”. This method allows you to directly import a contact list thanks to a CSV file. 

Method 1: Creation of a new contact 

  • Click on “New contact” 
  • Fill in the contact’s email address
  • You can also fill in the contact’s name, surname and phone number. 

Note: The password and ID are not mandatory. You will have to fill them in only in case of activation of the “Access by login/password” option in your questionnaire (“Publish” module). 

  • It is possible to add customized fields (for instance a customer number, the company etc.). The customized fields should be created beforehand in the “Settings” tab.  

If you wish to add contacts to an existing group, tick the box corresponding to the group you want. If you do not have any contact group, you can create one using the “Add a group” button. The groups can also be created from the “Settings” tab (see 5.2 Groups Management). 

  • Don’t forget to tick the “I certify that the imported contacts are Opt-in” box before validating. 

An “Opt-in” contact is a contact that meets the following requirements: 

  • He explicitly gave his consent to receive surveys by email during the past 12 months. 
  • Its e-mail address has not been provided by a third party.
  • Its e-mail address has not been sold or rented.

Read more 

Method 2: Import a CSV contact file 

  • Click on “Import Contacts”. 
  • Select your file. Precise if your file is saved in the format “comma separator” or “semicolon separator”. 
  • Indicate if your file contains a header line by ticking the corresponding box. 
  • Do not forget to define the order in which the elements (name, surname, phone number …) appear in your file. For that, you can drag and drop these elements using the small arrows. Important: It is mandatory that your contact’s email addresses appear in the first column of your folder. 

If you have other information to import, for instance the company or the client number, you will have to create personalized fields beforehand from the “Settings” tab (see “5.3 Personalized fields management”).

If you wish to add contacts to an existing group, tick the box corresponding to the group you want. If you do not have any contact group, you can create one using the “Add a group” button. The groups can also be created from the “Settings” tab (see 5.2 Groups Management). 

  • Do not forget to tick the case “I certify that the imported contacts are Opt-in” before validating. 

If you encounter difficulties while uploading your file, make sure that your table is correct:

  • Make sure that you have saved your file to format CSV (comma or semicolon) and not Excel (.xlsx). 
  • There should not be any special characters in the table’s cells. 
  • There should not be any blank in the “email” cells (should it be before or after the address). 
  • There should be no return to the line inside the cells of the table. 
  • If there is a header line, make sure that you have indicated it before uploading the CSV (by ticking the corresponding box). 
  • Make sure that all the email addresses have the good format (emailidentifier@emailwebsite.com

Tip: If you encounter problems during the uploading, open your CSV file in a text editor such as Notepad++ or Bloc-Notes in order to look for eventual unwanted blanks or other errors. 

 

5.2 Contact groups management

From the “Settings” tab, you can consult and create contact groups. 

Click on “Add a group”, name your group and click on “Validate”. 

The list of your groups appears. For each, you can see the number of contacts they contain, the list of members, rename it (thanks to the pen icon) or delete it (thanks to the bin icon).
Please note that the suppression of a group does NOT trigger the suppression of the contacts contained in the group. 

In order to remove one or more contacts from the group, you just have to click on “See the list” and on the red icons to the right of each contact. 

Note: The groups can also be created during the addition of a new contact or during the upload of a contact file. 

 

5.3 Personalized fields management

The personalized fields are information related to the contacts that you wish to import in the Eval&GO app. It can be a client number, the name of its company, its region… 

In order to fill in these elements during the import of your contacts, you have to create your personalized fields beforehand. 

For this purpose: 

  • Click on the “Settings” tab 
  • Click on the “New field” green button 
  • Name your field and validate

The personalized field that you will have created will appear in your contact list, in the emailing follow-up and in the CSV export of your individual data. 

 

5.4 “Blocked” contacts

For each email, we verify your recipient’s email addresses. If some of them are not valid, you will see the mention “Blocked” in the column “Status” of the “Contact Management” module. By clicking on this status, a pop-up window will appear indicating the type of error reported by our service provider. 

Once the contact is “Blocked”, it is impossible to send him new surveys by email from our platform. 

We advise you to check these “Blocked” email addresses and to delete them from your contacts. 

For ease of use, you can filter your “Blocked”. It is also possible to export the list of all your “Blocked” contacts (to keep a copy for instance). 

 

5.5 “Unsubscribed” contacts

Your recipients can ask not to receive your emails anymore. 

In order to be RGPD compliant, Eval&GO indeed added the mention “In order not to receive emails from this sender anymore, please click here” at the end of the emails sent from the platform. 

By clicking on this link, your recipient explicitly asks not to receive emails from you anymore. You will see the mention “Unsubscribed” in the column “Status” of the “Contact Management” module. 

Once the contact is “Unsubscribed”, it is impossible to send him new surveys by email from our platform. 

You can filter your “Unsubscribed” contacts from the “Contact Management” module. It is also possible to export the list of all your “Unsubscribed” contacts (in order to keep a copy of it for instance). 

Note: If you delete all of your “Unsubscribed” contacts and add them again afterwards, they will still appear with the “Unsubscribed” status.