How To: Set Up Automated Emailing

How To: Set Up Automated Emailing

Automated emailing allows you to create pre-set emails that send based on the scheduling or completion of study events. To set up automated emails go to the Email & Text section in the Study Settings.

Note

The use of emailing for study participant/patient communication is often regulated by a number of institutional rules often managed by the applicable Institutional Review Board and the information security compliance office. Please make sure that you have the authorization to email participants/patients directly before using this feature.

 

Setting Up Automated Email Trigger

Email triggers can be scheduled off of a scheduled or completed event date or based on any date variable in Ripple, including the Last Contact Date, Birthday, Date of enrollment, or any custom variable in a date format. After this template has been created, any participant who meets the criteria of the automated template will receive the text message at the selected interval.

To set up this automated text for a text template:

  1. Click Add Template
  2. Fill in the Template Name, Description, Reply To Address, Sender Name, Email Subject, and Email Message fields. Click the HTML checkbox if your email message is written in HTML.
  3. Select the A. event or B. date variable you would like to send the email based on
  4. Designate the time/date you would like the email to be sent based upon the event or date variable
  5. Click Save

After this template has been created, any participant who meets the criteria of the automated template will receive the email at the selected interval.

 

Sending Automated Emails

How will I know that the email was sent?
The email will create a log entry in the Email Log on the participant’s profile card after the email was sent.
If a time is not specified, what time of day will the email be sent?
When a specific hour to be sent is not designated in the template, the email will be sent at 9:00 AM local time.
What email address will this email be sent to?
The contact that the automated email will be sent to will follow this hierarchy:

A. The preferred email address of the preferred contact.

B. If the preferred contact does not have a preferred email address, then the first, non-archived email address in the list for the preferred contact.

C. If there is no preferred contact, or the preferred contact has no non-archived email addresses, then the preferred email address of the participant’s contact.

D. If the participant’s contact does not have a preferred email address then the first, non-archived email address on the participant’s contact.

E. If the participant’s contact is archived or has no email address then we will not send an automatic email to this participant.
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