Using Automation in Your Study
Automations help you streamline key actions in your study, such as sending email alerts or automatically generating ePRO records, based on predefined events. This guide explains how to create and manage automations in Datacapt.
Create an Automation
Automations are built using two components: a trigger (event) and an action.
Typical use cases include:
Sending email alerts when a subject is randomized
Automatically generating and sending an ePRO survey
Notifying users when a query is created
🛠️ Step-by-step guide
How to create an automation
How to create an automation
Navigate to your EDC clinical study
Go to the "Automation"
Enter an automation name
Select and event type (trigger)
Subject included : a subject study ID is assigned to a subject(a 1st object is connected to the subject)
Subject excluded : a subject is marked as excluded in the associated eCRF
Question : allow the user to select questions and answer options from an eCRF, ePRO or eCONSENT
Queries Created : a query is manually created
Consent signed : an eCONSENT is signed by the subject and is waiting for a countersignature
eCONSENT Rejected : eCONSENT is rejected by the subject
Subject Randomized : a subject is allocated to a randomization group from the subject's eCRF
ePRO survey sent : An ePRO survey is sent to the subject
Select an action. The following options are available depending on the trigger selected:
"eMAIL notification" : sends an email to selected recipients.
Recipients : Select who must receive the email. Recipients can include users configured under the study, roles attached to the study (associated with study users), or external email addresses. Icons indicate the various options.
Message : Complete the email subject and message body.
eMAIL notification to subject : send an email to the subject. Available only with the "Subject Randomized" trigger.
Message : Complete the email subject and message body.
Send ePRO survey : create and send an ePRO survey record,allowing you to design automated ePRO design workflow.
Period : Select a period after which the ePRO will be sent (e.g. 7 days)
Message : Complete the email subject and message body.
Select "Save"
💡 Tip: You can include dynamic variables in your messages (e.g., subject ID). Click the " ！" icon in the message editor to explore available options.
Key Considerations
eCRF and ePRO field values cannot be inserted into emails (for privacy reasons).
Emails to users are restricted to their assigned centers.
Emails to external addresses are always sent, regardless of study center access.
Users who haven’t activated their account won’t receive automation emails.
Automations can be tested in draft mode and updated after go-live.
Edit an Automation
You can update most fields of an existing automation, except for the trigger and action.
🛠️ Step-by-step guide
How to update an automation
How to update an automation
Go to the Automation section in your study.
Locate the automation you want to modify.
Click the three-dot menu.
Select Edit.
Make your changes (name, recipients, message, delay, etc.).
Click Save.
⚠️ Want to change the trigger or action? You’ll need to delete the automation and create a new one