Upload CSV files
The ways to send a survey invitation by email include sending an email to an Outlook contact, a Dynamics 365 contact, and to all contacts who are returned in a Dynamics 365 view. These methods are user-friendly and ideal to use when the contacts already exist. Consider the scenario of Contoso, an organization that has hosted an industry event. During the two-day event, the sales team gathered the names and email addresses of all who attended and then added them to a spreadsheet. Now, it’s time for the marketing team to request feedback.
The first step that the marketing team should take is to determine if these attendees should be added to the Microsoft Dataverse environment as contact records. By default, on each survey, a setting determines that all unknown email addresses that are sent a survey invitation will be created as a new contact record. If the email address is found as a match, the survey invitation record will be linked to that contact. This approach might not be appropriate for all circumstances, so you can turn off this function on a survey-by-survey basis. You can access the setting for Add respondents as Contacts from the Send tab and then the Customization menu. Select Distribution settings > Respondent settings, which will provide the switch to turn on or off this function, depending on the requirements for the survey.
To send the survey invitations to all email addresses that were captured by the sales team at the Contoso event, the marketing team needs to make sure that the spreadsheet that the sales team used is in the correct format for Dynamics 365 Customer Voice to read. The spreadsheet must be a CSV file and must meet the following criteria:
The CSV file should contain the following comma-separated values for each contact in the sequence:
Email address (mandatory)
First Name
Last Name
The first row in the file is assumed to be the header and it will not be imported.
Only 10,000 recipients can be imported at once. If more than 10,000 recipients exist, split them into multiple CSV files before importing them.
In addition, you can associate a survey invitation and response to a table in the same Dataverse environment by adding the following columns and information to the CSV file:
RegardingID - ID of the table to associate with the survey invitation and response.
RegardingtableName - Name of the table to associate with the survey invitation and response.
When the format is correct, the marketing team can import the information by going to the Send tab for a survey and then selecting Email. The Upload contacts option is located next to the To column. After browsing for the file of records from the event, a team member can select and import the file. A list of the contents will be displayed, which the team can review prior to selecting the Import recipients button. The team member can select an option to update the contact information if the imported recipient already exists as a contact in Dataverse, based on the email address. Because the import file only contains three columns of data for each record, the team member can update only the First Name and Last Name columns. When the import is complete, the To column will show how many recipients will be emailed. After the team member has selected an email template, they can send it.
