Set up study level email templates

Use the settings on the Manage study email templates page to define the messaging, routing, and branding used in the study's emails. You can set Default options and optionally configure specific settings for the countries included in your study. The settings apply to your study's invitation, final acceptance, and final decline emails.

You must have a role with Email Template Management permission to complete this task.

If preferred, you can include study and user placeholder fields in a template's subject and/or body, and if available, the placeholder’s value automatically populates outgoing study email notifications. On Default and country tabs, click Show email placeholder list to access the full list of placeholders and formatting requirements.

1. Select the study from the study drop-down list in the page header.
2. Click menu in the page header. Then open the Setup menu and click Email templates.
3. Open the Study-wide email template settings section using the open/close section toggle .
4. At Default signature line for unassigned sites, enter the preferred signature. You can optionally format the signature using the rich text controls at the bottom of the text field.
5. Optionally, at Email image upload, click Drag and Drop to navigate to a storage location to select an image file. Use a JPEG, GIF, or PNG file type up to 1000KB max file size.When uploaded, complete the text field above the file name. This alt text is available to users who use assistive technology text readers.
6. At the left side menu, click the Default tab. If necessary, toggle open the Recipients section. Under General recipient settings, enter a Default sender email address (the address of the person who will be sending the email). Optionally check the Override and send all emails... check box, and use the drop-down field to choose the Recipients of study email from the site's profile.
7. At Site network delegates, use the drop-down field to choose the Site network user preference.
8. At Archived copies of study emails, optionally check Send an archived copy of all site communication emails to the site-assigned Select user. Click the Send an archived copy of all site communications to field to enable field editing and enter a single email address in the field. Click Add to create an additional email address field. These fields also accept distribution list addresses to allow groups to receive copies, if necessary.
9. (Optional) toggle open the Salutations and personalizations section. If you want to personalize emails with default and country-specific salutations, use the options below. The section header will update to show you the current settings as you set the following:
   1. Under Salutation format, select how to display the recipient’s first and last names. Western convention options are First name, Last name, or First name + Last name. Eastern convention is Last name + First name. You can also choose No personalization, if preferred.
   2. To add a custom salutation, at General salutation enter a message (e.g, "Dear").
   3. (Optional) add custom text or punctuation (e.g., add a colon or comma) after the salutation in the Enter text or punctuation field.
   4. To add a title to the salutation, enter a title, such as “Dr.," in the Personalize title prefixed to Principal Investigator names field.
   5. (Optional) Check Apply salutation, personalization and additional text options to the digest email sent to users added to a site's profile.
10. Toggle open the Email body templates section. Optionally check the Enable 'No Login' links in emails sent to sites check box. Optionally check the Override default behavior and do not populate the Principal Investigator... check box.
11. Click Show email placeholder list to open a drawer where you can view all available placeholders. You can leave the drawer open while you complete the following steps.
12. In the Invitation email, Final acceptance email, and Final decline email sections:
    1. At subject line enter the subject you want sites to see when viewing the email in their inboxes. You can use placeholders as preferred.
    2. At body content, enter the message. You can use placeholders as preferred.
13. Click Preview the configured template to confirm the content and appropriate use of placeholders, if any.
14. At the top of the Manage study email templates page, click Save all changes.
    If necessary, you can configure country-specific email templates. To do so, click the country name at the left side of your screen. Under the Recipients section, click Override default settings. Then complete the settings as necessary for that specific country. Remember to return to the top of the Manage study email templates page to click Save all changes when you're done.