How do I create notifications within trigger events? (Step 5)

Modified on Fri, 25 Apr at 2:13 PM

Learn here how to create custom notifications within your study to stay up to date.

Step 1:

After logging into the system, click on the study module.
Choose you desired study to edit and click on the "Settings"-button.

Step 2:

The editing overview of your study opens. Now click on "5. Trigger Events".
To the right of the "Validations" tab you will find the "Notifications". Now click on it.
An overview of the notifications created so far and a field with the text "Add a new custom event notification" appears. Click on this field.

Step 3:

1. Now a field opens again. Here you can enter a title for the notification in the first line.

⭐ Name your notifications according to a coherent and structured system so that you can quickly find your notifications after they have been created.

2. You can choose between the different event categories:

Under "General events" you can create notifications specifically for the following events.
1. Locking (dropped or locked)
2. Queries (created or updated)
3. (S)AEs (see following article)
4. Signatures (dropped or recorded)
5. Patients (completion, number of patients, status changes)
Under "Form specific event" you can be notified if
1. A form has (not) been filled in completely
2. A form has been updated
3. A form is visible
4. An unscheduled event was added

Under "Field specific event" you can set a field-specific notification. First, select the input form in which the field was inserted. Second, select the respective field (e.g. weight). Third, if applicale for your use case, select a comparison type (e.g. is bigger than) and enter the desired property (e.g. 120).

⚠️ Please note: If you have a form that you use repeatedly in your workflow, you will be asked by the system whether this notification should be set up for all forms. We currently recommend that you set up all notifications individually.

After you have specified the event type, click on the green "Next" button at the bottom on the right. You will be redirected to the next tab.

Under "Recipient(s)" you can now specify who should receive the notification. You can select the assignee and/or specific role(s) (e.g. monitor). If you select a certain role and add another person with this role to your study at a later point in time, this person will also receive the notifications triggered from this point in time. This also applies to a change of the assignee. Read more about the topic "update assignee" in this article.

⚠️ Please note that you can only select the people who have access to your instance.

In the "Channel(s)" category, you can now decide how the notification should be sent.

	a.	If you select "in Climedo", the notification will appear in the tasks (on the upper bar/ right side).
	b.	If you select "via e-mail", you will receive an email from product.support@climedo.de as soon as the trigger is set. A possible notification email could look like this:

6.	Last but not least, you can customise your message in the next tab ("Message"). You can use dynamic text variables ("tags") as shown in curly brackets and in the box next to it.
7.	Now you can click in the green button "Save notification". (Reminder: Don't forget to save your changes again on the top on the right ("Save").

❗Note that the person who triggered the notification in the eCRF will not receive a notification. (Important for UAT when testing)

Bildschirmfoto 2022-06-14 um 16.12.54

Finally, you will be taken back to your overview of Notifications. You can toggle or untoggle your notification, e.g. when you are still testing you may want to untoggle first. Don't forget to save your changes at the end!

⭐ Good to know:

The notifications (eCRF and ePRO, if applicable) are only triggered 5 minutes after the save button has been clicked. This time delay is stored because the user could still make short-term data changes after saving. The only exception here are (S)AE notifications. These are sent immediately after saving. Read more about (S)AE notifications here.

Adding conditions

You can add additional conditions to notifications. When setting up these conditions, decide if you want to be notified when all conditions are met (AND condition) or when at least one condition is met (OR condition).

OR Condition (any of the following conditons are met): If a notification is triggered by two or more field-specific conditions using the OR logic, only the email for the relevant condition will be sent. If multiple OR conditions are triggered simultaneously, they will be combined into a single email. The subject and body of the email will be separated by an "AND."

AND Condition (all of the following conditons are met): If a notification is triggered by two or more field-specific conditions using the AND logic, the emails for all conditions will be generated and sent sequentially. The subject and body of each email will be separated by an "AND." For subsequent conditions, the subject and body can also be left blank.

✉️ Still have questions? Feel free to contact your Customer Success Manager or email us at support@climedo.de.