Summary

This article covers how to create the distribution list for the email.

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


To Create an Email and/or Push Notification Distribution List:


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


    

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. 


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


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.   Click the “Save 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:

  1. Once in the Form builder click the Create Distribution List.

  2. On the Existing Notification Distribution Lists data table, click the Edit option located in the same row as the desired Distribution list.


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


To View the Recipients of the Distribution List:

  1. Once in the Form builder click the Create Distribution List.

  2. On the Existing Notification Distribution Lists data table, click the Select option located in the same row as the desired Distribution list.

 

Creating Notification Conditional Action


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


To create an 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 Notification Conditional Action.  In the example below, a Conditional Action Notification will be created in the Drug Diary 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 Notification is being created for the "any issues taking your medication" field in the Drug Diary form. To create the conditional action, click on the "any issues taking your medication" 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 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. 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” and “Insert Last” buttons 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, “Medissues” 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.


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 will be sent to the designated E-Mail Distribution List recipients. An example of a Notification is shown in the figure below.

Need more help?

Please visit the Datatrak Contact Information page.