{"id":59012,"date":"2022-06-28T11:06:08","date_gmt":"2022-06-28T11:06:08","guid":{"rendered":"https:\/\/www.sogolytics.com\/help\/?page_id=59012"},"modified":"2026-02-04T11:23:59","modified_gmt":"2026-02-04T11:23:59","slug":"how-to-automate-distribution","status":"publish","type":"page","link":"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/","title":{"rendered":"Set up Automated Distribution"},"content":{"rendered":"<p><!--HEADER--><\/p>\n<p>Setting up automated distribution rules allows you to plan and deliver email or SMS invitations and reminders based on the schedule of your choice, simplifying your processes and avoiding repetitive manual tasks.<\/p>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Automated-Distribution.png\" \/><\/p>\n<div class=\"sogo-help-info-box\"><i class=\"fal fa-info-circle\"><\/i><\/p>\n<p class=\"sogo-info-text\">This feature is available as \u00e0 la carte feature in our Enterprise plan. <a class=\"button-demo-form exclude_class_load\" href=\"javascript:openRequestDemoForm()\">Contact us<\/a> to take advantage of this option.<\/p>\n<\/div>\n<p>Ready to get started? There are three questions you need to answer before you begin. <\/p>\n<p><strong>Q1:<\/strong> Which distribution channel will you use? Choose Email, SMS, or Email + SMS [sends the same link simultaneously to both email address and mobile number]. <\/p>\n<p><strong>Q2:<\/strong> Which type of link will you send? Select single-use [allows a single response] or multi-use link [allows multiple responses]. <\/p>\n<p><strong>Q3:<\/strong> Which source will your contacts come from? Choose Directory, SFTP, Contact List, or Salesforce Workflow. <\/p>\n<p class=\"sogo-help-sub-head\">Navigate to<\/p>\r\n\r\n<ul class=\"sogo-help-sub-list\">\r\n      <li><a href=\"#section-1\">Automated Distribution Using Directory<\/a><\/li>\r\n <li><a href=\"#section-2\">Automated Distribution Using Secure File Transfer Protocol (SFTP)<\/a><\/li>\r\n <li><a href=\"#section-3\">Automated Distribution Using a List<\/a><\/li>\r\n <li><a href=\"#section-4\">Automated Distribution Using a Salesforce Workflow<\/a><\/li>\r\n\r\n<\/ul>\n<p><!--INTRO TO SETUP--><\/p>\n<p>First, decide on your distribution channel and link types: <\/p>\n<ul>\n<li><strong>Channel Types:<\/strong> <a href=\"https:\/\/www.sogolytics.com\/help\/how-to-publish-survey-through-email-invitations\/\" rel=\"noopener\" target=\"_blank\"><strong>Email<\/strong><\/a>, <a href=\"https:\/\/www.sogolytics.com\/help\/how-to-distribute-survey-via-smstext-message\/\" rel=\"noopener\" target=\"_blank\"><strong>SMS<\/strong><\/a> and <a href=\"https:\/\/www.sogolytics.com\/help\/how-to-distribute-survey-via-smstext-message\/\" rel=\"noopener\" target=\"_blank\"><strong>Email + SMS<\/strong><\/a>. <\/li>\n<li><strong>Link Type:<\/strong> Single Use Link and Multi Use Link.\n<ul    style=\"list-style-type: '-'\">\n<li><strong>Single-Use Link:<\/strong>\n<ul style=\"list-style-type: lower-alpha\">\n<li>Unique link that only allows a single response.<\/li>\n<li>Single-Use Links should not be sent to group email addresses. <\/li>\n<li>These invitations should not be forwarded.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Multi-Use Link:<\/strong>\n<ul style=\"list-style-type: lower-alpha\">\n<li>Multiple\/duplicate participation (ballot box stuffing) cannot be prevented. <\/li>\n<li>Each invitee will have different links that can be used multiple times.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<div class=\"sogo-help-info-box\"><i class=\"fal fa-info-circle\"><\/i><\/p>\n<p class=\"sogo-info-text\">For Automated Distribution, Multi-Use Links can <strong>only<\/strong> be distributed via Email, not SMS or Email+SMS.<\/p>\n<\/div>\n<p>Then, set up an Automated Distribution Rule using any of the following sources: <\/p>\n<ul>\n<li>Directory <\/li>\n<li>SFTP <\/li>\n<li>List <\/li>\n<li>Salesforce Workflow <\/li>\n<\/ul>\n<p><!--DIRECTORY--><\/p>\n<h2 id=\"section-1\">Automated Distribution Using Directory<\/h2>\n<p><strong>To set up an Automated distribution rule using a Directory:<\/strong><\/p>\n<ol>\n<li>Select your project, then click on the Publish icon.