Before you can begin processing e-mail replies, you would have used Trellis 2011 to send evaluation forms to your delegates and as such the Feedback tab will look something like this.

 

 

 

The crosses in the Replied column indicate that replies have not been processed.

 

To begin processing replies, click on Process E-mail Feedback. You will then seen the following screen:

 

 

At this window, enter the Microsoft Outlook folder where you have moved the replied e-mails to.  This should not be the main inbox. You should create a folder within your inbox specifically for replies.

 

To have your processed emails moved to another folder after successful processing, click on the check box Move Processed E-mails Folder Name and then enter the name of the folder within the process folder.

 

In the following example, EvaluationFeedback is the name of the folder in the Inbox that we are moving replies to. There is then a folder called Processed within the EvaluationFeedback folder where replies are moved to once the responses have been extracted and saved within Trellis 2011.

 

 

Click OK and Trellis 2011 will connect to Microsoft Outlook and look for the named folder. Once the folder is found it will then look through the e-mails found within it to find replies to the e-mail it sent out. Specifically it matches e-mail addresses to its sent e-mail list and then looks to see if there is an attachment that corresponds to the Microsoft Word form that it sent out.

 

This means that if Trellis 2011 does not have an email address in it's Sent E-mail List it will not process an email from that address if it is found in the folder.

 

Once Trellis 2011 has checked the supplied Outlook folder, you will be presented with a list of replied e-mails it has found and you are presented with the choice of processing them all or selecting which records you want to exclude from processing.

 

 

 

If there are any evaluation replies you want to exclude for any reason, simple uncheck the record in question and it will be excluded from processing.

 

If Trellis 2011 finds more than one reply from an e-mail address, you will see all the replies shown in this list. However Trellis 2011 will not process more than one reply from an e-mail address so you will be prompted to deselect the all but one from a single e-mail address.

 

Once you are happy with your selections, click on OK and Trellis 2011 will begin the process of extracting the responses and saving them to the  database.

 

Once this process is complete, you will be the screen will close down and you will then see the project window updated as follows:

 

 

 

All Delegates whose reply has been processed will have a tick against their name and in the Response column an indication of the number of questions answered in relation to the total number of questions on the evaluation form.