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How to send your satisfaction Surveys by email from Partoo?

Send your satisfaction Surveys from Partoo.

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Written by Margaux

This article was automatically translated by artificial intelligence. For accurate information, please consult the original English version.

Step 1: Verify your sending domain

For deliverability reasons, you must send your Surveys from an address whose domain name has been verified on Partoo.

  1. Contact your Partoo account manager by providing:

    1. The domain name you want to use to send your Surveys (e.g. mydomain.com);

    2. If you have the information, the name of your DNS host. Very often, this host is the same one that hosts your website.

  2. Your contact configures the domain verification with our sending service provider;

  3. Once the domain is verified, you will be able to select it as the sending address when creating your shipment.

If you enter a sending address whose domain is not yet verified, an error message will appear and you will not be able to continue until the domain has been authenticated.

Step 2: Create an email template

💡 Email templates are independent of Surveys: the same template can be reused for multiple Surveys and multiple sends.

The association between a template and a Survey is made at the time of sending, not when creating the template.

  1. Go to the Settings of your Partoo account;

  2. Click on "Reviews" then on the "Surveys" tab;

  3. Click on the "Email Templates" tab then on "New Template";

  4. Start by defining the Template Title which will help you find it easily in your list then select the language;

  5. Define the email subject. You can add variables here by clicking on "Insert a variable". For example {{first_name}}, give us your feedback!;

    💡 Be concise! Aim for less than 50 characters for optimal display on mobile.

6. In the "Appearance" section:

  • Choose the CTA button color and the font knowing that the text remains white.

  • Add a logo (recommended size: 300x100 px) and a banner (recommended size: 600x120 px);

7. In the "Email Content" section:

  • Indicate the title displayed in the body of the email then the body of the email. You can also add variables here by clicking on "Insert a variable";

8. Choose the "Call to Action", with two possible options:

  • Button: a clickable button that redirects to the full Survey (the button text is customizable).

  • Embedded NPS: the rating scale (0 to 10) is displayed directly in the email. The recipient clicks on a score to access the Survey, in one click from their mailbox;

9. Add an "Additional Text" that will appear under the button;

10. In the "Signature" section: Add your closing formula and your signature. You can also add variables here by clicking on "Insert a variable";

💡 A real-time preview of the email is displayed on the right as you complete the form.

11. Click on "Send a test" to receive a test email at the address of your choice and check the final rendering before saving it;

💡Replace variables with values to preview your email rendering.

12. Click on "Save" to save your template.

Step 3: Send your Survey

Two methods are possible to send your Survey by email: via the Partoo interface or via API.

Via the Partoo interface

  1. Go to the Settings of your Partoo account, click on "Reviews" then on the "Surveys" tab, and finally on the "Survey Sharing" tab;

  2. Choose the relevant Survey then click on "New send". You can see the Survey preview by clicking on the three dots;

  3. Select the template to use for this send then click on "Continue";

  4. Fill in the shipping information:

    • The sender's name (e.g. "My Organisation").

    • The sending email address. The domain must be verified (see Step 1): a message "✓ This domain is verified" appears if so;

  5. Add your recipients:

    • Click on "Download the template" to get the file containing the expected columns for your template.

    • Fill it out then import it by dragging it into the designated area or by clicking on "Drag or browse" (Accepted formats: XLSX only, max 5 MB, max 1,000 rows);

      💡 The file contains a unsubscribe_url column: it allows you to customize the unsubscribe link for each recipient. If left empty, a link will be automatically generated by Partoo.

    Once the file is imported, Partoo automatically checks:

    • The columns

    • The email formats

    • The required information

    • Duplicates

    If errors are detected, click on "Download the import report" to identify the affected rows, correct your file then re-import it. Click on "Validate import" to continue with valid contacts;

  6. Check the summary of your send: number of recipients, Survey, template and sender selected, email preview;

  7. Click on "Send the test" to receive an email with variables pre-filled from the first recipient's data;

  8. Click on "Send to X recipients" to start sending;

A confirmation screen appears: your emails are being sent 🙌

Via API

Sending via API allows you to automatically trigger the sending of a Survey following an event (post-purchase, post-visit, post-support). A dedicated entry point accepts a batch of recipients with their variable values, the relevant Survey, the template to use and the sender.

This integration requires the intervention of your technical team. The full documentation is available here: API documentation.

⚠️ Whatever the sending mode chosen, the number of recipients is limited to 1,000 per send.

Manage unsubscribes (opt-out)

Every email sent from Partoo must include an unsubscribe link in its footer, it cannot be removed. You have two ways to manage it:

  • Provide your own unsubscribe link for each recipient (field unsubscribe_url available both in the import file and via the API). In this case, unsubscribes are recorded directly in your own database, without going through Partoo.

  • Let Partoo automatically generate an unsubscribe link. If you do not provide a link for a recipient, Partoo uses its default unsubscribe page and records the opt-out on its side.

If you choose to let Partoo generate the link, you can retrieve the list of unsubscribed recipients in two ways:

  • Excel Export: go to Settings > Reviews > Surveys > Unsubscribes, then click on "Export list" to download an up-to-date file of unsubscribed contacts.

⚠️ Contacts in this export must no longer receive Survey emails. Since Partoo is not connected to your CRM, remember to regularly retrieve these unsubscribes to update the opt-in status in your own contact database.

  • Webhook: a webhook can also be configured to receive unsubscribes in real time. See the API documentation for configuration.

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