SPARCRequest Wiki

SPARCRequest System Email Manual (v3.12.1)

Owned by Jill Wilson (Unlicensed)
Last updated: Jan 12, 2024 by Brigette White
9 min read
Brigette White 6 (107 days ago), Wenjun He 15 (814 days ago), harikrip 22 (1286 days ago), Kyle Hutson 7 (1479 days ago)

 

Email Type

Trigger & Purpose

System Setting

User

Admin

#

With

Attachment?

#

With

Attachment?

Submit Request 

Study team clicks “Submit Request” button on Step 5, the system sends notification to service providers that the study is ready to start and to Study team as a summary.

*For a previously submitted protocol, only the requests chosen to be submitted will trigger an email.

Recipients:

Study team; Administrators who do not have "hold email" setting in SPARCCatalog

1

Y

2

Y

Authorized User Change 

Study team or admin changes personnel and clicks “Save,” the system sends information regarding changes (additions or deletions). This only occurs when making a change through SPARCDashboard.

Recipients:

Study team

3

N

 

Notification 

Alerts are sent when Study team/admin has received an internal message.

Recipients:

Study team and Admins

4

N

Survey Notification (to General Users)

1). In SPARCDashboard, when a super user or service provider changes the sub-service-request status to “Complete,” the system sends out a link to any associated survey(s).

2). In SPARCDashboard, when a super user or service provider clicks "Resend Survey", the system sends out a link to any associated survey(s).

Recipients:

PI and requester of completed service(s) with linked surveys.

* Survey must be created and linked to the chosen organization in SPARCCatalog

5

N

 

Survey Completion Notification (to Super Users)

For institutions who has management groups interested in receiving notification when user submits a service satisfaction survey, “Survey Alert“ can be turned on in SPARCCatalog.

When the “Survey Alert“ is turned on in SPARCCatalog and the user submits a service satisfaction survey on a completed request, the super users who are not holding their emails from SPARCRequest will receive a system-generated email titled “Service Survey Completed in SPARCRequest“, with link showing the survey result.

Recipients:

Super users who are not holding their emails from SPARCRequest and who are on the split/notify organization of the completed service/request.



6

N

System Satisfaction Survey Completion 

From the System Satisfaction survey link, “Submit” sends the response to system defined users.

Recipients:

System defined users (database settings table option: system_satisfaction_survey_cc)

* Email must be added in the development environment

 

7

N

Deletion of All Services

Study team “deletes” all services in a sub-service-request, the system then notifies corresponding service providers their services are no longer needed.

Recipients:

Service providers who do not have "hold email" setting in SPARCCatalog

 

 

8

N

Epic Queue 

Studies that have “sent to Epic” chosen are pushed from the Epic Queue daily. The designated personnel, defined by institution, then receive email notifications stating whether the study was sent successfully or not.

Recipients:

System defined users (database settings table option: epic_queue_report_to) 

*Only applies to those institutions using Epic and have the function turned on

 

 

9

Y

Request Amendment 

When a user deletes or adds services from an already submitted sub-service- request and re-submits the protocol.

*For a previously submitted protocol, only the requests chosen to be re-submitted will trigger an email.

Recipients:

Study team;  Service providers who do not have "hold email" setting in SPARCCatalog

 

 

10

 

Archive/ Unarchive Protocol 

When a user archives or unarchives a study or project on SPARCDashboard.

Recipients:

Study team; Service providers who have unfinished and non-draft requests on that study or project, who do not have "hold email" setting in SPARCCatalog.



11

N

Contact Us 

 

When a user clicks the “Contact Us” button under “My Services.” Used to contact SPARC Team.

Recipients:

System defined users (database settings table: contact_us_mail_to & contact_us_cc) 

 

 

12

N

Listserv 

 

When a user clicks “Listserv” in the SPARCRequest page footer. Used to sign up for SPARC communication(s).

Recipients:

System defined users (database settings option: listserv_mail_to)

 

 

13

 

N

Outside User Account Approval 

When a user proceeds to the log in page and selects “Don’t have an account? Sign up.”Used to route email(s) to administrator(s) for approval. *Outside user accounts are configurable; not necessary if using Shibboleth

Recipients:

System defined users (database settings option: admin_mail_to & new_user_cc)

 

 

14

N

Reset Password

When a outsider user account holder forgets his/her password and click "Reset Password"; 

*Outside user accounts are configurable; not necessary if using Shibboleth

Recipients: 

Outside user account holder



15

N

Request Access to Protocol

On SPARCDashboard, when a general user uses the "Search All" filter and chooses a protocol in which they require access.

