Configuring Email Notifications and Distribution Lists

Notifications and Distribution Lists are Configured as a prerequisite to utilizing them within Conditional Actions.

Defining or Editing Email Notifications

Within the Form Builder, select the “Create Notification E-Mail” link (only available in the web form builder). When the link is clicked, a table of currently available notifications will display.

Web Browser:

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On the mobile app, the same can be found within the forms manager screen.

On the table that results, select an existing notification to modify it, or tap the button to create a new one.

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The Message area can be used to set up the body of the email message.

Dynamic Text can be embedded in the message body to pull data from the source of the notification. The Dynamic Text must be enclosed with a square bracket and typed in upper case letters - [LIKE THIS]. Available text is as follows:

CURRENT_DATE – Date the Event occurred
USER_FIRST – First Name of the E-Mail recipient (Admin, PI, etc.)
USER_LAST – Last Name of the E-Mail recipient
FORM_NAME – Subject Event Form Name
SUBJECT_ID – Subject ID associated with the Event occurrence
VISIT_NAME – Visit Interval in which the Event occurred
VISIT_DATE – Date on which the Visit was completed/occurred
SITE_NAME – Site Name associated with the enrolled Subject
STUDY_NAME - Study name associated with the site and use
STUDY_ID - Study ID of the study
SUBJECT_PIN - Subject PIN for TrialKit - Participant (ePRO) log in

Any FIELD NAME on the form can also be used as dynamic text. Example: [FIELDNAME]

To get more control over the appearance, there is also an HTML editor available:

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Tap the “Save Email” button at the bottom of the page as shown in the figure above.

Defining When the Notification Should be Sent

Notifications are sent based on two parameters:

  • The condition defined within the conditional action where the notification is applied.

  • The checkbox located above the notification message area, “Only send notification for a new record”.

Assuming the condition is being met and the notification is processed, if the record is being saved for the very first time, the message will always be sent. If the checkbox to only send for new records is enabled, the message will not be sent on subsequent saves of that same record even if the condition is met.

If a record is saved as DRAFT, the system will not process notifications. The first FINAL save will be what triggers the notifications.

Distribution Lists

This is the area where recipient lists can be defined prior to being utilized within conditional actions.

To Create an Email and/or Push Notification Distribution List elect the “Create Distribution List” link as shown in the figure below from within the Form Builder Application, on the right-hand side column.

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When the link is clicked the Existing Notification lists data table is displayed along with the Add New Contact form. Clicking the link will open the Define Notification Distribution Lists page like that shown in the figure below.

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1. Select the study roles that the distribution list should apply. Anytime the distribution list is used in a conditional action, the message will be sent to the users with the selected roles. 

If the selected role is a site-type role, the notifications will only go to the users at the site where the corresponding conditional action was triggered from. Admin-type users will get all notices regardless of the site(s) they directly belong to.

2. Select the notification type. One or both can be selected. Push notifications will only be sent to the user or patient's mobile app if they have downloaded the app and logged in.

If the notification needs to be available for ePRO mail merge at the study sites, select the ePRO checkbox. This will allow the site users to access and manually send a notification to patients individually.

3. Lastly, tap the “Add New Distribution List” button at the bottom of the form as shown.  After clicking the button the Notification Distribution List will populate the Existing Notification Distribution Lists data table at the top of the Notification Distribution Lists page as shown in the figure below.

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Notification Distribution List – Editing

To Edit the Distribution List:

Click the Edit control in the Existing Notification Distribution Lists data table as shown in the figure below.


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E-Mail Distribution List – Viewing the Recipients of the Distribution List

To View the Recipients of the Distribution List, click the Select control in the Existing E-Mail Distribution Lists Data Table as shown in the figure below.


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The E-Mail Distribution Lists Recipients will display in the E-Mail Distribution List data table located below the Add New Contact form as shown in the following figure.


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Remember, for this example, the Role selected to receive the email was anyone designated as an Administrator. The Site(s) they are administrators for (set up in Study Configurations - Sites and Users) will receive the email.

Due to constraints of 3rd party email providers, distribution lists that exceed 50 users will be split into groups when the email is sent out. If 75 users are set to receive a message, 50 will be on one email and 25 will be on the next. Keep this in mind if viewing the TO or CC fields on the email message - only up to 50 users will be listed in the email.