Correspondence Templates facilitate corresponding with volunteers (or a batch of volunteers) by way of dynamically populated messages. Dynamic content is supported by the use of configurable and flexible correspondence merge tags, which come pre-loaded into ClinSpark environments. If modified or additional correspondence merge tags are necessary to meet correspondence needs, customers should reach out to IQVIA support teams for follow up.

The following articles describe how to configure correspondence templates for various means of messaging.

Email

Email correspondence templates facilitate a means of sending dynamically-populated email messages to a volunteer or batch of volunteers.

SMS

SMS correspondence templates facilitate a means of sending dynamically-populated SMS messages to a volunteer or batch of volunteers.

PDF

PDF correspondence templates facilitate a means of generating dynamically-populated PDFs to provide to a volunteer or batch of volunteers. Note that PDF correspondence templates are, by default, rendered in Letter format. In case a different page size is expected (e.g. A4,…), the Foundry Health team should be contacted through a service desk ticket.

Adding a New Correspondence Template

To add a new Correspondence Template go to Volunteers > Configure > Correspondence Templates section and click “Add”:

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Fill out the fields and click “Save”:

• Type - select whether it is a Email, SMS or PDF template,

• Give the template a Name that will appear to users who will be using it,

• Description is an optional field that can give your colleagues, who are susceptible to edit Correspondence Templates, an idea about the goal of this template.

• If “Requires Appointment” is checked, the users will not be able to use this template to send messages to Volunteers who do not have Appointments on the Volunteers > Calendar.

• If “Requires Cohort Assignment” is checked, the users will not be able to user this template to send messages for Volunteers who are not assigned to a Cohort Assignment in Study > Configure > Epoch > Cohort > Cohort Assignments page.

Open

Impact

The Recruiters will be able to use the Correspondence Templates to communicate with the Volunteers.

This includes the communications from within the Volunteer Profile, as well as the Recruit area:

Limitations

Email Attachments

By design, ClinSpark does not support attachments to be added directly into to email messages (via correspondence templates). Customers that wish to accomplish this must consider using hosted links to a file, using services such as DropBox, Google Drive, etc. These files/links would be the responsibility of customers to manage and maintain for the correspondence purpose.

When these kinds of hosted links are used in/with an email (template), SendGrid will ‘rewrite it’ before sending. This allows the SendGrid service to track/measure the ‘click’ before sending the user on to the original link. This approach can help customers know who / how many recipients are clicking the links, which can also be viewed in the SendGrid console.

More information on this topic can be viewed here: Email Correspondence Attachments