How to: Create an Email Template

How to: Create an Email Template

Summary of Email Templates

Using an email template provides Study Admins a way to ensure that the study team is using consistent language when they communicate with participants. You can use email templates to remind participants of upcoming visits, send birthday emails, share your study newsletter, and more.

 

Creating Email Templates

Email templates are created at the study level by Study Admin users. To create and edit your email templates:

1. Navigate to the Study Settings tab (green), then go to the Emails section (red).

2. Click Add Template to open a new template and fill in the email details.

    • Template Name (required): This is the name that your team will see in the list of email templates. This should be a few words that help define what the email template is for. Participants will not see this name.
    • Description: Allows users to give more information about the contents of the email. This can include when to use the template, who it should go to, when, etc. Participants will not see this description.
    • Reply to Address: Allows users to route participant replies to their email address for further follow-up.
    • Sender Name: Allows users to mask Ripple's email address by adding their team's name as the sender.
    • Email Subject (required): Allows users to customize the subject of the email that the participant will receive.
    • Email Message (required): This is where you will write your email message. Ripple allows you to add dynamic placeholders in your template including Next Appointment Date, Next Appointment Name, Participant First Name, Participant Last Name, Study Name, and more. Ripple will pull this data into the participant's specific email.
    • Attachment: Allows users to attach a document up to 10 MB in size.
    • Automatically send based on: Allows users to have an email go out automatically based on an event being scheduled or completed.

3. Click Save. Your email will be saved within the Emails section along with all other templates you have created.

4. When you are sending an email to a participant, you will be prompted with an Email Template window. You can choose to send one of your existing email templates or write a custom email by selecting “Do not use a template.”

5. After selecting a template, your email will automatically populate with the template information. In the spots where you put the placeholders, Ripple will pull through your participant's variables:

Note:

If you do not see these options on your emails, please email us at sales@ripplescience.com to discuss how to get this feature.

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