Email distribution allows you to send customizable survey invitation emails to your customers in real time. You can trigger these emails instantly, schedule them in advance, or set them to activate based on external events. In this article, you'll be able to learn how to send emails on-demand (ad hoc) whenever you'd like immediate feedback.

Business Use Cases

• Quick Response Needs: Ad-hoc email distribution features help deliver customized survey emails to the right audience in real time, enabling the collection of immediate feedback to support informed decision-making.

  Example: Marketing teams often need to send survey invitations quickly, particularly after product launches or events.

• Survey Participation Rates: To improve the participation rate, placeholders help to automatically include customers' names and personalized NPS or CSAT questions within the email, which can significantly increase survey participation and engagement.

This update enables real-time, on-demand survey distribution to capture immediate customer feedback, ensuring you can act quickly on insights. It personalizes emails with customer details using placeholders for a more tailored experience, and increases participation by including embedded survey questions directly within the email. Additionally, it supports reminders and thank-you emails, helping you maintain engagement and build stronger connections with your recipients.

Prerequisites

In order to access the Email Distribution, you must have the following View and Edit Distribution permissions at the Survey Level.

Setting Up Adhoc Email Distribution

Following are the steps to access Email Distribution:

1. Open a Survey and navigate to the Distribution tab.

2. Click + Create Distribution and select Email and click Create Now.

3. Go to Details section and and fill the email :

   1. Distribution Name: You can add the name of the distribution.

   2. Distribution Description: You can add a description to the distribution.

   3. Survey Type: You can choose either Standard or Conversational Surveys from the drop-down menu.

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4. Click Next.

5. Distribution Email Setup:

   Navigate to the "Body" section by clicking Save. A basic image and default content are automatically added. You have the ability to personalize every component, such as the Email Subject, Email Body text, Image, and Button text.

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   1. Subject : Add Subject manually or you can use AI to add subject line.

      There is an option to reword, fix spelling and grammar, make it long, make it short, modify tone (the capability to modify tone to professional, relaxed, empathetic, etc.), use simple language, and translate (the capability to translate into 150 different languages).

   2. Image: You can add an image to the email distribution. There is the capability to download, preview, and delete the image.

      Note: Recommended image (banner) width- 600px. Height will be auto-adjusted.

   3. Body: Include the body of the email, and you can personalize the text using a rich text editor that allows for full customization of text elements.

      Text Modification

      Personalization practices increase response rates and capture customer attention: You can modify the text using the following options which are listed below:

      1. Size: You can click to modify the size of the text.

      2. Bold: You can click to rephrase the text to be in bold.

      3. Italic: Click to rephrase text to be in italics.

      4. Underline: Yoo can use the option to underline the texts.

      5. Strike Through: You can select the option to strike the text.

      6. Add Bulleted List: You can click to add bullets to the text.

      7. Add Numbered List: You can click to include serial numbers.

      8. Align: You can select to align the text to left, right and center.

      9. Undo: You can click to undo the text.

      10. Clear Formatting: You can click to clear formatting on the text.

      11. Placeholders: You can click to add default or custom fields. For personalizing the emails, you also have access to add placeholders to the email text, which will dynamically change for each recipient.

      12. Sprinklr AI+: You can click to access to Sprinklr AI+, which assists in creating an email from scratch or improving existing email text.

          You have the ability to rephrase, correct spelling and grammar, extend or shorten the text, adjust the tone (with options for professional, casual, empathetic, and more), use straightforward language, and translate into 150 different languages.

      13. Select Question: You can click to select question.

   4. Button Text: You can add button text by clicking on Button Text option.

   5. Thank You: You can add a thank you text to the Distribution Email section. You can customize the text using a rich text editor that allows you to fully customize the text elements..

   6. Footer Text: You can add footer text and also add an unsubscription link. You can customize the text using a rich text editor that allows for full customization of text elements.

   7. Click Next.

      Embedding a Survey Question in the Email

      You can directly include an NPS or CSAT question in the email, making it easier for recipients to access the survey.

      These inquiries enhance the email's interactivity by guiding recipients to the survey with their choices already filled in, ensuring a smooth experience.

      Note: Only the NPS and CSAT questions are supported to be embedded in the mail body.

      Preview and Test Options

      A real-time preview of how the email will look is accessible on the email builder interface to help you with the customization.

      For added assurance, you can now send a test email to preview the email’s look and feel on an actual email platform. To do this, simply select a sender account and enter your own email address.

      The test email will always be sent in the base language, and placeholders will remain unresolved, appearing as placeholder names instead of actual values. Any responses submitted through the test survey will be recorded as Test Responses, with the distribution channel set to Email.