<\/li>\n<li>At the bottom of the Email column, select <strong>Automated Email + SMS<\/strong>.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Automated-Distribution.png\"\/>\n<\/li>\n<li>Select the Channel Type and the Link Type. Select <strong>From a Directory<\/strong> as the Source of Automated Distribution.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Option-1.png\"\/>\n<\/li>\n<li>Next, select the Invitation Template and the Auto Reminder Template for your Email invitation. If you have selected either the SMS or Email + SMS link types, you will also see an option to select Email and SMS templates based on your chosen distribution method. Click <strong>Continue<\/strong>.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/From-Directory-1.png\"\/>\n<\/li>\n<li>Select a Directory to distribute your invitations. You can use the additional publishing options to apply <a href=\"https:\/\/www.sogolytics.com\/help\/touch-rules-how-and-when\/\" rel=\"noopener\" target=\"_blank\"><strong>Touch Rules<\/strong><\/a> or apply <a href=\"https:\/\/www.sogolytics.com\/help\/sending-pre-populated-invitations\/\" rel=\"noopener\" target=\"_blank\"><strong>Pre-population<\/strong><\/a>. If pre-population is already applied to your project, this option will be pre-selected for you. Click <strong>Continue<\/strong>.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/From-Directory-2.png\"\/>\n<\/li>\n<li>Set up the rules for automated distribution. Options include:\n<ul  style=\"list-style-type: lower-alpha\">\n<li><strong>Schedule Automation Rule:<\/strong> Set a time when contacts will be added or updated.<\/li>\n<li><strong>Contact Selection Criteria:<\/strong> Send invitations only to contacts that meet selected conditions. If both conditions are selected, contacts must meet both criteria.\n<ul  style=\"list-style-type: '-'\">\n<li>Contacts that have been Added, Updated or Upserted since the last distribution run.<\/li>\n<li>Send only to contacts with the current date in a selected column.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Schedule Reminders:<\/strong> Send reminders to eligible addresses on the chosen schedule.<\/li>\n<li><strong>Invitation Expiry:<\/strong> Expire invitations after a set time period.<\/li>\n<\/ul>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/From-Directory-3.png\"\/>\n<\/li>\n<li>Once all settings are structured to your liking, click <strong>Done<\/strong> to run the rule.<\/li>\n<\/ol>\n<p><!--SECURE FILE TRANSFER PROTOCOL (SFTP)--><\/p>\n<h2 id=\"section-2\">Automated Distribution Using Secure File Transfer Protocol (SFTP)<\/h2>\n<div class=\"sogo-help-info-box\"><i class=\"fal fa-info-circle\"><\/i><\/p>\n<p class=\"sogo-info-text\">Before you proceed, create a folder for each project on the SFTP server linked to your account. <a href=\"https:\/\/www.sogolytics.com\/help\/integrations-create-sftp-folders-and-files\/\" rel=\"noopener\" target=\"_blank\"><strong>Click here to learn more about SFTP folder setup<\/strong><\/a>.<\/p>\n<\/div>\n<p><strong>To set up an Automated distribution rule using SFTP folders: <\/strong><\/p>\n<ol>\n<li>Select your project, then click on the <strong>Publish<\/strong> icon. <\/li>\n<li>At the bottom of the Email column, select <strong>Automated Email + SMS<\/strong>.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Automated-Distribution.png\"\/>\n<\/li>\n<li>Select the Channel Type (either Email or Email and SMS) and the Link Type. Select the source of Automated Distribution as <strong>From SFTP<\/strong>.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/From-SFTP.png\"\/>\n<\/li>\n<li>Set up your prerequisites.\n<ul style=\"list-style: lower-alpha\">\n<li><strong>Create and Connect Secure FTP Folder:<\/strong> select the relevant project folder from the drop-down. If your folder is not visible in the drop down, click on refresh icon beside the drop-down to refresh the folder list.\n<\/li>\n<li><strong>Invitation Templates:<\/strong> Review the Available Email Messages to use as Invitation Templates. If you do not see or have not yet created the right template for invitations or reminder(s), click Email Templates in the top right corner to create them now. <a href=\"https:\/\/www.sogolytics.com\/help\/invitation-templates\/\" rel=\"noopener\" target=\"_blank\">Learn more about creating Email Invitations here.