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Create 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 as many email templates for various purposes as needed to support different scenarios, such as confirmation emails for monitoring visits, trip reminder emails, follow-up letters, and so on.

To create an email template

  1. In the CTMS application header, select the LIBRARY tab.

  2. From the left pane of the page that opens, select Email Template.

    Accessing email templates
    Figure 1. Accessing email templates

  3. From the workspace toolbar of the Email Template table that appears, select New Item add_new_icon.png.

    Selecting option to add new email template
    Figure 2. Selecting option to add new email template

  4. On the page that opens, add the details as explained in the following table.

    Creating email template
    Figure 3. Creating email template

    Tip

    In the following table, mandatory elements are marked with an asterisk (*).

    Element

    Details

    Basic Setting

    Template Name*

    Enter a unique descriptive name for your email template.

    Template Type*

    Select one of the following template types:

    Date Format*

    Select one of the available date formats to be displayed in the email content.

    For example, if the {Planned Start Date} is mentioned in the email content, this date will be displayed in the selected format when the recipient gets an email.

    Description

    Enter a brief description explaining the purpose of creating the email template. This distinguishes your template and helps choose a template suitable for the purpose.

    Email Setting

    Email Subject*

    Enter the subject of the email that is to be used as a template for sending task and query reminders. You can also start typing with the opening brace "{" to expand the list of predefined placeholders that you want to include in the email subject to then be replaced with actual data in the resulting email.

    For instance, if you want your email subject to include monitoring visit name and type, simply enter { and from the expanded list, select the needed placeholders.

    Adding placeholders to email subject
    Figure 4. Adding placeholders to email subject

    Note that the list of placeholders is generated depending on the selected template type so that only the relevant ones are available for selection.

    Email Content*

    Enter the content of the email body that is to be used as a template for sending task and query reminders. You can also start typing with the opening brace "{" to expand the list of predefined placeholders that you want to include in the email content to then be replaced with actual data in the resulting email

    Note that the list of placeholders is generated depending on the selected template type so that only the relevant ones are available for selection.

    Elements Setup

    List of Payable Items

    Select the checkboxes next to the payable item details that you want to be included in the email body in a form of a table. Clear the checkboxes next to the details that should not be included in the email.

    For this placeholder, the system considers the list of payable items currently available in the EDC system.

    Displaying list of payable items to include into email
    Figure 5. Displaying list of payable items to include into email

    This list is applicable for the Payment Request Letter template type and only available if the {List of Payable Items} variable is added to the email content.

    List of Open Issues Left from Previous Visit

    Select the checkboxes next to the issue details that you want to be included in the email body in the form of a table. Clear the checkboxes next to the details that should not be included in the email; however, at least one checkbox must be selected.

    For this placeholder, the system considers the issues in the Not Started or On-going status that were created and not resolved after the date of the previous monitoring visit.

    Displaying list of open issues from previous visit
    Figure 6. Displaying list of open issues from previous visit

    This list is applicable for the Follow-up Letter template type and only available if the {List of Open Issues Left from Previous Visit} variable is added to the email content.

    List of Action Items Left from Previous Visit

    Select the checkboxes next to the action item details that you want to be included in the email body in the form of a table. Clear the checkboxes next to the details that should not be included in the email; however, at least one checkbox must be selected.

    For this placeholder, the system considers the action items that were created after the date of the previous monitoring visit disregarding their status.

    Displaying list of action items from previous visit
    Figure 7. Displaying list of action items from previous visit

    This list is applicable for the Follow-up Letter and Confirmation Letter template types and only available if the {List of Action Items Left from Previous Visit} variable is added to the email content.

    List of Incomplete Action Items Left from Previous Visit

    Select the checkboxes next to the action item details that you want to be included in the email body in the form of a table. Clear the checkboxes next to the details that should not be included in the email; however, at least one checkbox must be selected.

    For this placeholder, the system considers the action items in the Not Started or On-going status that were created and not resolved after the date of the previous monitoring visit.

    Displaying list of incomplete action items from previous visit
    Figure 8. Displaying list of incomplete action items from previous visit

    This list is applicable for the Follow-up Letter and Confirmation Letter template types and only available if the {List of Incomplete Action Items Left from Previous Visit} variable is added to the email content.

    List of Incomplete Action Items

    Select the checkboxes next to the action item details that you want to be included in the email body in the form of a table. Clear the checkboxes next to the details that should not be included in the email; however, at least one checkbox must be selected.

    For this placeholder, the system considers the action items in the Not Started or On-going status disregarding their creation date.

    Displaying list of incomplete action items
    Figure 9. Displaying list of incomplete action items

    This list is applicable for the Follow-up Letter and Confirmation Letter template types and only available if the {List of Incomplete Action Items} variable is added to the email content.

    List of Attendance

    Select the checkboxes next to the attendee details that you want to be included in the email body in the form of a table. Clear the checkboxes next to the details that should not be included in the email; however, at least one checkbox must be selected.

    For this placeholder, the system populates the values based on the attendee details added as predefined items to the monitor template that is then associated with the trip report and completed with actual attendee information.

    Displaying list of attendance
    Figure 10. Displaying list of attendance

    This list is applicable for the Follow-up Letter template type and only available if the {List of Attendance} variable is added to the email content.

    SAVE

    Select save_button.png to implement your changes.

Upon saving, the email template is created and it appears in the Email Template table with the Active status. You may now use the created template according to your business needs in the CTMS system.

In this section:

A document that summarizes the activities, observations, and findings of a monitoring visit conducted by a clinical research associate (CRA) or a monitor at a clinical trial site. The purpose of a trip report is to provide a detailed account of the visit, including the review of study data, source documents, regulatory compliance, and overall study conduct.

A divergence from the IRB or sponsor-approved study design or procedures defined in the protocol, consent document, or study materials. The deviation can occur due to multiple reasons, such as a subject missing their visit, enrolling a participant who did not meet all the inclusion criteria, failing to perform a required lab test, and so on.

A document used to track the distribution, collection, and status of Informed Consent Forms (ICFs) from participants in the trial. It is a management tool that ensures proper documentation and completion of all steps related to informed consent throughout the trial process.