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Email template

An email template is a reusable preconfigured entity that simplifies mailing management in the system. By preparing email templates you save time on specifying mailing details every time you need to configure a system notification for some event.

In CTMS, you can create email templates for various purposes, such as follow-up letters, confirmation emails, trip report reminders, and so on. These email templates can then be used in monitoring visit configuration or workflow settings, where you associate them with email notifications triggered by various events.

For example, at the end of a monitoring visit, if the investigator or reviewer has forgotten or is taking a long time to provide you with their analysis or feedback on the identified issues, then you can send them a follow-up email. To do so, first, you have to create the email template in the LIBRARY > Email Template subtab of CTMS, then associate the follow-up email with the monitoring visit in the STUDY MANAGEMENT tab, and finally, in the same tab, select the user role (such as data manager (DM), principal investigator (PI), or others) or a specific user to whom you want to send the follow-up email.

The Email Template table lists all of the email templates created in the systems and their details as explained in the following table.

Email template list
Figure 1. Email template list

Element

Details

Template Name

Represents the name of an email template.

Template Type

Represents the type of an email.

Status

Represents the status of an email template which can be active or inactive. Only active templates can be assigned to various instances of CTMS.

Description

Represents a brief description of an email template informing readers about why the template is created.

You can manage the email templates as needed as explained in the following sections:

In this section:

A person responsible for managing and ensuring the integrity, accuracy, and confidentiality of data collected during clinical trials. The DM’s scope of work might include maintaining the quality of data, complying with regulatory requirements, and supporting the overall success of clinical research.

In the eClinical system, the Data Manager (DM) user role is granted to a person who is mainly responsible for cleaning the data, making sure the data is entered correctly according to all requirements and industry standards, and creating manual queries for clinical research coordinators on any questionable data pieces. Before the study goes live, works with the sponsor and receives and addresses their feedback to set up the study and CRFs in EDC in a way that the sponsor approves.

A person responsible for overseeing and conducting the research study at a specific investigational site or multiple sites, depending on the study's design. The role of a PI is multifaceted and involves various responsibilities, such as study oversight, protocol adherence, participant recruitment and informed consent implementation, regulatory compliance, and so on.

In the eClinical system, the Principal Investigator (PI) role that is assigned to a person who oversees the data entering and signs off subjects—gives authorized confirmation that all the entered data is valid and follows the industry standards. The responsibilities of PI can vary depending on study requirements.