Mercer Mettl 360View: Managing Email Communications
There are various email templates available on 360View that can be customized. A few of them are present at the account level that can be used to set the default email templates across all surveys being run in the account on a specific survey template. Many of them can be set at each survey level and are applicable to that survey only. On duplicating a survey, communications being sent in the previous survey can also be duplicated.
Email Communications can be set up while creating a survey, or while a survey is live or after survey completion, depending on the communication being sent out in the email.
E.g. Invitation emails should be set up before the survey is launched, Reminder emails can be set up while the survey is Live and Share Report emails can be set up even after the survey has closed.
Survey Level Templates
Based on the type of participant upload flow chosen, there are various email templates available for customizations. These templates are available at survey level, any changes made to these templates are applicable for this specific survey only. For templates available at account level, those templates are considered as default templates for every survey created in that account.
Admin-driven process
Where account admin nominates all the survey participants. In this flow, below are the email templates available for customization.
1. Invitation Email
These emails are sent to all participants added as a survey participant.
2. Automated Reminder Emails (Optional)
These email communications are sent to all participants that have been added as a survey participant but are yet to Complete the survey for any Feedback Seeker. There are 3 automated reminders that can be set. Once a reminder has been sent, the same template can be reused to schedule another reminder email. These can be scheduled to be sent either at a specific time or a few days before the survey closes.
3. Ad-hoc Reminder Email (Optional)
These email communications are sent to some specific participant(s) if a particular communication needs to be sent to them. The audience for this email communication is selected from the survey running page.
4. Share Report Email (Optional)
These email communications are sent to all participants with whom their individual report is being shared. Along with the report in the email, a few guidelines on how to read the report, next actions etc. can also be mentioned in the report. If reports are password protected, then the email contains a password as well which can be used to access the report.
Employee–driven process
Where employees are nominated by Admins and Employees must nominate their Feedback Providers.
1. Self-Nomination Email
These email communications are sent to all participants nominated as a Feedback Seeker in the survey. Through this email, they get a link which takes them to a page where they can nominate their own Feedback Providers.
2. Request for Approval
These email communications are sent to all stakeholders nominated as an Approver for any Feedback Seeker in the survey. After the Feedback Seekers have nominated their own Feedback Providers, an Approver is responsible for verifying the people nominated. They can add/modify/delete the details of the nominations.
Account Level Templates
A few templates are available at account level, those templates are considered as default templates for every survey created in that account.
1. Invitation Email
These emails are sent to all participants added as a survey participant.
2. Automated Reminder Email
These email communications are sent to all participants that have been added as a survey participant but are yet to Complete the survey for any Feedback Seeker. There are 3 automated reminders that can be set. These can be scheduled to be sent either at a specific time or a few days before the survey closes.
3. Ad-hoc Reminder Email
These email communications are sent to some specific participant(s) if a particular communication needs to be sent to them. The audience for this email communication is selected from the survey running page.
4. Survey Close Date Intimation Email
This is the only template available just at the Account Level. Whenever a survey closing date is extended, after date extension the Survey Admin can choose to send an email to all survey participants informing them about the extension.
5. Self-Nomination Intimation Email
These email communications are sent to all participants nominated as a Feedback Seeker in the survey. Through this email, they get a link which takes them to a page where they can nominate their own Feedback Providers.
6. Request for Approval Email
These email communications are sent to all stakeholders nominated as an Approver for any Feedback Seeker in the survey. After the Feedback Seekers have nominated their own Feedback Providers, an Approver is responsible for verifying the people nominated. They can add/modify/delete the details of the nominations.
7. Share Report Email
These email communications are sent to all participants with whom their individual report is being shared. Along with the report in the email, a few guidelines on how to read the report, next actions etc. can also be mentioned in the report. If reports are password protected, then the email contains a password as well which can be used to access the report.
Separate email to Self and Others
Those email templates that can be sent to both types of survey participants (Self and all others), the templates can be modified to reach both types of participants such that it is curated for that participant group. So, ‘Self’ participants can receive an email that explains what they need to do while filling the survey for themselves. Similarly, ‘Other’ participants can receive an email that explains what they need to do while filling the survey for others.