Defining the recipients' list

Surveys > Create campaign > Recipients

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.

Index - Defining the recipients' list:

• Configuring the recipients’ list 
  
  • Conditions 
  • The AND and OR operators
  • Sub-conditions
• What to do if the recipients are not identifiable thanks to the attributes?
• Dynamic update of the recipients' list
• • A dynamic campaign, a static survey
  • Active / Inactive status

Configuring the recipients’ list 

You have 2 options: either include all active employees in your account or define a population thanks to the attributes (characteristics) of the employees. By setting conditions on these attributes, you can target a population.

Let's see in detail how to set up your conditions.

Conditions 

The conditions for Text Attributes and Yes/No Attributes

• 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: 

The attribute 'Department' <is> 'Commercial'. 

Conversely, if you wish to exclude it, you would select: 

The attribute "Department" <is different than> "Commercial".

• Contains / Does not contain: these conditions apply to a word or string of words within the defined values.

• Is not defined / Is defined: these conditions take into consideration the criteria of an empty or filled field. 

Conditions for Dates attributes

The Dates attributes ("Date of birth" and "Start Date"), are special because they can be ordered. They, therefore, have special conditions. 

• Dates from more than/ Dates from less than: allow you to define inclusion rules according to the time elapsed.

💡Tip: Very handy for creating a dynamic list of recipients and surveying people during their onboarding. Remember to set a frequency that fits with these inclusion rules (in our example, the ideal frequency would be 1 month). 

• Dates from before the / Dates from after the: allow you to define inclusion rules according to specific dates.

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

AND

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.

OR

The "OR" operator indicates that only one of these conditions needs to be met by the employee to be included in the recipients' list.

Sub-conditions

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 thanks to the attributes?

There are two possible scenarios: 

• If the criteria in your Human Resources Information System (HRIS) allow you to identify them:

You can ask your Account Manager to add the corresponding attributes.

• 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 ask your Account Manager to add a Yes/No Attribute "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 ask your Account Manager to delete the attribute if you no longer think you 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.