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

Modified on Fri, 25 Apr at 2:07 PM

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

Step 1:

After logging into the system, click on the survey module.
Now you will see your survey to be edited. Click on the "settings" button.

Step 2:

The editing overview of your survey opens. Now click on "5. Trigger Events".
To the right of the "Validations" you will find the tab "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" will appear . Click on this field.

Step 3:

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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 will then need to choose between two different event categories. Under "Form-specific event" you can be notified if... i. a form reaches a completion rate of 100% ii. a form has not been completed to 100%

b. Selecting "Field-specific event" will allow you to set a field-specific notification. First select the input form in which the field was inserted. Then select the respective field (e.g. Pre-existing illness). Then you can select a comparison type (e.g. is equal to) and then enter the desired property, such as a specific value (e.g. Diabetes).

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 you 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: How can I enroll new subjects into my study?

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

⭐ Who is an assignee? When enrolling subjects into a the survey you can assign the subject to a specific person. E.g. someone who is "responsible" for the subject.

5.	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 top right corner of your site .
	b. The other possibility is via email. In this case, you will receive an email from product.support@climedo.de as soon as the trigger is set. Here's what a notification email could look like.

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6.	Last but not least, you can personalize your message in the next tab ("Message"). You can use dynamic text variables as shown in curly brackets in the screenshot and in the box next to it.
7.	Now you can click on 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).

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!

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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.