Recipients: 

The selected study team user on the chosen protocol

16

N



Protocol Merge

On SPARCDashboard, when an overlord user uses the "Merge Protocols" button and merge two protocols successfully.

Recipients:

PI, Requester, and Service Provider Owners who have unfinished service requests on the protocol.

17

N

17

N

Note:

User refers to all the SPARCRequest users;

Admin refers to the service providers in SPARCCatalog.

*Email does not re-send if status has not changed on a request (no service revision).

1.    “Submission” Email to User 

Title: SPARCRequest Submission (Protocol 20331)

Dear Wenjun He,

A request has been submitted to start services in SPARCRequest. Visit SPARCDashboard to view the status or make any updates to your request.

*Note: upon submission, services selected to go to Epic will be reviewed by Office of Clinical Research and sent to Epic when all Institutional approvals are met.

Project Information

Project ID

20331

Short Title

test0104_WH

Project Title

test0104_WH

Sponsor Name

 

Funding Source

Student Funded Research

Brief Description

 

 

User Information

User Name

Contact Information

Role

 

Fim Testing

testingf@musc.edu

Primary Pi

 

Wenjun He

hewwe@musc.edu

General Access User

 

 

Service Request Information

SRID

Organization

Status

Requester

20331-0001

BMIC/Artificial Intelligence Program

Submitted

Wenjun He

 

A list of requested services is attached.

Please contact success@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

 

*Note(s) are included with this submission.

A list of requested services is attached.

Please contact SPARCRequest@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

(*Acknowledge language set up in SPARCCatalog is displayed here.)

Attachment: service_request_14826.xlsx

 


2. “Submission” Email to Administrator/Service Providers

Title: SPARCRequest Submission (Protocol 20331)

Dear Jihad Obeid,

A request has been submitted to start services in SPARCRequest and is awaiting your review in SPARCDashboard.


Administrators/Service Providers, Click Here

 

Project Information

Project ID

20331

Short Title

test0104_WH

Project Title

test0104_WH

Sponsor Name

 

Funding Source

Student Funded Research

Brief Description

 

User Information

User Name

Contact Information

Role

 

Fim Testing

testingf@musc.edu

Primary Pi

 

Wenjun He

hewwe@musc.edu

General Access User

 

 

Service Request Information

SRID

Organization

Status

Requester

20331-0001

BMIC/Artificial Intelligence Program

Submitted

Wenjun He

A list of requested services is attached.

Please contact success@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

 

*Note(s) are included with this submission.

A list of requested services is attached.

Please contact SPARCRequest@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

(*Acknowledge language set up in SPARCCatalog is displayed here.)


Attachment: service_request_2018222.xlsx

3.    “Authorized User Change” email to Users

Title: SPARCRequest Authorized Users Update (Protocol 14826)

Dear Wenjun He,

An Authorized User has been added in SPARCDashboard.

Study Information

Study ID

14826

Short Title

TEST

Study Title

TEST

Sponsor Name

National Institute of Health

Funding Source

Federal

User Information

User Modification

Contact Information

Role

SPARC Proxy Rights

Kyle Hutson

hutsonk@musc.edu

CONSULTANT

Authorize/Change Study Charges

Please contact SPARCRequest@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

(*Acknowledge language set up in SPARCCatalog is displayed here.)

4.    “Notification” Email to User and Administrator

Title: New SPARCDashboard Notification (Protocol 14826)

Wenjun He sent you a new notification on your SPARCDashboard in regard to protocol (14826)

(*The title ‘SPARCDashboard’ takes the user directly to the notification message)

5. “Survey Notification” Email to User

Title: SPARCRequest Survey Notification (Request 14826-0006)

Dear Prathik Harikrishnan,

Thank you for requesting services from MUSC - SCTR - REDCap. The service(s) you requested have now been completed.
Please click on the link(s) below to complete the following survey(s) regarding the service(s) you received. Your feedback is important and appreciated!

(*Acknowledge language set up in SPARCCatalog is displayed here.)

