Communications & Notifications in Watermark Course Evaluations & Surveys

This guide will help Watermark Course Evaluations & Surveys users to create communications that will be sent to students, instructors, and administrators in regard to evaluations.

Use 'Request Service' button or further assistance.
 

Watermark Course Evaluations & Surveys allows administrators to configure several types of email communications for different groups:

• Survey Invitations - Used to notify all user levels when a project becomes available.
• Announcements - Used to share general information related to a project.
• Non-Respondent Emails-  Sent to students and faculty who not yet completed a project. These emails also serve as a reminder to instructors and administrators about ongoing project status. These are configured based on project type and duration.
• Results Notifications - Sent to faculty and administrators to inform them when project results are available.

Suggested communication settings are provided below, but these can be customized for a project as needed.

Setting Up Email Communications in Watermark

Before You Begin

1. Navigate to the project you need to configure.

2. Select the Communication tab.

Email communications may be copied automatically when a project is duplicated. However, all communication settings should be reviewed and updated before the project begins. Use the guidance below based on whether you are copying an existing project or creating a new project from scratch.

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Survey Invitation and Announcement Emails

Step 1: Edit or Create the Email

• If you copied a project and are reusing existing emails:
  • Click the Edit icon under Survey Invitation and Announcement Email next to: 
    • Student/Respondent 
    • Instructor
    • Administrator
• If you are creating a new email or are setting up a project from scratch:
  • Click the + Add New Email.
  • Select Student/Respondent, Instructor, or Administrator from the drop down menu.

Step 2: Update Email Settings

• Update Title and Subject to match current survey term.
• Set Schedule to One Specific Date & Time for All Emails 
• Select project start date and set time to 9:00 AM.

Step 3: Review Email Content

• Confirm the email includes the following required placeholders:
  • Survey End Date
  • Passwordless Login URL (ensure the hyperlink text aligns with your email wording)
• You may also include the following optional placeholders: 
  • User First Name
  • User Last Name
  • User Full Name
  • Project Name
  • Survey Start Date

Step 4: Save and Repeat

• Click Save.
• Return to the Communication tab.
• Repeat for any remaining Survey Invitation and Announcement emails.

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Non-Respondent Emails

Non-Respondent emails serve as reminders for users who have not yet completed the survey. 

NOTE:  Although these emails are triggered by respondent non-completion, they are intentionally sent to instructors and administrators to provide visibility into project status and survey participation.

Step 1: Edit or Create the Email

• If you copied a project and are reusing existing emails:
  • Click the Edit icon under Survey Invitation and Announcement Email next to: 
    • Student/Respondent 
    • Instructor
    • Administrator
• If you are creating a new email or are setting up a project from scratch:
  • Click the + Add New Email.
  • Select Student/Respondent, Instructor, or Administrator from the drop down menu.

Step 2: Update Email Settings

• Single Reminder
  1. Update Title and Subject to match current survey term.
  2. Set Schedule to One Specific Date & Time for All Emails 
  3. Schedule email for "x" days before project end date at 9:00 AM.
• Recurring Reminder 
  1. Update Title and Subject to match current survey term.
  2. Set Schedule to Send email every and specify the frequency (for example, every 2 days).
  3. Set start and end dates to define when recurring emails should be sent.

Step 3: Review Email Content

• Confirm the email includes the following required placeholders:
  1. Survey End Date
  2. Passwordless Login URL (name the link to match your email content)
• You may also include the following optional placeholders: 
  • User First Name
  • User Last Name
  • User Full Name
  • Project Name
  • Survey Start Date

Step 4: Save and Repeat

• Click Save.
• Return to the Communication tab.
• Repeat for any remaining Non-Respondent emails.

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Results Notification Email

Results Notification emails are sent to instructors and administrators when survey results are available.

Step 1: Edit or Create the Email

• If you copied a project and are reusing existing emails:
  • Click the Edit icon under Survey Invitation and Announcement Email next to: 
    • Instructor
    • Administrator
• If you are creating a new email or are setting up a project from scratch:
  • Click the + Add New Email.
  • Select Instructor or Administrator from the drop down menu.

Step 2: Update Email Settings

• Update Title and Subject to match current survey term.
• Set Schedule to One Specific Date & Time for All Emails 
• Select the date final grades are available to students and set time to 9:00 AM.

Step 3: Review Email Content

• Confirm the email content and placeholders match your institution’s standards and messaging.

Step 4: Save and Repeat

• Click Save.
• Select the Communication tab to return.​​​​
• Repeat for additional Results Notification emails if needed.