<\/a><\/li>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Select-List-II.png\"\/>\n<\/ul>\n<\/li>\n<li>Next, select the Email Invitation Template you will use to distribute your project. You can also choose to set up automatic reminders by toggling on Send automatic reminders to all non-participants. Then, schedule the number of reminders to be sent out and select a template for each reminder. You can use the same template, or a different template each reminder. Click <strong>Continue<\/strong> when finished.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/SFTP-2.png\"\/>\n<\/li>\n<li>Select the distribution file from the project\u2019s folder on the Secure FTP server that you previously set-up.\n<ul style=\"list-style: lower-alpha\">\n<li>Select whether or not your file includes a header row and if you\u2019d like to allow duplicate contact entries <\/li>\n<li>Select the column used for email <\/li>\n<li>If you have incorporated <a href=\"https:\/\/www.sogolytics.com\/help\/survey-invitation-with-mail-merge\/\" rel=\"noopener\" target=\"_blank\"><strong>Mail Merge<\/strong><\/a> into your email invitation or <a href=\"https:\/\/www.sogolytics.com\/help\/sending-pre-populated-invitations\/\" rel=\"noopener\" target=\"_blank\"><strong>Pre-Population<\/strong><\/a> is applied to your project, these options will automatically be toggled on for you and you\u2019ll be able to map this data in another step. Click the links to learn more about these options.<\/li>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/SFTP-3.png\"\/>\n<\/ul>\n<\/li>\n<li>Set up the rules for automated distribution. Options include:\n<ul style=\"list-style: lower-alpha\">\n<li><strong>File Selection:<\/strong> choose which files should be fetched for sending email invitations. Options for file selection include:\n<ul>\n<li>Latest file <\/li>\n<li>Unsent files <\/li>\n<li>Files uploaded in last hours or days <\/li>\n<li>Selected specific days <\/li>\n<li>Additional option to not send invitations to the same file more than once<\/li>\n<\/ul>\n<\/li>\n<li><strong>Schedule Invitations:<\/strong> Send reminders to eligible addresses on the chosen schedule. <\/li>\n<li><strong>Rule Expiry:<\/strong> Expire the automation rule after a set time period.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/SFTP-4.png\"\/>\n<\/li>\n<\/ul>\n<\/li>\n<li>Use the additional options to schedule reminders, select the appropriate action for mismatch rules, and set email alerts. Advanced settings can be used to randomize invitations, apply <strong>Touch Rules<\/strong> and apply participation link expiry rules.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/SFTP-5.png\"\/>\n<\/li>\n<li>Once all settings are structured to your liking, click <strong>Done<\/strong> to run the rule.<\/li>\n<\/ol>\n<p><!--CONTACT LIST--><\/p>\n<h2 id=\"section-3\">Automated Distribution Using a List<\/h2>\n<p><strong>To set up an Automated distribution rule using a Contact List: <\/strong><\/p>\n<ol>\n<li>Create a <a href=\"https:\/\/www.sogolytics.com\/help\/overview-contactmanager\/\" rel=\"noopener\" target=\"_blank\"><strong>Contact List<\/strong><\/a>. <\/li>\n<li>Select your project, then click on the Publish icon. <\/li>\n<li>At the bottom of the Email column, select <strong>Automated Email + SMS<\/strong>.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Automated-Distribution.png\"\/>\n<\/li>\n<li>Select the Channel Type and the Link Type. Select <strong>List<\/strong> as the Source of Automated Distribution.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Option-3.png\"\/>\n<\/li>\n<li>Select the Email Invitation Template you would like to use.\n<ul>\n<li>You can also opt to set up automatic reminders to all non-participants <\/li>\n<\/ul>\n<p>Click <strong>Continue<\/strong>. <\/p>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/Auto-List-1.png\"\/>\n<\/li>\n<li>Select the list you will use for distribution. Optionally, you can select a sample size from this list.