Survey Reminders: User Guide
Published on November 5, 2026 Feedback360
Feedback360 Survey Reminders: User Guide
| Audience: Salesforce admins and survey owners. What this covers: setting up the reminder email template, turning reminders on for a survey, and tracking reminders on survey invitations. |
1. What the feature does
Once a day, an automated flow finds survey invitations that were emailed but not answered, and sends a reminder email with the survey link. You control how often reminders go out, how many are sent, and whether a final reminder goes out shortly before the invitation expires.
2. Before you begin
- The reminder fields, permission set, email template and flow have been deployed.
- The flow Feedback360 Survey Reminders is activated. It is delivered as a draft and does nothing until it is activated.
- You have the Feedback360 Reminders Admin permission set, so you can edit the reminder fields.
- Invitations have already been emailed (Email Sent is ticked). Reminders are never sent for invitations that were not emailed yet.
3. Step 1: Store the reminder email template Id in Survey Settings
The flow reads the template Id from the Survey Settings custom setting, so it knows which email to send.
3.1 Find the template Id
- Go to Setup → Email Templates (Lightning Email Templates).
- Open the folder F360EmailTemplateFolder and open Survey Reminder Email Template.
- Copy the Id (starts with
00Xor0EM) from the browser address bar.
3.2 Save it in the custom setting
- Go to Setup → Custom Settings and click Manage next to Survey Settings.
- Click Edit on the organization-level record (or New if none exists).
- Paste the Id into Survey Invitation Reminder Template Id.
- Click Save.
| Important: if this field is empty or wrong, no reminder is sent. If you move the template to another org or re-create it, the Id changes and you must update this field. |
4. Step 2: Turn on reminders for a survey
Reminders are set per survey, so each survey can follow its own schedule. Open the Survey record and fill in these fields:
| Field | What it does | Default if left blank |
| Reminders Enabled | Master switch. Untick to stop all reminders for this survey. | Off (no reminders) |
| Reminder Interval (Days) | Days to wait between reminders. | 3 |
| Max Reminders | Maximum number of regular reminders for each invitation. | 3 |
| Final Reminder Days Before Expiry | Sends one extra final reminder this many days before the invitation expires. | 1 |
| Example: Interval 3, Max 3, Final 1. Someone invited on Day 0 is reminded on Day 3, 6 and 9, and then once more the day before their invitation expires. |
Reminders apply to invitations on the survey that have already been emailed. Changing the settings affects the next daily run.
5. Step 3: Understand the fields on a Survey Invitation
Each invitation tracks its own reminder history.
| Field | Type | Meaning |
| Reminder Count | You can edit | How many reminders have been sent. The flow adds 1 each time. |
| Last Reminder Sent | You can edit | Date and time of the most recent reminder. |
| Final Reminder Sent | You can edit | Ticked after the final pre-expiry reminder goes out, so it is sent only once. |
| Stop Reminders | You can edit | Tick this to stop reminders for this one invitation only. |
| Next Reminder Date | Calculated | When the next regular reminder is due. |
| Is Final Reminder Window | Calculated | Ticked when the invitation is within the final-reminder window and the final reminder has not yet been sent. |
| Reminder Due | Calculated | Ticked when a reminder should go out today. The flow only sends when this is ticked. |
When is a reminder sent?
All of these must be true:
- The invitation has been emailed (Email Sent ticked).
- The survey has not been submitted yet.
- Stop Reminders is not ticked, and the survey has Reminders Enabled ticked.
- The invitation has not expired.
- No reminder has already gone out today.
- Either a regular reminder is due and the count is below Max Reminders, or the invitation is in its final-reminder window.
- The invitation has an email address, and the template Id is set in Survey Settings.
| As soon as the recipient submits the survey, reminders stop automatically. |
6. Day-to-day tasks
| I want to… | Do this |
| Stop reminders for one person | Open their Survey Invitation and tick Stop Reminders. |
| Stop reminders for a whole survey | Untick Reminders Enabled on the Survey. |
| Send reminders more or less often | Change Reminder Interval (Days) on the Survey. |
| Limit how many reminders people get | Change Max Reminders on the Survey. |
| Check whether someone was reminded | Open the Survey Invitation and read Reminder Count and Last Reminder Sent. |
| See who will be reminded today | Create an invitation report or list view filtered on Reminder Due = True. |
| Change the reminder wording | Edit Survey Reminder Email Template. Keep the two merge fields (see Section 7). |
7. About the reminder email
- It uses the same layout as the survey invitation email, with a “Survey Reminder” header and a Complete Survey Now button.
- The subject starts with “Reminder:” followed by the invitation subject.
- The flow fills in only two merge fields:
{{{ACSLC_Survey_Invitation__c.Subject__c}}}and{{{ACSLC_Survey_Invitation__c.SurveyTokenizedURL__c}}}. Do not remove them. Any other merge field you add will appear as raw text unless the flow is updated. - The email is sent from the user the flow runs as, not from an org-wide address.
8. When the flow runs
The flow runs once a day at 04:00 UTC (9:30 AM IST). Reminders do not go out instantly, so a change made at 11 AM takes effect on the next morning’s run.
9. Troubleshooting
| Problem | Likely cause | What to check |
| No reminders at all | Flow not activated, or the template Id is blank | Setup → Flows: is Feedback360 Survey Reminders active? Is the Id in Survey Settings? |
| One survey sends nothing | Reminders not enabled on it | Tick Reminders Enabled on the Survey. |
| One person gets nothing | No email, already submitted, or Stop Reminders ticked | Check Email, Survey Submitted and Stop Reminders on the invitation. |
| Reminders stop too early | Max Reminders reached or invitation expired | Check Reminder Count and Expiration Date. |
| Email shows raw text like {{{…}}} | A merge field the flow does not replace | Use only the two supported merge fields in the template. |
| Two reminders in one day | Not expected | Check Last Reminder Sent and whether the flow has been run manually or scheduled twice. |
10. Good to know
- The first reminder is timed from the invitation’s scheduled date, or its created date if there is none, not from the exact send time.
- Flows have a daily email limit in Salesforce. Very large batches may need to be staged.
- Reminders are not saved as email activity on the User but Contact.
Knowledge Article Number: KA-00494