Study Information

SRID

14826-0006

Short Title

TEST

Study Title

TEST

Organization Name

REDCap

Primary PI

Wenjun He

Request Owner

Stephanie Oppenheimer


When clicking on the URL included in the email, the corresponding survey shows up in the browser:

6.    “Survey Alert” Email to Super User's who are not holding their emails from SPARCRequest and who are on the split/notify Org of the completed service/request

 Title: Service Survey Completed in SPARCRequest


Anna Doyle (doylean@musc.edu) has completed a service survey. Results can be found here

7.    “Survey Completion” Email to Administrator

Title: System Satisfaction Survey Completed in SPARCRequest

Wenjun He (hewwe@musc.edu) has completed a system satisfaction survey. Results can be found here

When clicking on the URL included in the email, the corresponding survey answers shows up in the browser for viewing:

8.   “Deletion of All Services” Email to Administrator

Title: SPARCRequest Request Deletion (Request 13060-0005)

Dear musc-ocr@musc.edu,

All services have been deleted in SPARCRequest for the Study below to which you have been granted access.

Study Information

Study ID

13060

Short Title

Test

Study Title

Testing Emails

Sponsor Name

Emails Test

Potential Funding Source

Federal

Protocol Arm Information

Arm Name

Subject Count

Visit Count

Screening Phase

15

5

Visit 1

10

3

User Information

User Name

Contact Information

Role 

Epic Access

Royce Sampson

sampsonr@musc.edu

Primary PI

Yes

Kim Spencer

spenceal@musc.edu

General Access User

No

Wenjun He

hewwe@musc.edu

General Access User

Yes

Kyle Hutson

hutsonk@musc.edu

Research Assistant Coordinator

Yes

Sarah Brewer

luckey@musc.edu

Research Assistant Coordinator

Yes

Service Request Information

 

SRID

Organization

Requester

Submitted By

13060-0005

OCR/Billing Compliance - Prospective Reimbursement Analysis (PRA)

Kim Spencer

Wenjun He

Study Notes

User

Date

Note

Kyle Hutson

03/17/2020

Deleting these requests.

Please contact SPARCRequest@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.


9.    “Epic Queue” Emails to Designated Personnel 

9.1 Title: Epic Queue Complete

Sent => [8867, 8903, 9422, 8870, 9429, 9383, 9434, 9025, 9095, 8813, 9034, 9044, 9103]
Failed => [9038, 9369, 8850, 9374, 7974, 7253, 6776]

Title:  Epic Queue Report Attached

9.2 Title: Epic interface error 8751 logged

Error: RECORD ID DOES NOT EXIST
Message: WARNING - ID does not exist: MAS80 (EMP)

Error Log ID: 139391811
Error Code: 8751
Date/time: Fri Mar 4, 2016 4:30 PM

Offending value: MAS80
Interface Item:
Queue: 780625
Queue Index: 9551673

9.3 Title: epic_queue_report

Message: Epic Queue Report Attached

Attachment: See below

3/9/2017









(SPARC ID)

(Protocol Name)

(Funding Source)





First Name

Last Name

Email Address

LDAP UID

Role

Jordan

Smitley

smitley@musc.edu

jbs203@musc.edu

general-access-user

Ryan

Mulligan

mulligan@musc.edu

mulligan@musc.edu

consultant

weii

Chen

chena@musc.edu

iac200@musc.edu

primary-pi

Michele

Decandio

decandio@musc.edu

lmm4@musc.edu

research-nurse

Karen

Packard

packardk@musc.edu

kap59@musc.edu

other

10.     Request Amendment Email 

Title: SPARCRequest Amendment Submitted (Protocol 13060)

Dear Wenjun He,

Services have been added or deleted in SPARCRequest and is awaiting your review in SPARCDashboard.

Study Information

Study ID:

13060

Short Title:

Test

Study Title:

Testing Emails

Sponsor Name:

Emails Test

Potential Funding Source:

Federal

Protocol Arm Information

Arm Name

Subject Count

Visit Count

Screening Phase

10

1

Arm 1

5

6

User Information

User Name:

Contact Information

Role:

Epic Access

Royce Sampson

sampsonr@musc.edu

Primary Pi

Yes

Prathik Harikrishnan

spenceal@musc.edu

General Access User

Yes

Wenjun He

hewwe@musc.edu

General Access User

Yes

Kyle Hutson

hutsonk@musc.edu

Research Assistant Coordinator

Yes

Sarah Brewer

luckey@musc.edu

Research Assistant Coordinator

Yes

Service Request Information

SRID

Organization

Status

Requester

13060-0002

PB-Outreach Clinics/Medicine (PB-Outreach)

