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Customize Viva Glint survey email content

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Customize Microsoft Viva Glint email content for survey invites, reminders, and survey results notifications in the Communications section of Program Setup. Optionally, set up a custom email sending domain and a company logo for survey emails. To understand how to enable/disable emails, and for more information about Communications setup, see Communications setup in Program Summary.

Important

Always-On survey programs don't include emails or a Communications section.

Custom sending domains and themes/logos (optional)

In the Microsoft Admin Center (MAC), your M365 admin can optionally configure a custom sending domain for your organization. In the Microsoft Entra admin center, customize your organization's branding to include your logo in survey communications:

Both items are optional steps that your organization can take to further customize the survey communication experience for your survey participants.

Note

  • Custom sending domains configured in MAC can impact other M365 products. See Set up a custom sending domain for a full list.
  • Viva Glint teams have access to limited email delivery metrics. Using a custom sender domain gives your organization direct access to your email delivery data.
  • The preview in the email setup pane in the platform always displays the Viva Glint logo. Send an email preview to see your organization's customized logo.

Email sections

To edit email content, go to the Communications section of your desired survey program, select the pencil icon to edit a given email, and in the edit pane that appears, select the pencil icon to edit content.

Viva Glint survey invites and reminders contain multiple editable sections:

Screenshot of editable survey email sections in Viva Glint.

The following invite and reminder email sections support multiple paragraphs to break up and emphasize important text:

  • Message
  • Privacy Message

Add your customizations to each section and select Save Changes in the top right to save all of your edits.

Caution

  • Hyperlinks and HTML aren't supported content in Viva Glint customized emails. These items can cause email delivery/blocking issues.
  • Viva Glint Admins can add links as plain text; for example: www.microsoft.com.
    • Some versions of Microsoft Outlook automatically convert a plain text link into a clickable link. To prevent rendering issues with links, ensure that the plain text URL is less than or equal to 100 characters or create a shortened link.

Email macros

Macros in Viva Glint emails allow your organization to add placeholders that pull in information from your employee data and from Viva Glint. Include Departments, Manager Names, or estimated minutes to complete a survey in email text to further customize for survey participants. To add a macro, select the plus sign icon email sections where it exists and choose a macro from the dropdown menu.

Screenshot of macros available to add to email text.

Manage translations

Any edits made to email text in English need to be made to all other survey languages. Use the guidance here to manage your email translations.

Use the language dropdown

In the email edit pane, after customizing English content, use the Language dropdown menu to select other survey languages and add translations to each survey section. Select Save Changes in the top right to save all of your edits.

Screenshot of the Language dropdown in the email edit pane.

Use the program content import

Use this translation guidance to import updated translations for emails after modifying English text.

Survey End Results Notification email

The Survey End Results Notification email is designed to notify managers that their results are ready for review in Viva Glint dashboards. It contains several sections, including some that link to additional resources.

Sections that can be easily customized:

  • Button Text
  • Greeting
  • Main Title
  • Preview Text
  • Subject
  • Title
  • Tip Titles
  • Tip Descriptions

Sections to avoid customizing:

  • Links
  • Icons

The following results notification email sections support multiple paragraphs to break up and emphasize important text:

  • Description
  • Main Title
  • Tip 1 Description
  • Tip 2 Description
  • Tip 3 Description

Screenshot of the Survey End Results Notification email.

Preview emails

After customizing emails, use the Viva Glint preview option to send yourself a sample email.

Tip

For email previews in other languages, select a 'preview as' user that's assigned the language code that you want to see a preview for. Learn more in the Language section in Viva Glint employee attribute fundamentals.

Note

  • To allow for easier email review, email previews for surveys that require authentication via Entra don't include an Entra link behind the Provide Feedback button.
  • Preview emails can only be sent for survey invites. Reminders and survey results notifications can be previewed in the editing pane in the platform.