SPARCRequest System Email Manual (v3.14.0)

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

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

Notification 

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

Recipients:

Study team and Admins

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

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 on the split/notify organization of the completed service/request and are not holding their emails.

Higher level super users within the completed service request’s hierarchy organization structure who are not holding their emails from SPARCRequest

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

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

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

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

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.

Contact Us 

When a user clicks the “Contact Us” in the SPARCRequest page footer”. Used to contact SPARC Team.

Recipients:

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

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)

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)

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

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

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.

Project Information

20331

test0104_WH

test0104_WH

Student Funded Research

User Information

Fim Testing

testingf@musc.edu

Primary Pi

Wenjun He

hewwe@musc.edu

General Access User

Service Request Information

20331-0001

BMIC/Artificial Intelligence Program

Submitted

Wenjun He

Project Information

20331

test0104_WH

test0104_WH

Student Funded Research

User Information

Fim Testing

testingf@musc.edu

Primary Pi

Wenjun He

hewwe@musc.edu

General Access User

Service Request Information

20331-0001

BMIC/Artificial Intelligence Program

Submitted

Wenjun He

Study Information

14826

TEST

TEST

National Institute of Health

Federal

User Information

Study Information

14826-0006

TEST

TEST

REDCap

Wenjun He

Stephanie Oppenheimer