Available for: Admin, Campaign Admin
Within each campaign, you can define your list of recipients. To do this, go to the "Recipients" tab of your campaign.
In this article:
- Configuring the recipients’ list
- What to do if the recipients are not identifiable through filters?
- Dynamic update of the recipients' list
Configuring the recipients’ list
You have 2 options: either include all active employees in your account, or define a population depending on the employees' characteristics thanks to the analysis filters. By setting conditions on these filters, you can target a population.
Let's see in detail how to set up your conditions.
The conditions for Text filters and Yes/No filters
- Is / Is different than: these conditions take into account the exact values.
For example, if you want to include the Sales department in your mailing list, you would select:
Conversely, if you wish to exclude it, you would select:
- Contains / Does not contain: these conditions apply to a word or string of words within the defined values.
For example, if you have named all your departments as follows: "Sales Department", "Technical Department", etc. - you could include all the directorates by selecting:
Conversely, if you wish to exclude all the departments from the mailing list, you will select:
- Is not defined / Is defined: these conditions take into consideration the criteria of an empty or filled field.
For example, to include all referenced employees in a team, you would select:
Conversely, to include only people with an empty field in "Team", you would select:
Conditions for Date filters
The Dates filters ("Date of birth" and "Start Date"), are special because they can be ordered. Therefore, they, have special conditions.
- Dates from more than/ Dates from less than: allow you to define inclusion rules according to the time elapsed.
For example, to include only people who have recently joined the company in their second month of onboarding at the time the survey is launched, you can select :
💡Tip: To avoid sending the survey to the same people, match the frequency with the time difference you have chosen in: "Start Date dates from less than" and "Start Date dates from more than".
In our example, the ideal frequency would be 1 month (2 months - 1 month = 1 month difference).
- Dates from before the / Dates from after the: allow you to define inclusion rules according to specific dates.
For example, to send a survey to generation Y (born between 1984 and 1996), you would select :
The analysis filter "Birth Date" <dates from after the> "01/01/1984"
The analysis filter "Birth Date" <dates from before the> "01/01/1997"
ℹ︎If you use the 'Dates from after the' option, users with the selected date will also be included in the recipients’ list, whereas with the “Dates from before the” option, users with the selected date will not be included in the recipients’ list.
The AND and OR operators
The "AND" operator is equivalent to adding up several conditions. An employee must meet all these conditions to be included in the list of recipients.
For example, if you want to include employees in the sales department in France, select :
The "OR" operator indicates that only one of these conditions needs to be met by the employee to be included in the recipients' list.
For example, if you want to include all employees in France regardless of their department and all employees in the sales department regardless of their country, select :
When you need to define a slightly finer list of recipients involving the two operators "AND" and "OR", you can set up sub-conditions.
To create a sub-condition, click on the arrow to the right of your parent condition .
This will create a block that behaves like a parenthesis in an equation.
💡Tips: To avoid repetition and structure your recipient list, you can define a first block specifying all the criteria your populations have in common, and then a second block to specify the other criteria that add up to this first block.
For example, if you want to survey employees in the Headquarters, Sales and Technical departments in France, you can define your list of recipients as follows:
If you want to survey the employees of the Headquarters, Sales and Technical departments in France and the employees of the Administration team in the United States, you can define your list of recipients as follows:
What to do if the recipients are not identifiable through filters?
There are two possible scenarios:
- If the criteria in your HRIS allow you to identify them:
You can ask add the corresponding analysis filter.
- If there are no grouping criteria to identify them in your HRIS:
Only personnel numbers or email addresses can identify your recipients? Don't panic!
You can add a Yes/No analysis filter "Mailing list - Campaign". All you'll have to do is update your coworkers' database with information on whether or not they should be included in your campaign's recipients list. Once the campaign is over, you can delete the filter if you think you no longer need it.
Dynamic update of the recipients' list
A dynamic campaign, a static survey
The recipients’ list of a campaign is dynamic. As soon as coworkers corresponding to the criteria defined in this list are added or deleted from the account, they will automatically be updated in the list of recipients of your campaign.
On the other hand, the mailing list of a survey remains fixed from its launch to its end. This means that it is not possible to add recipients to a current survey: changes made to the campaign's recipients list will take effect when the next survey is sent within the campaign.
Active / Inactive status
For your coworkers to be included in the mailing list, they must be active at the time the survey is launched. By making a coworker inactive, you temporarily remove them from the mailing lists of all your surveys and/or the SuperLike.
Our recommendation: We recommend that you always include all coworkers in your account and set them as active or inactive during your regular updates. This way, the recipients’ list of your campaigns will be automatically updated according to the characteristics of the employees.