Email Notification

Introduction

Email Notifications make it easy to keep your team in the loop and act on survey responses in a timely manner.

You can receive email notifications whenever new survey data becomes available, or when a user enters a specific segment in Refiner.

Create notification trigger

To set up email notifications, navigate to Notifications in your Refiner dashboard.

Click Create trigger, select Email Message, and then click Create trigger again.

On the next page, you’ll see a form with the settings for your new trigger. Since you can create multiple Email Notification triggers, we recommend giving each trigger a distinct name, for example New Promoters.

Choose a trigger event

The Trigger Event section lets you define when you want to receive a notification.

You can choose between the following trigger events:

• New response
• Segment match
• Tag added

The New response trigger event also includes partial responses. These notifications are sent with a short delay, based on your partial response settings.

Customize the email subject

Depending on the selected Trigger Event, emails will use one of the following default subject lines:

New survey submission: {{ survey.name }}
User entered segment: {{ segment.name }}
A response was tagged: {{ tag.name }}

You can customize the subject line using Liquid Tags. In addition to contact, survey, segment, and tag information, you can also use survey response data, such as {{ response.nps }}.

Add conditions

You can define conditions that need to be met before a notification is sent.

Send Conditions help you make sure that your team only receives notifications for the responses that matter most.

For example, you can choose to trigger a notification only when a respondent gives a specific answer, when an NPS score is below a certain value, or when a contact matches specific user traits.

Choose data fields

By default, all response data is included in notifications.

You can also choose to include only selected data fields. When selecting specific data fields, you can also include additional user traits in the notification.

Please note: The data labels shown in your email correspond to the Trait names found in the Data Index.

Select recipients

Choose who receives the email notification. You can send it to specific team members, or to everyone with a given user role. Only the option you have selected is used.

Selected users

Selected users sends the notification to the teammates you check in the list. You can pick one person or several. You can also invite a shared address, such as sales@company.com, as a team member and select it here.

The list only includes teammates who have access to this environment.

By role

By role sends the notification to every teammate with a role you select. You can select one role or several:

• Admins
• Managers
• Contributors
• Analysts

Refiner looks up who has those roles each time it sends the notification. A new teammate with a selected role starts receiving it. Someone whose role changes, or who no longer has access to the environment, stops receiving it. The Finance role is not available.

Resubscribe a recipient

Each notification email has an unsubscribe link. A recipient who uses it stops receiving that notification.

In the Selected users list, unsubscribed people stay visible, grayed out, with a ban icon. Their checkbox can’t be changed from the list. Click unsubscribed recipients under the list, select the people you want to add back, and click Re-subscribe selected users. They’re checked in the list again. Save the trigger to apply the change.

With By role, that person receives the notification again on the next send, as long as their role is selected.

In Selected users mode, the notification is paused if the last selected recipient unsubscribes. Activate it again from the Notifications list after it has at least one recipient.

Send test notification

Before saving your trigger configuration, you can click Send test. Then, check your inbox to confirm that you received the notification.