Send Survey Invitation To User Contact

Published on February 14, 2026 Feedback360

Send Survey Invitation to User or Contact

Overview: This guide explains how to create a Feedback360 survey invitation for an internal user or external contact, configure the email template and sender, send the invitation, and track its status. Each invitation gets a unique, tokenized survey link.

Phase 1: Create a Survey Invitation

1. Navigate to Survey Invitations: From the survey record page, locate the Survey Invitations section.
2. Initiate New Invitation: Click the New button.
3. Configure Recipient Details: To invite an internal user, select the user in the "User" field. To invite an external contact, select the contact in the "Contact" field.
   
   Selecting the User or Contact for the invitation.
4. Save: Click Save. The invitation appears in the Survey Invitations list and a unique, tokenized URL is generated for it.

Phase 2: Configure Email Template and Settings

Before sending, make sure the correct email template and sender information are configured.

1. Select the Email Template

• Navigate to Email Templates.
• Open the F360 Email Template Folder.
• Select the Survey Invitation Email Template.

Pro-Tip: Note the Template ID in the browser URL. You will need it for the Custom Settings below.

2. Update Custom Settings

• Go to Setup > Custom Settings.
• Find the Survey Settings record and click Edit.
• Survey Invitation Email Template ID: Ensure the ID matches the template selected above.
• Org-Wide Email Address: Define the sender email address (e.g., info@yourcompany.com) from which the invitation will be sent.

Note: The org-wide email address must be configured and verified in your org, otherwise the invitation email will not be sent.

Phase 3: Send the Invitation

1. Open the Invitation Record: Return to the Survey Invitation record created in Phase 1.
2. Execute Send: Click the Send Email to Contact (or User) button in the top right corner.
   
   The Send Email button on the invitation record.
3. Confirmation: A "Your Flow Finished" message appears once the email has been triggered.

Phase 4: Monitor Status and Recipient Experience

Tracking Status

• Email Sent Checkbox: Once sent, the "Email Sent" field on the invitation is checked automatically.
• Activity Log: The activity timeline records the sent email, including subject line, timestamp, and recipient details.

The Recipient View

• The recipient receives a branded email containing a Take Survey button.
  
  The branded invitation email received by the recipient.
  
  Invitation email with the Take Survey button.
• Clicking the button opens the survey in a web browser, where the user can submit responses (e.g., NPS scores or text feedback).
  
  The survey as displayed to the recipient.

Success check: The invitation shows Email Sent as checked, the email appears in the activity timeline, and the recipient can open the survey from the tokenized link.

Knowledge Article Number: KA-00173