\n<ul>\n<li>You can use the additional publishing options to apply Touch Rules or apply Pre-population. If pre-population is already applied to your project, this option will be pre-selected for you.<\/li>\n<\/ul>\n<p>Click <strong>Continue<\/strong>. <\/p>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/Auto-List-2.png\"\/><\/p>\n<\/li>\n<li>Schedule the automation rule. Send reminders to eligible addresses on a Daily, Weekly, Monthly, Yearly or Custom schedule.\n<ul>\n<li>Use the additional options to configure contact selection criteria, schedule reminders and set invitation expiry rules. <\/li>\n<\/ul>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/02\/Auto-List-1.png\"\/>\n<\/li>\n<li>Click <strong>Done<\/strong> to run the automation rule.<\/li>\n<\/ol>\n<p><!--SALESFORCE WORKFLOW--><\/p>\n<h2 id=\"section-4\">Automated Distribution Using a Salesforce Workflow<\/h2>\n<p><em>Use this feature to send email invitations to Salesforce Contacts, Leads, and other Objects based on specific activity in your Salesforce account.<\/em><\/p>\n<ol>\n<li>In Salesforce, open <strong>Workflow Rules<\/strong> (Setup > Create > Workflow &#038; Approvals > Workflow Rules). <\/li>\n<li>Create a rule and specify triggering conditions. <\/li>\n<li>Add <strong>&#8216;New Outbound Message&#8217;<\/strong> as a Workflow Action. <\/li>\n<li>In Sogolytics, <a href=\"https:\/\/www.sogolytics.com\/help\/connect-to-salesforce\/\" rel=\"noopener\" target=\"_blank\">make sure your Salesforce account is connected<\/a>. <\/li>\n<li>Select your project, then click on the <strong>Publish<\/strong> icon. <\/li>\n<li>At the bottom of the Email column, select <strong>Automated Email + SMS<\/strong>.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2025\/04\/Automated-Distribution.png\"\/>\n<\/li>\n<li>Select the <strong>Email<\/strong> as the channel type, then select <strong>Single-Use Link<\/strong>. Select the source of Automated Distribution as <strong>Salesforce Workflow<\/strong>. <\/li>\n<li>Select the invitation template you will use for distribution. You can also opt to set up Automatic Reminders. Click <strong>Continue<\/strong>. <\/li>\n<li>Select contacts by selecting the Salesforce object to which invites will be sent (example: Contact) and mapping the appropriate corresponding email address field (example: Email). You can use the additional publishing options to apply <a href=\"https:\/\/www.sogolytics.com\/help\/touch-rules-how-and-when\/\" rel=\"noopener\" target=\"_blank\"><strong>Touch Rules<\/strong><\/a> or apply <a href=\"https:\/\/www.sogolytics.com\/help\/sending-pre-populated-invitations\/\" rel=\"noopener\" target=\"_blank\"><strong>Pre-population<\/strong><\/a>. If pre-population is already applied to your project, this option will be pre-selected for you. Click <strong>Continue<\/strong>. <\/li>\n<li>Set the rules for automated Distribution. Choose to send when the Workflow in Salesforce is Triggered or Send after a delay. You can set a delay based on Hours, Days, Weeks or Months. <\/li>\n<li>Use the additional options to schedule reminders and set invitation expiry rules. <\/li>\n<li>Click <strong>Done<\/strong> to run the rule.<\/li>\n<\/ol>\n<p><!--more\n\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/09\/230911.png\">\nBefore you set up your automated distribution rules, first:\n\n\n<ol>\n \t\n\n<li><a href=\"\/help\/how-to-connect-to-sftp-server\" target=\"_blank\" rel=\"noopener\">Connect to a SFTP server<\/a><\/li>\n\n\n\n\n<li><a href=\"\/help\/how-to-Create-sftp-folders-and-files\" target=\"_blank\" rel=\"noopener\">Create folders and upload contact files.<\/a><\/li>\n\n\n<\/ol>\n\n\n\n\n<h2 id=\"section-1\"> Set-up<\/h2>\n\n \nSogolytics will link your account to the SFTP server and use the uploaded files for sending invitations\/reminders. Once everything is in place, you can begin setting up your automation rules.