Send Email Templates
Use this process to send Emails out to participants within a questionnaire.
Step-by-step guide
- Click the 'Status Report' tab
- Click the envelope in the participant's row under the 'Action' column
- Select the template type from the dropdown on the left
- Then select the template from the dropdown on the right
- The information in most of the fields will be filled in by the template, but you can make changes to any of these fields before the template is sent out (You can even change the Email address the template is sent to, just in case the participant's current Email address is incorrect)
- You can also mark the Email as urgent/high priority, include a link to the participant's questionnaire, and include any documents that are attached to the participant's profile via the Status report (Any Reminder Email templates sent will always include the link to the participant's questionnaire)
Participants who have completed the questionnaire or been converted to a paper process may have documents attached to their profile directly. Normally, participants cannot see these documents, but filling in the checkbox for this option will include such documents as attachments to the participant when applicable. If the participant doesn't have any documents attached to their profile when this option is chosen, nothing else will be sent besides the Email template.
- Once the Email template is ready to go, click the 'Send' button
- The Email will be delivered directly to the participant's inbox (Some Email servers may take longer than others for the Email to be delivered)
The envelope icon is a shortcut to send an Email to participants who have not started the questionnaire. You can still send an Email template to a single participant by clicking the letter abbreviation under 'Action' and then clicking the 'Send Email Message' button. After this, resume from step 3.
- On the Status Report page, click the 'Send Email Template' button after populating the participant list
- Select the template type from the dropdown on the left
- Then select the template from the dropdown on the right
- Using the checkboxes, you can filter which of your participants will receive the Email template based on current status in the questionnaire (Reminder Emails may only be sent to participants in Not Started or In Progress status, but General Purpose Emails may be sent to participants of any status)
- The information in most of the fields will be filled in by the template, but you can make changes to any of these fields before the template is sent out
- You can also mark the Email as urgent/high priority, include a link to the participant's questionnaire, and include any documents that are attached to the participant's profile via the Status report (Any Reminder Email templates sent will always include the link to the participant's questionnaire)
Participants who have completed the questionnaire or been converted to a paper process may have documents attached to their profile directly. Normally, participants cannot see these documents, but filling in the checkbox for this option will include such documents as attachments to the participant when applicable. If the participant doesn't have any documents attached to their profile when this option is chosen, nothing else will be sent besides the Email template.
- Once the Email template is ready to go, click the 'Send' button
- The Email will be delivered directly to the participant's inbox (Some Email servers may take longer than others for the Email to be delivered, especially if you are sending the Email template to a large number of participants at once)
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