      Test Responses are excluded from distribution metrics and dashboard data by default, though you can still access them through the custom dashboard. Additionally, quarantine rules, unsubscription settings, and quotas will not apply to test emails.

      Note: Existing placeholders can be used in embedded questions. Placeholders are not resolved in Test Emails due to the absence of a profile. Expect "FIRST_NAME" instead of the actual name.

6. Thank You Email Setup:

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   Go to Thank you Template section to create a Thank You Email.

   1. Toggle Enable or Disable Thank You Email. By default, the thank you email will be enabled.

      Note: To prevent spamming, respondents who submit the survey more than once in a 24-hour period will only receive one Thank You email.

   2. Subject: You can add subject and also use Sprinklr AI to create the subject.

   3. Image: You can add an image that will suit your Thank You template.

      There is capability to Download, Preview and Delete image.

   4. Body: Include the body of the Thank You email, and you can personalize the text using a rich text editor that allows for full customization of text elements. For additional customizations, you can consult the Text Modifications included in the Distribution Email.

   5. Thank You Text : You can add Thank You text. You can customize the text using a rich text editor that allows for full customization of text elements.

      For additional customizations, you can consult the Text Modifications included in the Distribution Email.

   6. Footer Text: You can add footer text and also add Unsubscription option. You can customize the text using a rich text editor that allows for full customization of text elements. For additional customizations, you can consult the Text Modifications included in the Distribution Email. You can easily add a survey link or an unsubscribe link to the email.

   7. Click Send Text Email( In the preview section).

      1. Sender: You can select the accounts.

      2. Email: You can enter the email address.

      3. Click Send.

   8. Click Next.​

7. Reminder Email Setup

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   Go to Reminder Template to customize the reminder email.

   1. Toggle to enable reminder email template.

   2. Subject: You can add a subject to the reminder template and also use Sprinklr AI to create the subject.

   3. Image: You can add an image that will suit your reminder template.

      There is capability to Download, Preview and Delete image.

   4. Body: You can include the body of the reminder email, and you can personalize the text using a rich text editor that allows for full customization of text elements. For additional customizations, you can consult the text modifications included in the distribution email.

   5. Button Text : You can add a button text.

   6. Thank You Text: You can add a Thank You text. You can customize the text using a rich text editor that allows for full customization of text elements.

   7. Footer Text: You can add footer text and also add an unsubscription option. You can customize the text using a rich text editor that allows for full customization of text elements. For additional customizations, you can consult the Text Modifications included in the Distribution Email. You can easily add a survey link or an unsubscribe link to the email.

   8. Go to Reminder Frequency and configure how often the reminder emails will be sent to recipients who haven't responded yet.

      You can set up multiple reminder emails for recipients who have not yet responded to the survey.

      1. Repeats: You can select Daily, Weekly, Monthly(Mandatory).

      2. Repeat Every: You can set the number of days between each reminder (Mandatory).

      3. End After (Occurrences): You can define the maximum number of reminders to be sent (Mandatory).

         You can set up the frequency with which the reminder emails would be sent.

         Example: We have configured the system to send a reminder email every 3 days, with a maximum of 2 reminders per recipient.

         Note: You can change the frequency unit while setting up, they can also use the does not repeat option if they wish to send the reminder email only once.

   9. Click Next.​

8. Translation Setup:

   Navigate to the section titled Translation Details to configure translated versions of the email, allowing you to tailor the language in which recipients receive the email according to specific profile criteria. By establishing translation conditions, you can guarantee that each recipient receives the appropriate version of the email based on their profile details, including location or custom fields.
   This functionality is especially beneficial for campaigns in multiple languages, ensuring that recipients receive the most pertinent content in their chosen language. Follow the steps to set up translation:

   1. Go to Translation Condition page where you can define rules to send emails in the appropriate language based on recipient attributes. The dropdown will be a multi-select option. An error message will be displayed in case you select a language that is not available as a translation for the survey.

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      Note: If no matching condition is found, the email will be sent in the survey's base language. Please make sure to configure translations before sending the email.

   2. Click + Translation.

   3. Go to the Add Translation page, select languages from the dropdown, and click Add.

      1. Click Add Language to add specific language.

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   4. Go to the Language Condition Section (The profile-level conditions will control the language in which the recipient receives the email.

      1. Translation Condition Setup: By default, the language dropdown menu shows all the languages available as translations for the survey to indicate the languages in which translations need to be set up for distribution in an ideal world. However, you can always add another language, making the distribution setup independent from the survey setup. As you select the languages, you can now set up translation logic by defining.

         1. Language: Select the language you want to assign for the recipient.

         2. Controlling fields: Select among the Case, Transaction, or Case Custom Fields and the respective operator and value to define the language of the distribution. Multiple conditions can be added. Click Configure Translation to edit the template.

