Create or edit an eForm email template
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About this page
This page is used to create a new eForm email template. These are templates
that are sent to support eForm processing via activities in the workflow.
Important! Steps 2 and 3 below
for setting the correct domain and group for the email template are crucial.
Field information provided in this help page may also provide guidance
when editing an existing template.
This page is only used for eForm emails. For managing email templates
for core records and Significant Events, see: Email
Templates - RME
Menu path: RME
> System > eForm Email Templates (Search) > eForm Email Templates
Create an eForm email template
1. From the RME
menu, select System > eForm Email Templates (formerly
'Manage E-Mail Templates').
2. In the Domain dropdown, select the domain
for the email template.
3. In the Template Group dropdown, select
the type of email template, which indicates where and how the email template
can be used. Use the Template Groups
table below as a guide.
4. In
the toolbar at the top, click the New
button.
A new page displays with fields to enter the template details based on
the selected domain and template group, with further sections for email
content.
a) eForm template details
5. Enter
the template details, using the table below as a guide.
b) Add recipient
Even if this field is not marked as mandatory (red asterisk *),
it is required for the email to be sent.
6. To
define who the email is sent to, click the Add
Recipient button. If you change your mind at any time, click the
Cancel button to close the Recipient
Add control.
7. In
the Sending Option dropdown, select
the sending option from the following:
8. In
the Recipient Type dropdown,
choose how you want to define recipient/s, either Manual, Participant
or Personnel, as explained in the table below. Each option will dynamically
display different fields.
9. When all recipients
are added, click the Confirm button
to save the details.
c) For Nominee (HDRCM only)
If using the HDRCM Workflow – Notify
Nominees group for the template, the For
Nominee section displays.
In the Notify On dropdown, select
when you want an email sent, from these options:
• New
– Sends an email via the workflow activity if there is new information
in the Nominations eForm
• Update
– Sends an email via the workflow activity if information in the Nominations
eForm has changed
Options display so you can define the change/s to information that will
trigger the email, from Examination Type,
Is Current, Is
Primary and Position.
• New
+ Update – Sends an email via the workflow activity if there is
new information and/or if information has changed in the Nominations eForm
Options display so you can define the change/s to information that will
trigger the email, from Examination Type,
Is Current, Is
Primary and Position.
d) For Meeting (Ethics only)
Ethics meeting templates only
Workflows can be configured to send an email when an eForm
application is assigned to a meeting, when an eForm is unassigned, or
reassigned to a different meeting. Use one of these sliders if the template
will be used to notify recipients about the relevant eForm application
assignment:
• Is For
Assign
• Is For
Unassign
• Is For
Reassign
You can only set each of
these for one current template in the list.
e) Include as Attachments
10. For templates
in the following domain and template group combinations, the Include
as Attachments section displays. It includes documents attached
to the eForm application in the email:
• Domain: Ethics;
Template Group:
Meeting
• Domain: All;
Template Group:
Workflow - General
• Domain: All; Template Group:
Workflow - Assessment Review
• Domain: HDRCM; Template Group:
Workflow - Notify Nominees
These sliders allow
you to control what is attached to the email:
f) Subject
This field is mandatory *.
11. In the Subject
field, provide a title for the email (mandatory). You can enter your own
text and you can also embed core field values from RME. The subject line
can be a mix of both.
Core
field values
Field values that you can add to the email
subject line or body for the domain are listed at the right of the Subject
and Body sections. All can be added to the subject line except Application
URL as this is a link.
Options include all RME fields in the core
records used, linked investigator details, Reviewer Group member lists
and the name of the eForm template used to create the eForm. Embedded
fields are provided for some fields in the actual eForm, such as Application
ID and Title, as well
as primary and non-primary personnel linked to the form, and reviewers
assigned to the form.
To
add a core field value, select to highlight it and click the Add
to Subject button. The
code to embed the core field value is added to the subject field where
you see {@=xxx@}. The actual details will be inserted when the email is
sent. See the example below.
For HDRCM, an additional field displays above
the core field list: Template
Category. Use this to display
fields in the selection list for a specific HDRCM eForm template category,
as shown in the eForm email template
walkthrough below.
g) Body
This
field is mandatory *.
12. In the Body section, enter the
content for the email (mandatory). As for Subject
above, you can select a core field value to imbed at points in your text.
Put the cursor where you want the core value to display and select a core
value in the list. Click the Add
to Body button. See the eForm
email template walkthrough below.
Example
a) In
this example body text, each reviewer's name will be inserted at the start,
the name of the eForm template used will be added in the next line, and
the eForm application details will be inserted in the last paragraph.
Dear {@=Reviewer First Name@},
An
application for {@=TEMPLNAME@}
has been submitted to the subcommittee for interim approval.
Please log onto ResearchMaster
and indicate your approval. The application details are: ID: {@=ECODE@}
Researcher: {@=Primary Investigator First Name@} {@=Primary Investigator
Surname@} Title: {@=TITLE@}"
b) To
add a dynamic link (URL) in the email that will open the eForm application
related to the notification, select and insert the Application
URL field value. The link text is "Application".
13. Format the
email body by using the text editing toolbar. For details, see: Text
editing toolbar
h) Save
14. When
you have finished defining the email template, click the Save
button in the toolbar.
Result: The template is
created with an active status (Is
Current =
Yes) by default. Where an embedded core field is used in the template,
the actual data value of the field for each specific eForm will be inserted
at the time the email is prepared for sending.
Click to show or hide:
eForm email template walkthrough
Template Groups table
Template groups indicate where and how the email template can be used.
The table below lists the available template groups alphabetically:
Participant Groups in RME - overview
"Participant Groups" are used in the system to define users
involved in a workflow process. Each of the Participant Groups in
a workflow performs different functions in different workflow states.
These functions are normally domain-specific and defined by the eForm
template.
Participant Groups are further categorised into two different groups:
a) RME Groups and ) Virtual Groups.
a) RME Groups
RME Groups consists of Committees, Panels
and roles which are set up and managed in RME
and available for selection in RME Designer > Domain Configuration
section.
Members of RME Groups remain static and do not change with context as
their members are not directly related to any particular eForms or applicants.
For example, an ethics committee is set up for ethics-related applications
rather than any single eForm application.
b) Virtual Groups
In comparison to RME Groups, Virtual Groups are dynamic. Their members
change with the context of the data since they are directly linked to
an instance of data. For example, members of the Chief Investigators group
will change from one eForm to another.
The Virtual Groups available in each domain are slightly different,
as outlined in the table below.
For full details, refer to the RME Workflow Designer User Guide >
Identify participants, and Participant Groups.
Product Key:
Modules - Core
Page ID: ADM020M.htm
For templates based
on the Workflow – Notify Nominees group, the TO
field is automatically populated with the Recipient
Type of Nominee.
at the end of the row.