\nHere\u2019s how:\n\n\n\n<ol>\n\t\n\n<li>Select your project, then click on the Publish icon. <\/li>\n\n\n\t\n\n<li>From the bottom of the Email column, select Automated Distribution. <\/li>\n\n\n\t\n\n<li>Before you set the rules for automatic distribution of email invitations, you\u2019ll see key requirements listed. Without fulfilling these requirements, you will not be able to continue. <\/li>\n\n\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D227.png\">\n\nBefore you proceed:\n\n\n\n<ol style=\"list-style: lower-alpha;\">\n \t\n\n<li><strong>Create a folder: <\/strong><\/li>\n\n\n\n\n<ol style=\"list-style: lower-roman;\">\n\t\n\n<li>On the SFTP server linked to your account, create a folder for each project.<\/li>\n\n\n\t\n\n<li>Once the folder is set up, select it from the drop-down on the Set-up step. If your folder is not visible in the drop down, click on refresh icon beside the drop-down to refresh the folder list.<\/li>\n\n \n<\/ol>\n\n\n \t\n\n<li><strong>Create email template(s):<\/strong><\/li>\n\n\n\n\n<ol style=\"list-style: lower-roman;\">\n \t\n\n<li>To set automation rules for invitation and reminder delivery, the email templates for each need to be ready to go.<\/li>\n\n\n \t\n\n<li>Review templates that are available under (surprise!) Available Email Templates.<\/li>\n\n\n \t\n\n<li>If you do not see \/ have not yet created the right invitation\/reminder(s), you may \u2018click here\u2019 or click Email Templates in the top right corner to create them now. <a href=\"\/help\/overview-emailmanager\/\">Learn more<\/a>.<\/li>\n\n\n<\/ol>\n\n\n<\/ol>\n\n\n<\/li>\n\n\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D228.png\">\n\n\n\t\n\n<li id=\"section-2\">Next, choose to send either a Single-Use Link or Multi-Use Link email invitation. Here\u2019s what you need to know before you make the choice:<\/li>\n\n\n\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D229.png\">\n\n\n<ul>\n \t\n\n<li><strong>Single-Use Link<\/strong>\n\n\n<ul>\n \t\n\n<li>Each Single-Use Link only allows a single response.<\/li>\n\n\n \t\n\n<li>Single-Use Links should not be sent to group email addresses.<\/li>\n\n\n \t\n\n<li>These invitations should not be forwarded.<\/li>\n\n\n<\/ul>\n\n\n<\/li>\n\n\n \t\n\n<li><strong>Multi-Use Link<\/strong>\n\n\n<ul>\n \t\n\n<li>Multiple\/duplicate participation (ballot box stuffing) cannot be prevented.<\/li>\n\n\n \t\n\n<li>Each invitee will have different links that can be used multiple times.<\/li>\n\n\n<\/ul>\n\n\n<\/li>\n\n\n<\/ul>\n\n\n<\/li>\n\n\n \t\n\n<li>Click on Continue.<\/li>\n\n\n\t\n\n<li id=\"section-3\">Under Email Message choose email templates for all invitations and reminders.<\/li>\n\n\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D230.png\">\n\t\n\n<ol style=\"list-style: lower-alpha;\">\n\n<li><strong>Invitation Language:<\/strong>  You\u2019ll only see this option if your project is multilingual. In order to send the right invitation to the right participant, you\u2019ll need a column in your distribution list\/file that identifies the right language for each address. <\/li>\n\n\n\n\t\n\n<li><strong>Template mapping:<\/strong>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D231.png\">\n\n\n<ol style=\"list-style: lower-roman;\">\n\n<li>Choose the template you have created under Email Templates. Choose a different template for every language available in your project.<\/li>\n\n\n\t\n\n<li>For each language, hover to preview or edit your selected. <\/li>\n\n<\/li>\n\n<\/ol>\n\n\n\n\n<div class=\"sogo-help-info-box\"><i class=\"fal fa-info-circle\"><\/i>\n\n\n<p class=\"sogo-info-text\"><a href=\"\/help\/how-to-customize-survey-email-message\/\">Learn more<\/a> about customizing Email Messages.<\/p>\n\n\n\n\t\n\n<li><strong>Reminder Options:<\/strong> As desired, choose to send reminders to non-participants with different customized templates for each. Up to two reminders can be scheduled automatically. You may choose to: \n\n\n\n<ol style=\"list-style: lower-roman;\">\t\n\n<li>Select a template you have customized under Email Templates.<\/li>\n\n\n\t\n\n<li>Edit a previously saved template and save it under a new name.<\/li>\n\n <\/li>\n\n \n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D232.png\"><\/ol>\n\n <\/ol>\n\n\n\n\n\n<li>Once you have set up the mapping, click Continue. <\/li>\n\n\n\n\n\n<li id=\"section-4\">Under Field Mapping Use your sample file to set mapping rules.