            Example: You can create a condition so that if the custom field "Location" has the value "Spain," the Spanish version of the email will be sent. If no match is found, the email will be sent in the base language of the survey.

      2. Configure Translations for the Email content:

         Once the translation conditions are defined, you can proceed to create translations for the email content by clicking on the “Configure Translation” option.

         1. Here you would have the option to configure translations for all three possible messages, i.e., Invite Message, Reminder Message, and Thank You Message.

         2. You can configure the translations for the language added while setting up distribution conditions

         3. You can also use the option of “Auto Translate” to add translations for your content in 1 click.

            Example: You can create a condition so that if the custom field "Location" has the value "Spain," the Spanish version of the email will be sent. If no match is found, the email will be sent in the base language of the survey.

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            Note: You can create a condition so that if the custom field "Location" has the value "Spain," the Spanish version of the email will be sent. If no match is found, the email will be sent in the base language of the survey.

   5. Click Next.

9. Schedule Settings

   Sending Adhoc Emails Setup:

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   After you have prepared your email content, thank-you or reminder messages, settings, and survey, you can move on to the 'Schedule Distribution' page to dispatch emails to your clients.

   Note: You can preserve your progress at any moment by selecting the “Save as Draft” feature.

   1. Select the type of Schedule.

      There are 2 ways in which you can send Adhoc Emails:

      1. Schedule: You can specify a particular date, time, and time zone for dispatching emails.

      2. Send Now: You can send emails immediately once you click “Create”.

Types of Adhoc Email Distribution

1. Schedule

   Go to Schedule Distribution page and select Type as Schedule from the dropdown.

   1. Type: Select Schedule from the dropdown.

   2. Date and Time: Select Date and Time.

   3. Sender Account: Select the email account through which you want to send the emails. To add an account:

      Navigate to CFM Persona App → Global Settings → Accounts → Add Account → Choose ‘Email Marketing’.

      Note: The "Email Marketing" account type is supported for Email Distribution. The "Email" account type is not supported.

   4. Recipient Section: Select your recipients from profiles, profile lists, segments, or samples as required. For further information on how to choose recipients, please consult the linked article. The system automatically checks for duplicate profiles from the selected sources and skips them by default. Additionally, you can hover over the number of unique accounts to see a breakdown between active and unsubscribed accounts.

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      1. Recepient Type: Select recepient type from the dropdown.

         1. Profile Based: You can target known users using profile lists, segments, or samples.

            Choose the Profile Type from the dropdown menu, which consists of Profiles, Profile Lists, and Profile Samples.

         2. Transaction Based: You can send surveys based on transaction records linked to user profiles. You can also select the transaction group.

   5. Link Expiry Details:

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      1. Start Date and Time: You can select a start date and time.

         Note: If a specific time is not chosen, the survey will gather responses as soon as the distribution is set up.

      2. End Date and Time: You can select an end date and time.

      3. Limit submissions per respondent: You can adjust the limit on submissions for each respondent. Choose the maximum number of submissions permitted and also toggle to reset the limit after a specified time period.

         Example: Adjust the limit to "a value" on a daily, weekly, or monthly schedule.

   6. Distribution Tagging: You have the ability to set up custom tags for reporting associated with this distribution. You can select the custom field and its value. Each custom field you create will result in a new column appearing in the Responses Tab and then click Done.

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2. Send Now

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   1. Go to the Schedule Distribution page and select Type from the dropdown, then select Send Now from the drop-down.

   2. Sender Account: You can select the sender account from the dropdown.

   3. Recepient: You can go to the Recipient section located on the Schedule Distribution page to configure. Select the recipient type from the dropdown, either Profile-based or Transaction-based.​

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      You can also hover over the number of unique accounts to view a split between active and unsubscribed accounts.

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      1. Profile Based: Target known users using profile lists, segments, or samples.

         You can select the Profiles, Profile Lists, and Profile Samples and select the value.

      2. Transaction Based: Send surveys based on transaction records linked to user profiles. Select the Transactional Group from the dropdown.

   4. Link Expiry: You can navigate to the Link Expiry section found in the Schedule section to configure it. Add a start date, end date, and time. You can also toggle the option Limit submissions per respondent to limit the number of attempts. Refer to the Schedule section for more details.

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   5. Distribution Tagging: You have the ability to set up custom tags for reporting associated with this distribution. You can select the custom field and its value. You can consult the Distribution Tagging section found in the Schedule section to configure by selecting custom field and its value.

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After you have finished composing the email and selecting the recipients, you can just click “Create” to generate the distribution. If you choose to send it now, the emails will be dispatched immediately, and if scheduled, they will be sent at the designated time.

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