Configuring ePRO Notifications

Configuring Automated Notifications Based on Delivery Timelines for ePRO Forms

ePRO notifications are pre-defined messages that the system sends to Participants as forms become due for them to complete within a given diary.

Notifications are sent to Participants in the following 3 methods.

Email Notifications
Push Notices (in app) - only if the Participant is accessing via the mobile app
Text/SMS - only if the Participant's phone number exists

By default, Participants will have all three enabled. It's up to each user to adjust their own preferences if the redundancy is not desired.

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Whether or not the message is sent to Participants depends on these factors:
The form is due for completion
The form is enabled to send Notifications
The Participant user has not opted out of notification within their personal preferences
To learn about making ePRO forms deploy based on specific timelines, read more here.

The delivery timing of those messages does not need to be configured because they are sent automatically when forms are due for a Participant.

Managing Participant Notification Preferences

Each Participant can set their own notification preferences, and the study manager can reference those preferences in the case that a given Participant is not submitting data.

This is done from the User Manager by drilling into that user. In this example

Diary Notifications

Within each diary configuration, a message is defined, which the system will use when deploying that diary at the scheduled time points.

If the Participant has a registered phone number for receiving SMS/text messages, the message will also contain a deep link URL for the Participant to directly open the applicable form.

Diary Reminders

In parallel with the diaries covered above, there is an option to send reminders within each delivery of a diary iteration.

For example, a diary that is once per day and available for 24 hours starting at 7am could have a reminder set up for 180 minutes (3 hours). This means that the Participant will get notified 4 times if they don’t fill out the diary.

7am (according to their own timezone)
10am, if they have not yet opened and saved the form
1pm, if they still have not yet saved the form
4pm
At 7pm the diary will have expired and the next notice will not go out until the next iteration of 7am the next day.

Reminders stop after the diary is either completed for the current iteration, or the time window expired.

Scheduled Visit-based ePRO Form Notifications

The ePRO notification configuration is specific only to scheduled visit-based epro forms, and is less commonly used than the method described above. It is accessible from the Study menu using the Web Browser or Mobile App. It can be found under the Study menu.

Prerequisite: Access to eDiary Configuration

Web Browser:

Mobile App:

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By default, notifications will always be sent to participants when forms come due. If there is no need for specific forms to send notifications, they can be turned off via the form properties.

If a form's 'View' permission has been disabled for the Participant role, notification will still be sent, but the form will not show up in the list of due forms for the Participant. The purpose of this is to be able to drive notifications separately if ever needed.

Event-Triggered Diaries are the only type where notifications cannot be disabled.

Notification Message Example On the Web:

Below is the Html for the ePRO notification example message shown above.

Note
Messages sent via push notification will remove any HTML formatting and display text only. HTML should only be used if notifications will primarily be viewed via email.
By default, it's best to use simple and generic plain text notifications to be sure the delivery system (email, push notices, or SMS) supports it.

Simply copy and paste the following into the html editor: