E-Mail and PUSH Notifications allow users to set up conditional actions that send E-Mails or Push Notifications to your smart phone to specific users based upon an event.  Before creating a Conditional Action E-Mail Notification, users need to:

1. Create the Notification E-Mail to be sent; and,

2. Create an E-Mail/Push Notification Distribution List to whom the E-Mail and or Push Notice will be sent.

Users can define as many E-Mails/Push Notices and distribution lists as they need based upon any number of defined events that occur within forms.


Creating E-Mail Notifications

To create the E-Mail Notification:

1. Within the Form Builder Application, select the “Create Notification E-Mail” link as shown in the figure below.

 

2. When the link is clicked the Current Emails data table is displayed along with the Define E-Mail Name and Text form. The Right Column displays the Dynamic Text box that contains the text that can be included in the body of the E-Mail as shown in the figure below. The Dynamic Text is information that is related to the Event.  Below are the definitions of the Dynamic Text that can be included in the E-Mail.  The Dynamic Text must be enclosed with square brackets and typed in upper case letters.


· 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


3. In the E-Mail Name/Subject text box, type in the name of the E-Mail Notification as shown in the figure below.

 

4. In the body of the E-Mail, type in the message to be sent to a defined distribution list of recipients as shown in the figure below.

     

 

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

After clicking the “Save Email” button the message will populate the Current Emails data table as shown in the figure below.

 

After saving the E-Mail, the E-Mail Name will populate a dropdown list in the Conditional Action E-Mail Notification. This will be shown in an example later in the document when a Conditional Action E-Mail Notification is created in the Form Builder.

 

E-Mail Editing

To edit an existing E-Mail in the Current Emails data table:

1. Click the select control in the row associated with the desired email in the Current E-Mails data table as shown in the figure below.

 After clicking the control the selected E-Mail populates the body of the editor. Make the desired changes and click the “Save Email” button.


E-Mail Deleting

To delete an existing E-Mail from the Current Emails data table:

1. Click the Delete control in the row associated with the desired email in the Current E-Mails data table as shown in the figure below.

 Clicking the Delete control will remove the email from the Current Emails data table.


Create E-Mail Distribution List

The next step is to create the distribution list for the email. This is the list of recipients who will receive the email when the event occurs.

To Create an E-Mail Distribution List:

1. Within the Form Builder Application, select the “Create Distribution List” link as shown in the figure below.

 

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



2. In the Distribution List Name text box field, enter the desired name for the distribution list, roles to receive email and notification type (email, push notification or both) as shown in the figure below.

 

3.   Click the “Save Distribution List” button at the bottom of the form as shown in the figure above.  After clicking the button the E-Mail Distribution List will populate the Existing E-Mail Distribution Lists data table at the top of the E-Mail Distribution Lists page as shown in the figure below.

 

E-Mail Distribution List – Editing

To Edit the Distribution List:

1. Click the Edit control in the Existing E-Mail Distribution Lists data table as shown in the figure below.

 

2. After clicking the Edit control the editable fields are displayed as shown in the figure below. Make the desired changes; and click on update link control to update or click on cancel to leave fields unchanged.  

 


E-Mail Distribution List – Deleting

To Delete a Distribution List:

1. Click the Delete control in the Existing E-Mail Distribution Lists data table as shown in the figure below.

 

Clicking the Delete control will remove the email distribution list from the Existing E-Mail Distribution Lists data table.


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

To View the Recipients of the Distribution List:

1. Click the Select control in the Existing E-Mail Distribution Lists Data Table as shown in the figure below.

 

Clicking the Select control from the Existing E-Mail Distribution Lists data table, 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.

 

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.


Creating E-Mail Notification Conditional Action

With the Notification E-Mail and Distribution List completed, the next step is to create an E-Mail Notification Conditional Action.

To create an E-Mail Notification Conditional Action:

1. Hover the mouse over the Study menu and click the “Form Builder…” link as shown in the figure below.

 

2.   Clicking the link opens the Form Builder page which displays the Existing Forms data table. From the Existing Forms data table, click the Select control across from the desired form in which to create the E-Mail Notification Conditional Action.  In the example below, a Conditional Action E-Mail Notification will be created in the Adverse Event form as shown in the following figure.



3. Clicking the Select control opens the form in the Form Builder body/grid. For this example, the Conditional Action E-Mail Notification is being created for the Death checkbox field in the Adverse Event form. To create the conditional action, click on the Death checkbox field to make the field active and then click the 0 - View/Edit control in the Validations section of the Checkbox Properties toolbox as shown in the figure below.

 

4. Clicking the 0 - View/Edit control opens the Conditional Action Builder. In the Conditional Action Builder, click the type drop down and select E-Mail Notification as shown in the figure below.

 

5.   Clicking the Email Notification type displays the Email Options box in the Conditional Actions Builder. In the E-Mail Options box, click the Notification dropdown list and select the desired E-Mail to use for the Notification as shown in the figure below. The dropdown list is populated with the E-Mail(s) created using the Create Notification E-Mail application.

 

6. In the E-Mail Options box, click the Distribution List dropdown list and select the desired Distribution List to use in the Notification as shown in the figure below. The dropdown list is populated with the Distribution List(s) created using the Create Distribution List application.

 

7.   With the Email Options selected, click the “Block” and “Insert Last”buttons as shown in the figure below.



8.   Click the “Condition” button to populate the expression area with the dropdowns as shown in the figure below. 

 

9. Click the first (criteria) dropdown list and select the field that identifies the desired field. For this example, “AE_EVENT_SERIOUS” identifies the field as shown in the figure below.

 

10. Click the second dropdown list and select “equal”.

11. Click the second (criteria) dropdown list and select “Yes” from the Field Choices section as shown in the figure below.

 

12.   Click the “Insert After” button. This will load the “and/or” condition. Use the dropdown list and select “And” as shown in the figure below.

 

13. Click the next (criteria) dropdown list and select the field that identifies the desired field. For this example, “AE_DEATH” identifies the field as shown in the figure below.

 

14.   Click the next dropdown list and select “checked” as shown in the figure below.

 

Selecting checked removes the additional (criteria) dropdown field from the expression area as it is no longer necessary for the conditional action. The completed E-Mail Notification Conditional Action is shown in the figure below. This Conditional Actions states: If the field, “At any point did the event become serious?” is answered “Yes” and the outcome field “Death” is “checked”, send a Notification E-Mail to the recipients in the defined Distribution List.

 

After completing the Conditional Action click the “OK” button to save it and then the “SaveForm” button to save the form in the Form Builder.

Now, when an Adverse Event Form is completed that meets the criteria designated in the Conditional Action a Notification E-Mail will be sent to the designated E-Mail Distribution List recipients. An example of an E-Mail Notification is shown in the figure below.


 



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