There are two locations within the Data Collection Manager where email notification settings can be configured:
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Data Collection Manager > Data Collection Homepage > Settings
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Data Collection Manager > Data Collection Homepage > Workflow Configuration
When configuring Data Collection email notifications, there are four available configuration scenarios:
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If |
Then |
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Institutions do not want to send emails related to a Data Collection. |
Confirm that email notifications are disabled on the following Data Collection pages:
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Institutions want to send the emails to users assigned to only the first step of a Data Collection workflow. |
Configure the Workflow Task Notification Method as This Data Collection Utilizes Task Notifications and customize the email notification templates via Data Collection Notifications by navigating to Data Collection Manager > Data Collection Homepage > Settings. |
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Institutions want to customize emails per individual step of a Data Collection workflow. |
Configure the Workflow Task Notification Method as This Data Collection Utilizes Task Notifications and customize the email notification templates via Workflow Stage Settings by navigating to Data Collection Manager > Data Collection Homepage > Workflow Configuration. |
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Institutions want to customize emails per individual step of a Data Collection workflow and workflow routing |
Configure the Workflow Task Notification Method as This Data Collection Utilizes Task Notifications and customize the email notification templates via Workflow Stage Settings by navigating to Data Collection Manager > Data Collection Homepage > Workflow Configuration. |
Data Collection notification emails take roughly a day to send; this includes when a user submits a form to the next step of the workflow. For example, the form will immediately be available in the user’s Action Items, but they will not receive an email from the platform until the following day. The Daily Event Loop runs at midnight every night, and emails are compiled and reviewed to eliminate duplicates. The Event Handler will then send Data Collection notification emails typically between 4:00 AM - 6:00 AM EST.
📙 Knowledge Base Tip: The Batch Processes article can be reviewed to learn more about the Daily Event Loop and Event Handler.
If a user receives an email regarding forms available from a Data Collection, multiple emails will not be sent on the same day. For example, if a user is reviewing multiple programs’ forms, the user will only receive one email per step of the Data Collection workflow per day.
📔 Additional Resources