Send a survey by using email

Note

Microsoft Forms Pro has evolved into Dynamics 365 Customer Voice, providing you with additional survey capabilities and business benefits. The change is being introduced in phases and will be available in all geographical regions in the next few weeks, except for US Government Community Cloud customers. Dynamics 365 Customer Voice will be available on US Government Community Cloud by October 2020. For more information, see the Dynamics 365 Customer Voice documentation.

After creating a survey, you can send it through email by following these steps.

  1. Open the survey you want to send, and select Send from the toolbar at the top of the page.

  2. Select Email. A default subject line and email message appear, along with a link to your survey in the message body. You can modify and format the text to meet your requirements.

  3. In the To field, enter the recipient's name or email address. You can populate the To field by using any of the following methods:

    • Entering an email address manually.
    • Entering a name, email address, or a distribution list from Azure Active Directory.
    • Entering a contact or contact list/view from Common Data Service. The contacts are populated from the selected environment. More information: Work with environments
    • Uploading a CSV file by selecting Import recipients. More information: Import recipients from a CSV file
  4. To insert the survey link into your email message, see Insert a survey link.

  5. To add an unsubscribe link to your email message, see Insert an unsubscribe link.

  6. To personalize the email by using survey variables, see Personalize the survey email.

  7. To embed the first question of the survey into your email message, see Embed a survey in an email.

  8. To select an email template, select a template from the Template list. Default Template is selected by default. More information: Use email templates

  9. To customize the sender of the survey email, see Customize the sender's email address.

  10. When you're ready to send your survey, select Send.

Note

You can send a survey invitation to a maximum of 10,000 recipients.

Import recipients from a CSV file

You can import a maximum of 10,000 recipients by using a CSV file. You can also use this file to associate a survey invitation and response to an entity in Common Data Service. To import recipients, you must first create the CSV file and then upload the CSV file.

Create the CSV file

Provide details in the CSV file in the following order: Email address, first name, last name. To associate a survey invitation and response to an entity, you must provide the regarding entity ID and regarding entity name. To quickly get started, you can also download a CSV template.

To download a CSV template

  1. In the email editor, select Import recipients in the To field.

  2. In the Import recipients pane, select Download a CSV template.

    Download a CSV template to create a recipient list

After the CSV template is downloaded, enter the required information in the following columns:

  • Email address: Email address of the recipient.
  • First name: First name of the recipient.
  • Last name: Last name of the recipient.

To associate a survey invitation and response to an entity, add the following columns to the CSV file and enter the information:

  • RegardingID: ID of the entity to associate with the survey invitation and response.
  • RegardingEntityName: Name of the entity to associate with the survey invitation and response.

Upload the CSV file

  1. In the email editor, select Import recipients in the To field.

  2. In the Import recipients pane, select Select file to upload.

    Upload the CSV file

  3. Browse to and select the CSV file you want to upload.

The survey link is added to your email message by default. To insert the survey link in a different location in your email message, place the cursor at the location you want, and then select Insert > Survey link. You can also select text, and then select Insert > Survey link to display that text as the survey link.

You can configure your email message to include a link that allows a respondent to unsubscribe from the survey. To insert the unsubscribe link in the email message, place the cursor at the required location, and then select Insert > Unsubscribe link. You can also select text, and then select Insert > Unsubscribe link to display that text as the unsubscribe link. By default, the unsubscribe link is added to all email message templates.

Personalize the survey email

Use survey variables to personalize your survey email—for example, you can add the respondent's first name. Place the cursor where you want the name to appear, select Variables, and then select First name from the list. The first name of the respondent will be automatically inserted. All the survey variables created in a survey are displayed in the Variables list.

To create a new variable, select New variable from the Variables list. If default values haven't been defined for survey variables, a warning message is displayed at the top of the page. For more information about creating variables and providing values for them, see Personalize a survey.

Embed a survey in an email

If you have added a Choice (single answer), Rating (star or smiley symbol), or Net Promoter Score question as the first question in your survey, you can embed it in your email message. To embed the question, select Embed first question. When you embed a question, the text in the email message is replaced by the question. When a responder selects an option to answer the question, the whole survey is opened in a web browser and the responder can continue with completing the survey.

