Export Unique Link Via Automation

Export Unique Link Via Automation

Introduction


The Export Unique Links action allows you to automatically generate and export personalized survey links for each contact in your contact list. Each link is unique to the respondent, ensuring individual tracking and response authenticity.

Using automation, you can generate and export these unique survey links efficiently on a recurring schedule. Since the links are tied to individual contacts, they enable personalized tracking and reliable feedback collection.

There are three primary methods to export unique links using automation:
This method exports survey links for contacts already saved in the platform’s Contact list.
Step 1: Set the Schedule for Automation
  1. Go to the Automation Module
    • Click on “Create Automation.”
  1. Set Start Date & Frequency
    • Choose the date from which you want to start the automation.
    • Select the frequency from the dropdown:
      • Daily – runs every day.
      • Weekly – runs on selected days of the week (e.g., Monday, Wednesday).
      • Monthly – runs in selected months.
      • Quarterly / Half-Yearly / Annually – runs on a broader schedule.
    • You also have the option to skip weekends if needed.
  2. Pick Days/Months (based on frequency)
    • If you selected Weekly, choose the specific days (e.g., Monday, Tuesday).
    • If you selected Monthly, choose the months when the automation should run.
  3. Set Time Zone
    • Select your time zone (e.g., Asia/Calcutta) to ensure automation runs at the correct local time.
  4. Set Time of Day
    • Choose the exact time the automation should run (e.g., 12:00 PM).
    • Use the ➕ button to add multiple run times if needed.
    • Use the ➖ button to remove any.
  5. Set Automation End Date
    • Select “Never” if you want the automation to continue indefinitely.
    • Or choose “On” to set a specific end date.
  6. Save & Continue
    • Once all details are configured, click “Save & Continue” to move to the next step.


Step 2: Add Action "Export unique links"

  1. Select Survey: Choose the survey for which you want to generate unique links.
  2. Link Contacts: Choose the contact list for which you want to generate a unique link.
  3. Connect to Export Location: SFTP Choose a destination (usually another SFTP location) where the generated links will be stored/exported.
  4. Export Path and Name: Set the folder path and file name where the export will be saved, e.g. folder/survey_links_23July.csv.
  5. Email Notifications: Define who should be informed once the export is successful or if it fails. It ensures transparency and quick response.
  6. Turn On Automation.

This method involves importing a new contact list (via SFTP or Azure Storage) and then exporting unique links for those imported contacts.
Step 1: Set the Schedule for Automation

  1. Go to the Automation Module

    • Click on “Create Automation.”

  1. Set Start Date & Frequency

    • Choose the date from which you want to start the automation.

    • Select the frequency from the dropdown:

      • Daily – runs every day.

      • Weekly – runs on selected days of the week (e.g., Monday, Wednesday).

      • Monthly – runs in selected months.

      • Quarterly / Half-Yearly / Annually – runs on a broader schedule.

    • You also have the option to skip weekends if needed.

  2. Pick Days/Months (based on frequency)

    • If you selected Weekly, choose the specific days (e.g., Monday, Tuesday).

    • If you selected Monthly, choose the months when the automation should run.

  3. Set Time Zone

    • Select your time zone (e.g., Asia/Calcutta) to ensure automation runs at the correct local time.

  4. Set Time of Day

    • Choose the exact time the automation should run (e.g., 12:00 PM).

    • Use the ➕ button to add multiple run times if needed.

    • Use the ➖ button to remove any.

  5. Set Automation End Date

    • Select “Never” if you want the automation to continue indefinitely.

    • Or choose “On” to set a specific end date.

  6. Save & Continue

    • Once all details are configured, click “Save & Continue” to move to the next step.



Step 2: Add Action "Contact Import"

  1. Select Data Source

    • Choose the storage location of your import file:

      • SFTP

      • Azure Storage

  2. Set Folder Path & File Name

    • Specify the folder path where your file is stored.

    • Define the file name or pattern (e.g., files starting with “User”).

  3. Map File Columns with Contact Properties

    • Match the columns in your import file with the existing contact properties in the Contact module.

    • Example:

      • File column Name → Contact property Name

      • File column Email → Contact property Email

      • File column Phone Number → Contact property Phone

  4. Set Notification Email

    • Enter your email address to receive notifications about the import status (e.g., success, errors).


Step 3: Add Action "Export unique links"

  • Select Survey: Choose the survey for which you want to generate unique links.

  • Connect to Export Location: SFTP Choose a destination (usually another SFTP location) where the generated links will be stored/exported.

  • Export Path and Name: Set the folder path and file name where the export will be saved, e.g. folder/survey_links_23July.csv.

  • Email Notifications: Define who should be informed once the export is successful or if it fails. It ensures transparency and quick response.

  • Turn ON Automation: Use the toggle at the top-right corner to activate the automation.



This method uses HubSpot integration to sync contacts into the platform, and then exports unique survey links for those synced contacts.

Step 1: Set the Schedule for Automation

  1. Go to the Automation Module

    • Click on “Create Automation.”

  1. Set Start Date & Frequency

    • Choose the date from which you want to start the automation.

    • Select the frequency from the dropdown:

      • Daily – runs every day.

      • Weekly – runs on selected days of the week (e.g., Monday, Wednesday).

      • Monthly – runs in selected months.

      • Quarterly / Half-Yearly / Annually – runs on a broader schedule.

    • You also have the option to skip weekends if needed.

  2. Pick Days/Months (based on frequency)

    • If you selected Weekly, choose the specific days (e.g., Monday, Tuesday).

    • If you selected Monthly, choose the months when the automation should run.

  3. Set Time Zone

    • Select your time zone (e.g., Asia/Calcutta) to ensure automation runs at the correct local time.

  4. Set Time of Day

    • Choose the exact time the automation should run (e.g., 12:00 PM).

    • Use the ➕ button to add multiple run times if needed.

    • Use the ➖ button to remove any.

  5. Set Automation End Date

    • Select “Never” if you want the automation to continue indefinitely.

    • Or choose “On” to set a specific end date.

  6. Save & Continue

    • Once all details are configured, click “Save & Continue” to move to the next step.



Step 2: Add Action "Contact sync via Hubspot"

Note: Before importing contacts, make sure your HubSpot account is connected with the SurveySensum portal.


  1. Map Contact Properties

    • Match each HubSpot property with the corresponding SurveySensum contact property.

    • Example mapping:

      • HubSpot First Name → SurveySensum Name
      • HubSpot Email → SurveySensum Email
    • You can map additional fields by clicking “+ Add Another.”
    • This ensures each contact is correctly identified for personalization and unique link generation.

  2. Filter HubSpot Contacts

    • Apply filters or conditions to import only the contacts you need.
    • You can also skip this step to import all contacts.

  3. Exclude/Include Older Contacts

    • Decide whether to add/update contacts in the same list or create a new list.
    • This is especially useful for recurring or trigger-based surveys to avoid duplicate entries.

  4. Set Email Notifications

    • Enter one or more email addresses to receive import status updates (e.g., success, failure).



Step 3: Add Action "Export unique links"

  • Select Survey: Choose the survey for which you want to generate unique links.

  • Connect to Export Location: SFTP Choose a destination (usually another SFTP location) where the generated links will be stored/exported.

  • Export Path and Name: Set the folder path and file name where the export will be saved, e.g. folder/survey_links_23July.csv.

  • Email Notifications: Define who should be informed once the export is successful or if it fails. It ensures transparency and quick response.

  • Turn ON Automation: Use the toggle at the top-right corner to activate the automation.



 After the automation runs successfully, you can download the exported unique link file either from the SFTP location or directly from the Automation History section, where a download option is available.





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