What is Custom Data in the Address Book and how is it used?

When adding contacts into the Address Book, in addition to the contact’s Email address you can choose to enter ‘First Name’, ‘Last Name’ and up to three other ‘Custom Data’ fields. These fields can be used for any tracking data that you like, such as organization, department, job title or unique ID/number. This data will then appear at the top of individual responses when viewed within the Analyse page (it will not appear in the Responses Overview or in Reports though).

NOTE: You can add/edit custom data for an existing contact by clicking on the [Edit Contacts] icon in the Address Book.

One advantage of adding custom data fields is that they can be used to personalise text in messages sent via TrainingCheck’s internail mail program. This is similar to mail merge in a word processing application.

Simply add one of the following tags below into the body of your message. The tag will then be automatically replaced with the relevant data you enter for each contact when the message is delivered to the recipient. For example. if the First Name data you have added for a contact is ‘Becky’, then in your Email ‘Dear #FirstName#’ will become ‘Dear Becky’.

#FirstName# - will be replaced with the First Name data you enter for a contact. If you use this tag and no corresponding First Name data has been added for a contact then ‘Colleague’ will be used instead in the Email.

#LastName#, #CustomData1#, #CustomData2#, #CustomData3# - will be replaced with the corresponding data you enter for a contact. If you use one of these tags and no corresponding data has been added for a contact, then the field will be left blank in the Email.

NOTES:

You must include the hash symbols (‘#’) in the tags for them to work correctly.

You cannot add custom tags directly into the evaluation itself. The design will not populate information through tags.

You do not have to use any First Name, Last Name or Custom Data tags in your Email if you don’t wish to. The only mandatory tag when sending an evaluation is #EvaluationLink# as this is substituted with a link to your evaluation.

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