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

Automated emails can be scheduled to go out to the participant based off of any date variable in Ripple. Examples include the enrollment date, the date the participant was added to a study, an Event date, birthday, date of last contact, or any custom variable formatted as a date . With Ripple, you can set up an automated email appointment reminder. This is a great way to remind participants of the study name, appointment date and time, and provide further directions.

To set up an automated trigger for an email template:

    1. Navigate to Study Settings
    2. On the left sidebar, go to the Email and Text section
    3. Click “Add Template”
    4. Fill in the Email Template. Components include:
      • Template Name (required) 
      • Description 
      • Reply to Address
      • Sender Name
      • Email Subject (required)
      • Email Message (required)
      • Attachment
      • Automatically Send Based On scheduling module
    5. Select the “Automatically Send Based On” dropdown and choose which date variable or Event you would like the email to be sent based on 
    6. Designate the timeframe you would like the email to be sent, based upon the Event
    7. 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.

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.

Sending Automated Emails

How will I know that the email was sent?
The email will create an entry in the Email Log on the participant’s profile card after the email was sent.
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.
If I select an email to be sent 0 days before an event is scheduled, when will this be delivered?
The email will be sent at 9:00 AM the day the event is scheduled for. 
 
For triggers based on event completion, can I use the 0-day trigger setting? 
For completed events, we recommend only using the 1-day trigger setting. This will ensure that an automated email is sent at 9:00 AM the day after the event is completed. 
 
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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