The Alerts & Notifications feature allows you to construct alerts and send customized email notifications. These notifications may be sent to one or more recipients and can be triggered or scheduled when a form/survey is saved and/or based on conditional logic whenever data is saved or imported. When adding/editing an alert, you will need to 1) set how the alert gets triggered, 2) define when the notification should be sent (including how many times), and 3) specify the recipient, sender, message text, and other settings for the notification. For the message, you may utilize customized options such as rich text, the piping of field variables (including Smart Variables), and uploading multiple file attachments.

While similar in many respects to Automated Survey Invitations, Alerts & Notifications allow for greater complexity and have more capabilities. For example, alerts apply to both data entry forms and surveys, and they also allow for more options regarding who can be the recipient of a notification (project users, survey participants, etc.).

To get started with creating alerts, click the 'Add New Alert' button to view all the settings that must be defined for a given alert. Once an alert has been created, it immediately becomes active and may be triggered at any time thereafter. If you would like to remove or stop using an alert, see the Options->Deactivate Alert setting, which will prevent the alert from being triggered anymore. It may also be re-enabled at any time, in which case it becomes immediately active again. To view all notifications that have already been sent or will be sent in the future, you may view the Notification Log tab.

Example Alerts & Notifications (Letter Templates):

* Many of the examples below use the external module Save Survey PDF to a Field for attachment.  This REDCap module generates a PDF of a survey upon completion and saves it to a REDCap file upload field. It is configured at the project level with source instrument/target field pairs. In the event of save errors, the PDF is sent to a backup email address. 

E-mail Enrollment Confirmation to Participant 

Purpose: Thank the participant for enrolling in the study and provide a copy of their consent form.  Attach additional information such as ClinCard receipt and ClinCard Tip sheet.

From: Study Team E-mail

To: [event_1_arm_1][Participant_email]

Subject: Confirmation of enrollment in Study Short Name #secure

Hello [event_1_arm_1][first_name] [event_1_arm_1][last_name],

Thank you for agreeing to participate in Study Short Name.

Attached you will find the:

Signed informed consent

Signed Visit Receipt

ClinCard Tip Sheet

We look forward to seeing you next time at location on date at time. 

For questions, contact Study Name Team at Study Contact Information.

Attach PDF of Consent, Visit Receipt, and ClinCard Tips*

E-mail to CRC to complete the Informed Consent Process Note

Purpose: Remind the study team to complete the informed consent note and save the consent form in the RDS (optional). 

From: Study Team E-mail

To: Study Team E-mail

Subject: Study Short Name:  Complete & Review Informed Consent Process Note #secure

Hello,

[event_1_arm_1][last_name], [event_1_arm_1][first_name] has completed their eConsent form for the Study Short Name study.

If you were the Research Coordinator to facilitate this eConsent, please log-in to REDCap to complete the Informed Consent Process Note.

[event_1_arm_1][form-link:study_staff_review]

Store the attached PDF of the completed informed consent form HERE.

For questions, contact Study Name Team at Study Contact Information.

Attach PDF of Consent*

E-mail to Health Information Management (HIM)

Purpose: To upload consent documents into CCHMC Epic 

From: Study Team E-mail

To: him_records_submission@cchmc.org

Subject: Research Consents for Upload - Study Short Name #secure

HIM,

Please upload the participant informed consent document (attached PDF) to EPIC.

Name: [event_1_arm_1][last_name], [event_1_arm_1][first_name]

Date of Birth: [event_1_arm_1][dob]

MRN: [event_1_arm_1][mrn]

Timestamp of the Event:[event_1_arm_1][staff_consent_timestamp]

For questions, contact Study Name Team at Study Contact Information.

Attach PDF of Consent*

E-mail to Study's ClinCard Administrator

Purpose: Inform the Study's ClinCard administrator that a participant visit has occurred and is ready for visit information to be placed in Greenphire.

From: Study Team E-mail

To: Study ClinCard Administrator E-mail

Subject: Study Short Name: Enter visit data into Greenphire #secure

Study Short Name visit data needs to be placed into Greenphire.

Study participant [event_1_arm_1][last_name], [event_1_arm_1][first_name] has completed a study visit on [event_1_arm_1][visit_date].

CRC: [event_1_arm_1][crc]

Attached you will find the:

Signed informed consent

Signed W-9

Signed Visit Receipt

Please enter visit data into Greenphire and go to the following link to complete the visit form:

Add Form Link

For questions, contact Study Name Team at Study Contact Information.

Attach PDF of Consent, W-9, Visit Receipt*

E-mail to ClinCard Approver

Purpose: Inform the ClinCard approver that participant information has been placed in Greenphire.  Review and approval are needed.

From: Study Team E-mail

To: Study ClinCard Approver E-mail

Subject: Study Short Name: ClinCard review and approval needed #secure

ClinCard approval needed for study Study Short Name.

Study participant [event_1_arm_1][last_name], [event_1_arm_1][first_name] has completed a study visit on [event_1_arm_1][visit_date].

Requestor: [event_1_arm_1][requestor]

Attached you will find the:

Signed informed consent

Signed W-9

Signed Visit Receipt

Please approve charges in Greenphire and go to the following link to complete the visit form:

Add Form Link

For questions, contact Study Name Team at Study Contact Information.

Attach PDF of Consent, W-9, Visit Receipt*

E-mail to Study Team:  Participant now age 18, need to reconsent 

From: Study Team E-mail

To: Study Team E-mail

Subject: Study Short Name: Participant now age 18, need to reconsent #secure

Please be advised that a participant is turning 18 years soon. Contact the participant and/or their family as soon as possible.

Link to participant: Add Form Link

For questions, contact Study Name Team at Study Contact Information.

E-mail to Participant:  Participant now age 18, need to re-consent 

From: Study Team E-mail

To: Participant E-mail

Subject: Happy Birthday from the Study Short Name study! 

Happy 18th Birthday!

Thank you for being part of the Study Short Name study.  Since you are now an adult, we would like to obtain your permission for continued participation in the Study Short Name study.  Please take a moment to reconnect with the Study Name Team at Study Contact Information.  We will have you read our study consent form by following this link Add Survey Link and answer any questions you may have.

Enjoy your special day!

E-mail to Participant:  Visit Reminder 

From: Study Team E-mail

To: Participant E-mail

Subject: Reminder of upcoming appointment

[event_1_arm_1][first_name] has an appointment [event_1_arm_1][next_visit_date] at [event_1_arm_1][next_visit_time] at location with the Study Short Name study.

Please confirm the above date and time will still work by following this link Add Survey Link.

For questions, contact Study Name Team at Study Contact Information.