<\/li>\n\n\n\n\n<ol style=\"list-style: lower-alpha;\">\t\n\n<li> <strong>Available Files:<\/strong> Select a file from the files present within the mapped folder from step 1(Set-up).  <\/li>\n\n\n\n\t\n\n<li><strong>Allow Duplicates:<\/strong> Once you turn on the toggle, choose which addresses should be sent the invitation <\/li>\n\n\n\n\n<ol style=\"list-style: lower-roman;\">\n\n<li>Send a separate invitation for each occurrence of the email address: Will send a separate email for every duplicate email record present within the file. <\/li>\n\n\n\n\t\n\n<li>Send the address one invitation with multiple invitation links embedded: Sometimes you need to send a single participant multiple invitations to the same survey. In such cases, simplify distributing by sending each participant a single invitation that includes multiple links. <\/li>\n\n\n\n\n<ul>\t\n\n<li>Choose a unique identifier that will differentiate the links your participant will see. This will be a field from your selected file, like Employee Name. <\/li>\n\n\n\n\t\n\n<li>Just in case any blanks appear in your list, enter the text that should appear (e.g., \u2018Employee\u2019)<\/li>\n\n\n \n\t\n\n<li>Append serial count (1,2,3) to the text as needed.<\/li>\n\n\n<\/ul>\n\n <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D233.png\"><\/ol>\n\n\n\n\n<li><strong>Email Address:<\/strong> Select the column that will include participant email addresses.<\/li>\n\n\n\n \t\n\n<li><strong>Participant Language:<\/strong> You\u2019ll only see this option if your project is multilingual. Within your distribution list, you\u2019ll need a column that identifies the participation language for each email address.<\/li>\n\n  \n\n\n<table bgcolor=\"#ffffff\">\n\n\n<tbody>\n\n\n<tr bgcolor=\"#ffffff\">\n\n\n<td><strong>Email Address<\/strong><\/td>\n\n\n\n\n<td><strong>Participant Language<\/strong><\/td>\n\n\n<\/tr>\n\n\n\n\n<tr>\n\n\n<td>userguide@example.com<\/td>\n\n\n\n\n<td>English<\/td>\n\n\n<\/tr>\n\n\n\n\n<tr>\n\n\n<td>sarahmiller@example.com<\/td>\n\n\n\n\n<td>Spanish<\/td>\n\n\n<\/tr>\n\n\n<\/tbody>\n\n\n<\/table>\n\n\n\n\n<div class=\"sogo-help-info-box\"> \n<i class=\"fal fa-info-circle\"><\/i> \n\n\n<p class=\"sogo-info-text\">  If any mismatches are found in the mapped language column, invitations will be sent in the primary language template.\u200b\u200b  <\/p>\n\n \n<\/div>\n\n \n\t\n\n<li><strong>Mail Merge:<\/strong>\u202fIf you have included Mail Merge fields within your email invitation, map the column for each mail merge variables used within the email content.<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D234.png\"><\/li>\n\n\n \n\t\n\n<li><strong>Pre-Populate Questions:<\/strong>\u202fIf Pre-Population is used in your project, you will see this step. Map each column in the file with the correct question. If there\u2019s a mismatch between the file content and possible answer options, data will be blank for that field. For alternate options, set up Mismatch Rules under Automation Settings.<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D235.png\"><\/li>\n\n\n <\/ol>\n\n\n\t\n\n<li>Once you have set up the mapping, click Continue. <\/li>\n\n\n\n\t\n\n<li>Next, set up your Automation Settings.<\/li>\n\n\n\n\n\n<ol style=\"list-style: lower-alpha;\"> \t\n\n\n<li>File Selection: Choose which files will be used to send out email invitations \n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D236.png\">\n\n\n<ul>\n\t\n\n<li>All Files: Email invitations will be sent to all email addresses in every file uploaded. <\/li>\n\n\n\t\n\n<li>Latest file: Email invitations will be sent to email addresses in only the most recent file. <\/li>\n\n\n\t\n\n<li>Files Uploaded in last # Hours\/Days: Email invitations will be sent to email addresses in files uploaded in the last X Hours\/Days. \n\n\n<div class=\"sogo-help-info-box\"> \n<i class=\"fal fa-info-circle\"><\/i> \n\n\n<p class=\"sogo-info-text\">Hours\/Days are calculated based on the time\/day of the scheduled invitation. <\/p>\n\n \n<\/div>\n\n <\/li>\n\n\n\n\n<li>Selected Days: Email invitations will be sent to email addresses in the files that were uploaded on a selected day or days. Add multiple days by clicking on the plus icon. <\/li>\n\n\n\t\n\n<li>Unsent Files: Email invitations will be sent to email addresses in any files that were never used before.