Embed a survey in an email

Note

  • You can't embed a question in an email if you've enabled question shuffling in the survey.
  • If you want to send an embedded survey in an email through Power Automate, you must embed the question in an email and save it as a new email template. While configuring a flow, you must select the new email template. More information: Use email templates

If you've created a multilingual survey, you can use survey variables to set the default locale for displaying the survey. To set the default locale, open the Survey variables pane, and then specify a value for the locale variable. The value must be a language code, for example en or fr.

Use email templates

You can use an email template—a preformatted email message—to quickly create and send email messages. You can modify the text, and then save your changes to the current email template or save the changes to a new email template. Unless you make another selection, Default Template is selected for use in an email message.

You can perform these actions on an email template:

  • Save: Save your changes to the current email template.

  • Save as: Save your changes to a new email template.

  • Delete: Delete the current email template.

  • Rename: Rename the current email template.

Note

  • You can save a maximum of 10 email templates.
  • If an email template includes survey variables that aren't part of the survey, an error message is displayed at the top of the page and you won't be allowed to send the survey through email or Microsoft Power Automate. The survey variables will be highlighted in red; you must remove these highlighted variables from the email message before you can send the survey.

Customize the sender's email address

By default, surveys are sent from the surveys@email.formspro.microsoft.com email address. The email customization feature helps you select an email address consisting of your company's domain. You can use the custom email address to send survey invitations to your respondents.

Let's say you are an owner of a company named Contoso Suites. The company's website is www.contososuites.com. You can create two custom email addresses (for example, noreply@contososuites.com and support@contososuites.com) consisting of your company's domain.

To customize the sender's email address

  1. Sign in to the Power Platform admin center with your admin credentials.

  2. Select Help + support > New support request. The support request form is displayed in the right pane.

  3. Specify the product details as follows:

    • Product: Dynamics 365 Customer Engagement
    • Problem type: Forms Pro
    • Environment: Enter or select your Common Data Service environment
  4. Select See solutions.

  5. Select Create a support request, and specify details as follows:

    • Issue title: Customize the From email address to send survey invitations
    • Issue description: Enter your issue description, and provide the domain you want to configure for sending emails. For example, if the website is www.contososuites.com, you must provide contososuites.com as the domain.
    • How severe is this issue?: Select the severity of the issue.
  6. Select Next.

  7. Enter your contact information, and then select Submit. A ticket is created with the Microsoft support team, which will contact you with the following DNS records:

    • Ownership authentication key: Proves that your organization owns the domain.

    • Email authentication keys for DKIM: Prove that Forms Pro is authorized to send messages that show your organization's domain name in the from-address.

  8. After record creation, contact Microsoft support, and provide the following information:

    • A list of email addresses you want to create, such as noreply@contososuites.com and support@contososuites.com.
    • A list of users who will be sending the survey invitations by using the custom email.

    Based on the information provided, Microsoft support will then verify the records and create the DKIM keys for signing the emails. You'll get a confirmation from Microsoft support that the record verification is complete.

    Note

    The SLA for creating DKIM keys is minimum 3 to 4 days.

  9. Sign in to Forms Pro, and open the Settings pane. Select the custom email address that you want to use for sending email.

    Custom email setting

    Use the custom email while sending the survey invitation.

    Custom From email

    Note

    In Power Automate, the custom email address is picked from the survey settings.

Example DNS records

TXT record

TXT name: @ TXT value: msfpkey=abc123abc123abc123abc123

CNAME record

Host name or Alias: fpeurkey1.\_domainkey Points to address: fpeurkey1contosocom.d01.formspro.dynamics.com

Frequently asked questions

Should the email account be a functioning account, or can it be a dummy account?

The email account need not be a functioning account to send emails; however, a mailbox must be configured if the account is expected to receive replies. In most cases, the email address from which survey emails are sent is an unmonitored email account, and need not receive emails.

How long does it take for setup to be completed?

It will take a minimum of 3 to 4 days for setup to be completed. After Microsoft support confirms the domain is active, you can start sending survey invitations by using the custom email.

See also

Work with survey settings
Send a survey by using Power Automate
Embed a survey in a webpage
Send a survey link to others
Send a survey QR code
Embed a survey in Power Apps