Create Email Templates

Use the processes outlined here to create pre-made Emails for a variety of important subjects. These can be run on an automatic schedule as-is, or can be modified right before sending to fit the situation with greater accuracy.

Step-by-step guide


 Show Me How to Create a New Email Template
To create a new Email Template, perform the following steps:
  1. Click the 'Email Templates' tab
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  2. Click the 'Add Template' button
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  3. Choose a category for the Email Template (This can be changed later)
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    2.  Choose General Purpose If...

      ...Your template is meant to convey anything non-specific to participants. In other words, if the Email could be sent to any participant in the survey regardless of current completion status or approval outcome. You may also use this section for an Approved with Conditions Email template.

    3.  Choose Remediation Plan If...

      ...Your template is specifically meant to convey guidelines or conditions to participants with a status of Not Approved or Approved with Conditions.

    4.  Choose Reminder Emails If...

      ...Your template is targeted toward participants who have not yet taken the questionnaire, or need to be reminded again to take the questionnaire.

  4. Fill in the 'Template Name', 'Email From Address', and 'Subject Line' of the Email (Participant replies to the Email will be re-directed to the 'Email From Address'). 'CC Address' is optional, this will CC the email when sent to the address listed here.
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    2.  What's with that Approved with Conditions checkbox?

      Use this checkbox if you would like this (General Purpose only) Email Template to be the one sent to participants with the Approved with Conditions status. This is done by going to the Status Report, selecting a participant with this status, and clicking the checkbox to Email the participant the comments in the report window.

  5. Fill in the 'Email Text' with the message that should be inside of the Email when the template is sent out. You may also use the buttons in the text box to make formatting changing, such as font size, color, etc.
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    2.  What does that "Comments" thing mean?

      If you want this template to be sent out for Approved with Conditions Emails, the "Comments" macro is where the comments from the status window go. See the previous step for an example of how to send out this Email.

  6. Click the 'Save' button to create the template
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  7. The template will appear under the dropdown for the category selected, and can be edited or deleted by using the pencil icon and the red X icon respectively (A template highlighted in green marks it as the Approved with Conditions template)
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 What about those filters at the top of the page?

The filters at the top of the page will hide Email templates and template categories that do not fit the filters used. The options are:

  • Reminders - Shows templates with scheduled automatic reminders (On/Off)
  • Template Type - Shows templates under one or more categories (General Purpose/Remediation Plan/Reminder Emails)
  • Questionnaire Name - Shows templates with automatic reminders configured for specific questionnaires (Available choices depend on the questionnaires in your database)
  • Participant Status - Shows templates with automatic reminders configured for specific participant statuses (Not Started/In Progress/Pending/Review Pending/Approved/Not Approved/Approved with Conditions/Updated Pending)
  • Urgency - Shows templates with automatic reminders configured with extra Email urgency display options (High Urgency/Regular Importance)
  • Questionnaire Link Included - Shows templates with automatic reminders configured to include a link to the participant's individual questionnaire (Yes/No)



Did you know: You can use Email Templates as starting points for Email communications with participants. Each template, with the exception of automatically scheduled Emails and the Approved with Conditions Email, can be edited before it is sent out to participants. So, even if something does not translate perfectly to every situation, you can at least create a starter template and change it before it is sent out. We recommend making a few Email Templates in the General Purpose and Reminder Emails types before launching your questionnaire.

 Example



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