<\/ul>\n\n<\/li>\n\n\n\n <\/li>\n\n\n\n\t\n\n<li>To prevent distribution to the same file again, toggle on \u2018Do not send invitations to the same file more than once. <\/li>\n\n\n\n\n<div class=\"sogo-help-info-box\"> \n<i class=\"fal fa-info-circle\"><\/i> \n\n\n<p class=\"sogo-info-text\"> If you have selected Unsent Files, this toggle will be disabled by default.  <\/p>\n\n \n<\/div>\n\n \n\t\n\n<li>Now, schedule delivery of your invitations and reminders: Daily, Weekly, Monthly, or a Custom schedule.<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D237.png\"><\/li>\n\n\n\t\n\n<li> Pick your Start Day, when the automation should begin, followed by the End Day. After this date, no more invitations will be sent. <\/li>\n\n\n\t\n\n<li>Reminders: Schedule up to two reminders up to seven days apart. <\/li>\n\n\n\n\t\n\n<li>Mismatch Rules: Choose what should happen if a response field in your file is blank or does not match any answer option in the mapped question.<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D238.png\">\n\n\n<ul>\n\t\n\n<li>Send. <\/li>\n\n\n\t\n\n<li>If blanks are the only issue, send to all. <\/li>\n\n\n\t\n\n<li>If mismatches are the only issue, send to all. <\/li>\n\n\n\t\n\n<li>If any blanks are found, do not send to blank records. <\/li>\n\n\n\t\n\n<li>If any mismatches are found, do not send to mismatch records. <\/li>\n\n\n\t\n\n<li>Send invitations only to records without any mismatch or blank. <\/li>\n\n\n\t\n\n<li>When this option is enabled, you may choose to receive an error file of any blanks\/mismatches at up to 10 email addresses.<\/li>\n\n\n<\/ul>\n\n\n\n \n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D239.png\"> \n\n<\/li>\n\n\n\n\t\n\n<li>Email Alerts:\u202fSend an email for any\/all of the following events.\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D240.png\">\n\t\n\n<ul>\n\n\n<li>Send a confirmation email after every successful invitation batch is sent. <\/li>\n\n\n\t\n\n<li>Send a confirmation email after every successful reminder batch is sent. <\/li>\n\n\n\t\n\n<li>Send a notification email if the automation fails. <\/li>\n\n\n\tYou may choose to send any alerts to up to 10 alternate email addresses.<\/ul>\n\n\n\n\n <\/li>\n\n <\/ol>\n\n\n\n\n<li id=\"section-5\"> Advanced Settings <\/li>\n\n\n\t\n\n<ol style=\"list-style: lower-alpha;\"> \n\n<li>Randomize Invitations: Choose to send invitations to addresses randomly selected from the uploaded file(s).\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D241.png\"><\/li>\n\n\n\n\n\t\n\n<li>If you\u2019d like to send invitations to randomly chosen email addresses, enable \u2018Would you like to send invitations to randomly selected addresses?\u2019. The following options will be displayed. \n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2022\/08\/30.2_D242.png\">\n\n\n<ul>\n\t\n\n<li>Set the sample size by defining the number or percentage of records you\u2019d like the invitation to go out to. <\/li>\n\n\n\n\t\n\n<li>Choose whether to enable \u2018Send Invitations even if the filtered count is less than this value\u2019, if you\u2019d like the invitations to go out even when the total number of available (valid, subscribed, unique) addresses is lower than the sample size specified above.<\/li>\n\n\n<\/ul>\n\n\n\n \n<\/li>\n\n\n\n\t\n\n<li>Next, you may choose to apply Touch Rules. This option helps you to avoid over-surveying by filtering out those who have recently participated or received email invitations. <a href='https:\/\/beta.sogolytics.com\/help\/touch-rules-how-and-when\/' target=\"_blank\" rel=\"noopener\">Learn more about Touch Rules.