Sending emails via an arbitrary server (e.g. gmail)
We talk about individualized sending of emails where recipients get invitation with individualized URLs that enable individualization of invitations (e.g. name and surname) and tracking about who already answered to a survey. That enables selective sending of emails (e.g. third remainder is sent only to non-responders). Generally, we do not advise this kind of approach if it is not necessary. We recommend sending of two emails (two-email setting) where individualization is not necessary.
An active 3KA package is required to send individual emails.
When sending email invitations through the 1KA system, you can choose three different modes of sending by clicking on 'Mail settings', which are located in the row next to the 'Send' button, in the 'PUBLISH' – 'Email' tab. In the first two modes SMTP system or user's email is used. Combination of system 1KA (it enables tracking) and user's email account is utilized in this case. The latter can be applied to general service of email providers (Gmail, Yahoo, Microsoft, Arnes, Siol etc.) or to email server of a user (or company), who is also listed as the sender when sending the invitation.
SMTP Setting for own mail server:
Procedure is the same as for Gmail in everything except that here specific technical characteristics of a server must be entered. Here you need to enter your own SMTP settings, namely:
- The first four fields, 'From', 'Reply to', 'Username' and 'Password', should be filled out similarly as with Gmail; the only difference is that you do not need to specifically create a password.
- In the 'Authentication' section always choose 'Yes', unless the server does not require a password.
- You should set up the 'Encryption', 'Port' and 'Host' options in accordance with technical guidelines of your email provider. In case you don’t know these settings, ask your system administrator, since they depend on each mail server.
- When all options are set, select 'Test setting', so that the system will send a test message to your account. If the test message was delivered, then save all settings.
- After successful testing, resume e-invitations editing in the 'PUBLISH' - 'Email' tab.
In order to successfully deliver email invitations, the SMTP server must be configured in accordance with the corresponding guidelines in this area (e.g. authentication, server name, DNS, etc.), which are in the domain of system administrators. In case of problems with the settings, you are advised to first check their accuracy with your technical support. In case of further problems, please contact our helpdesk. More complex cases may require the involvement of the technical department. An example might be one of the Slovenian operators, in case their server, through a reverse DNS, did not properly recognize the server 1KA.si and a specific solution has to be developed (in collaboration with system administrators).
The speed of sending email invitations depends on the server, and in some cases sending 1000 invitations may take even one hour.
Note: When sending invitations to 1KA via SMTP settings for Gmail, you need to enable the "Enable less secure applications" option in the privacy settings (Account - Security - Access for less secure applications). It is not possible to activate this feature if you have two-factor authentication enabled for your Gmail account. Gmail also has highly changing privacy and security settings, so check your current messaging settings across platforms before using it.
1KA email system servers on www.1ka.en
We enable this option only a few or users, who specify a concrete reason for sending email invitation through our server. So, this option allows you to send the invitations via 1KA's server, by which the sender is 1KA (email@example.com). In the field 'Reply to' you will find the email address you used to log into the application, which you can also change. Sending invitations via 1KA email server runs very fast, for some 1000 invitations it only takes about a minute.
1KA email server in the case of own installation
In the case of our own installation (either on a 1KA server or on a user's server), you can use the email system of our own 1KA installation, which has the same features as the 1KA system server on the parent 1KA server at www.1ka.si, by being responsible for spam ourselves and by having our own email address. Of course, in both cases, we can connect our own 1KA email system settings to any SMTP server as described above.
- How do I quote / cite the use of 1KA in my work?
- Can I send an email with an invitation to my survey to anyone?
- Who can respond to my survey?
- How is the tool tested?
- For how long is the survey saved and for how long is it active?
- What is the limitation on the number of questions and respondents?
- What information should I include when I publish a report?
- Why is the CAPTCHA image not displayed?
- Are there any templates available (for example, to evaluate the work of a professor in the classroom)?
- How do I prevent the same respondent from participating in the survey multiple times?
- What about underage respondents?
- Is it possible to change the sender's email when sending email invitations through the 1KA system?
- How safe is it to store data on 1KA?
- How can I track the respondents?
- How do I clear my browser's cookies?
- Are mobile surveys supported by 1KA?
- Can standard words be altered?
- Can I insert an attachment in the email invitation?
- What kind of customer support does 1KA offer?
- Where does free help end?
- How to ensure anonymity in an online employee survey?
- How do I change or update my browser?
- Troubles sending email invitation using Gmail email server
- How do I create a one-click log-in confirmation in 1KA?
- Why are e-invitations redirected to spam?
- 1KA registration and login
- Granting access to helpdesk
- Sending emails via an arbitrary server (e.g. gmail)
- Settings for respondent access: cookies and passwords
- Adding respondents when sending email invitations
- Use of identification codes for respondents
- Combining lists of email invitations
- Sending email invitations
- Embedding the survey on a website
- Recommendations for minimizing non-response
- Setting a custom URL for a survey
- Your first survey