Submitted

Prathik Harikrishnan

13060-0003

SCTR/Research Data Requests

Submitted

Prathik Harikrishnan

Request Amendment 

 

SRID

Service

Action

Submitted By

13060-0003

Research Data Requests

Added

Wenjun He

13060-0001

Archival Data Methods Training

Deleted

Wenjun He

Study Notes

User

Date

Note

Sarah Brewer

2/5/2020

Is there a pharmacy manual available yet for this study?

Wenjun He

3/1/2020

Budget agreement reached.

 

A list of requested services is attached.

Please contact SPARCRequest@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

(*Acknowledge language set up in SPARCCatalog is displayed here.)

Attachment: service_request_13060.xlsx

11. Archive/ Unarchive Protocol" Email 

Title: SPARCRequest Protocol Archive Notification (Protocol 13365) 

Dear Abigail Kelly,

Protocol 13365 has been archived/unarchived in SPARCRequest by Kim Spencer. Your protocol can still be accessed through archived protocols or by this direct link to SPARCDashboard.

Study Information

Study ID

13365

Short Title

Test

Study Title

Test

Sponsor Name

College of Nursing

Potential Funding Source

College Department

Protocol Arm Information

Arm Name

Subject Count

Visit Count

Arm 1

10

5

User Information

User Name

Contact Information

Role

Epic Access

Kathleen Brady

bradyk@musc.edu

Primary Pi

Yes

Wenjun He

hewwe@musc.edu

General Access User

No

Xiao Wang

wanxiao@musc.edu

Business Grants Manager

Yes

Stephanie Koren

rudnicki@musc.edu

Business Grants Manager

Yes

Study Notes

User

Date

Note

 

Kim Spencer

05/21/19

Study was archived.

 

Wenjun He

7/1/19

Study was unarchived

 


Please contact SPARCRequest@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.


12.     “Contact Us” Email

Title: (User Entered in Email Subject Line)

From SPARCRequest Webpage:

We have received a message from Prathik Harikrishnan (harikrip@musc.edu).

(“free text typed in by user”)


13.    “Listserv” Email 

Title: SPARCRequest Listserv

Message: (free text entered by user)

 

14.    “Outside User Account Approval” Email 

Title: New SPARCRequest Account Registration

Message: A new SPARCRequest account is waiting for approval

Last Name:     Hutson

First Name:     Kyle

Company:       MUSC

Email:              Hutsonk@musc.edu

Telephone: 843-792-8300

Reason for account/login request: (free text)

Approve Account 
- OR - 
Disapprove Account


15. "Reset Password" Email

Title: SPARCRequest Reset Password Instructions

Hello test1@musc.edu!

Someone has requested a link to change your password, and you can do this through the link below. This link is valid for one-time use only and will expire 6 hours from the time it was requested.

Change my password

If you didn't request this, please ignore this email.

Your password won't change until you access the link above and create a new one.


16. "Request Access" Email

Title: SPARCRequest (User Name) Requests Access to Protocol (XXXXX)

Dear Kyle Hutson,

Patricia Skaggs (pas214@musc.edu) is requesting access to protocol 11213. You may review this protocol and grant protocol access via this direct link to SPARCDashboard.

Please contact SPARCRequest@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

 

17. "Protocol Merge" Email

Title: SPARCRequest Protocols Merge Notification (Protocols 9697, 9702)

Dear Megan Ripley,

Protocol #9697 has been merged into #9702 in SPARCRequest. You can access the protocol by this direct link to SPARCDashboard.

Project Information

Project ID

9702

Short Title

Ambulatory Shared Governance Council

Project Title

Ambulatory Shared Governance Council

Sponsor Name

 

Potential Funding Source

Student Funded Research

Brief Description

this is not a research study, this is a survey I need to send out to the staff to select a candidate. I need help sending out to staff "select participants" is not available in the left hand tool bar.

 

User Information

User Name

Contact Information

Role

Megan Ripley

ripley@musc.edu

Primary Pi

 

Please contact success@musc.edu or call (843) 792-8300 for technical assistance or contact the service provider directly for questions related to your service request.

 

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