<\/a>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/2023\/09\/AutomatioN_TR.png\" \/><\/li>\n\n\n\n\n\t\n\n<li>Expiry Rules: Choose to expire invitations at a set date and time. Use this feature when the project will remain active but the invitation should not. <\/li>\n\n <\/ol>\n\n\n\n\n\n\n\n<li>Save the required settings, then click Done to complete automation set-up process. <\/li>\n\n\n\n\n\n<\/ol>\n\n\n\n\n\n<ul class=\"sogo-help-sub-list\">\n       \n\n<li><a href=\"#section-1\">Set-up<\/a><\/li>\n\n\n \n\n<li><a href=\"#section-2\">Link Type<\/a><\/li>\n\n\n \n\n<li><a href=\"#section-3\">Email Message<\/a><\/li>\n\n\n \n\n<li><a href=\"#section-4\">File Mapping<\/a><\/li>\n\n\n\n\n<li><a href=\"#section-5\">Automation Settings<\/a><\/li>\n\n\n\n<\/ul>\n\n\n--><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Setting up automated distribution rules allows you to plan and deliver email or SMS invitations and reminders based on the schedule of your choice, simplifying your processes and avoiding repetitive manual tasks. This feature is available as \u00e0 la carte feature in our Enterprise plan. Contact us to take advantage of this option. Ready to get started? There are three questions you need to answer before you begin. Q1: Which distribution channel will you use? Choose Email, SMS, or Email + SMS [sends the same link simultaneously to both email address and mobile number]. Q2: Which type of link will you send? Select single-use [allows a single response] or multi-use link [allows multiple responses]. Q3: Which source will your contacts come from? Choose Directory, SFTP, Contact List, or Salesforce Workflow. First, decide on your distribution channel and link types: Channel Types: Email, SMS and Email + SMS. Link Type: Single Use Link and Multi Use Link. Single-Use Link: Unique link that only allows a single response. Single-Use Links should not be sent to group email addresses. These invitations should not be forwarded. Multi-Use Link: Multiple\/duplicate participation (ballot box stuffing) cannot be prevented. Each invitee will have different links that can be used multiple times. For Automated Distribution, Multi-Use Links can only be distributed via Email, not SMS or Email+SMS. Then, set up an Automated Distribution Rule using any of the following sources: Directory SFTP List Salesforce Workflow Automated Distribution Using Directory To set up an Automated distribution rule using a [&hellip;]<\/p>\n","protected":false},"author":30,"featured_media":0,"parent":0,"menu_order":674,"comment_status":"closed","ping_status":"closed","template":"sogo_new_design.php","meta":{"footnotes":""},"categories":[298],"tags":[293,280],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.7.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Set Up Rules in Automated Distribution | Sogolytics<\/title>\n<meta name=\"description\" content=\"Customize automated email invitation delivery by setting up Automated Distribution rules and conditions.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Set Up Rules in Automated Distribution | Sogolytics\" \/>\n<meta property=\"og:description\" content=\"Customize automated email invitation delivery by setting up Automated Distribution rules and conditions.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/\" \/>\n<meta property=\"og:site_name\" content=\"Sogolytics\" \/>\n<meta property=\"article:modified_time\" content=\"2026-02-04T11:23:59+00:00\" \/>\n<meta name=\"twitter:card\" content=\"summary\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"10 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/\",\"url\":\"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/\",\"name\":\"How to Set Up Rules in Automated Distribution | Sogolytics\",\"isPartOf\":{\"@id\":\"https:\/\/www.sogolytics.com\/help\/#website\"},\"datePublished\":\"2022-06-28T11:06:08+00:00\",\"dateModified\":\"2026-02-04T11:23:59+00:00\",\"description\":\"Customize automated email invitation delivery by setting up Automated Distribution rules and conditions.\",\"breadcrumb\":{\"@id\":\"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/www.sogolytics.com\/help\/how-to-automate-distribution\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/www.sogolytics.com\/help\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Set up Automated Distribution\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.sogolytics.com\/help\/#website\",\"url\":\"https:\/\/www.sogolytics.com\/help\/\",\"name\":\"Sogolytics\",\"description\":\"Sogolytics - 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