PUBLISH

Using the 1KA email invitation system allows you to track the respondents.

The system recognizes the status of each respondent according to the individual code, which you need to include in the 'PUBLISH' – 'Invitations' tab. Invitations are only available to 3KA private package users.

Enter individual code

In email invitation settings you can choose between automatic and manual entry of individual code:

• Automatic entry: by choosing 'Tracking code in the URL (default)', the individual code is embedded in the survey URL, but the email must be sent via the SMTP 1KA system and the message must include the variable #URL#.
• Manual entry: if you select 'Manual entry of personalized codes', the respondent will have to enter the password himself, which is used primarily for letter invitations. In this case, the respondent must also receive his individual code.

The same applies at 1KA.Arnes.si. To activate the survey access code, click on the 'Settings' button in the 'PUBLISH' - 'Invitations' tab. For the 'Status tracking' option, you can choose between the default tracking code in the URL (the code is automatically transferred to the survey from the URL of the invitation link) and the manual entry of personalized codes (the user must enter the code, which is generated and exported in the 'Browse' tab, manually).

Assign individual code

The 1KA system enables the automatic generation of individual code. When the author of the survey adds the respondent’s email, the system generates an individual code or password for each respondent.

However, the individual code can be defined by the user or the author of the survey and entered by the email address when adding the respondent. More >>

Activate individual code

The last step in tracking respondents is to activate individual codes:

• When sending email invitations via the STMP 1KA system, codes are activated in the last step with the sent email.
• In case of using another system for sending email invitations or sending written invitations, the codes can also be activated manually, in the 'Review and Send' step (after creating new email invitation and clicking 'Continue') by clicking 'Activate all the recipients and their passwords without sending e-mail'.

By activating the recipients and their passwords, a new line is created in the database, in which the responses of each respondent are stored.

It is not possible to link identifiers from the 'PUBLISH' - 'Invitations' tab with survey data. This is only possible in special cases (legal basis). Only the administrator can connect the data.

This is in regards to sending emails where the recipient receives an invitation with a generic or individualized URL, which allows individualization of invitations (e.g. first and last name) and tracking of who has replied, as well as potentially selective sending of emails (e.g. a third reminder is only sent to non-respondents). In general, this approach is discouraged unless it is really necessary; a two-email setup is recommended, where individualization is not necessary.

When sending invitations via the 1KA system, you must first enable the system in the 'PUBLISH' – 'Invitations' tab by clicking on the 'Enable 1KA system for invitations' button, in 'Settings' tab (in the right corner), you have general invitations settings. You can specify the method of sending (email or code generation). Here you also find server settings. By default, the setting "Send via 1KA server (default)" is selected. However, you can set your own SMTP mail server settings. In the case of your own installation on the 1KA server, it is possible to set default server settings. When using your own SMTP server settings, it is a combination of the 1KA system (which allows tracking) and the user's email account. The latter can refer to general email service providers (Gmail, Yahoo, Microsoft, Arnes, Siol, etc.) or a specific user's (company's) email server, which is also listed as the sender when sending the invitation. You can also change the tracking settings - whether it is enabled and code entry. Individualized invitations allow tracking of respondents via an individual code or password. The survey URL includes an individualized code, and the respondent only needs to click on the URL or manually enter the provided generated code. You can also enter the survey without entering a code.

SMTP settings for the user's own mail server

The process is the same as for Gmail, except that you need to enter the specific technical characteristics of the server in question. The SMTP settings to be entered are:

• The first 5 fields 'Sender's name', 'Sender's email' 'Reply-to', 'Username' and 'Password' are filled in similarly to using Gmail, except that you do not need to create a password separately.
• For the 'Authentication' setting, always select 'Yes' unless the server you are setting up does not require a password.
• Set the 'Encryption', 'Port' and 'Host' options according to your email provider's technical instructions. In case you do not know these settings, please consult your system administrator as they depend on the individual mail server.
• Once all options are set, select 'Test settings' to have 1KA send a test message to your email. If the testing is successful, then save the settings.

For successful sending, any SMTP server must be configured in accordance with the standard recommendations in this field (e.g. correct authentication, server name, DNS, etc.), which is the responsibility of the SMTP server's system administrators. In case of problems with the settings, you are advised to first check their accuracy with your technical support service. In case of further problems, please consult our customer support. Complex cases require that the server's technical support members are also involved in the communication. An example could be one of the Slovenian operators where their server did not correctly identify the 1KA.si server via reverse DNS and a specific solution had to be developed (in cooperation with the system administrators).

The speed of sending email invitations depends on the server, in some cases it takes up to one hour to send 1000 invitations.

Note: If you are sending invitations for 1KA surveys via SMTP settings for Gmail, you need to turn on the "Enable less secure applications" option in the privacy settings (Account - Security - Access for less secure applications) and activate the code. More >> Gmail also often changes and updates their privacy and security options, so make sure you check the current instructions for sending messages via their platform before using it.

1KA email system server on the www.1KA.si domain

The option to use the professional 1KA email server is only available to users by special arrangement.

In this option, you send your invitations via the 1KA server where 1KA is the sender (info@1ka.si or raziskave@1ka.si). The 'Reply to' field contains the email address with which you are logged in to the 1KA tool by default, but you can also change it. Sending email invitations via the 1KA server is very fast, it only takes about a minute for some 1000 invitations.

1KA email system server on the www.1ka.arnes.si domain

If you want to activate the use of the 1KA system for sending invitations, you need to enable the system in the 'PUBLISH' - 'Invitations' tab by clicking on the 'Enable 1KA  system for invitations' button. The tab 'PUBLISH' - 'Invitations' - 'New invitation' - 'Creating new email invitation' opens.

In the 'Settings' tab you can edit the invitation settings such as: sending method (email or code generation), server (1KA Arnes or your own server), status tracking (respondent tracking, individualized codes) and you can access to respondent access settings. More >>

1KA email server in case of private installations

In case of a custom installation (either on the 1KA server or on the user's own server), it is also possible to set the default custom SMTP settings of the mail server. This way, it is not necessary to configure the mail server separately for each survey, as the default settings of the mail server are available.

The functionality is available for users of the 3KA package for individuals, and for users of the business packages for groups.

You can register for the 1KA online tool (create an 1KA user account) using your email address or your Google account.

You can then use this account to log in to the 1KA tool.