Summary

This article covers managing email template files for RTSM and PMS notification systems.

Table of Contents

• Working With Email Templates
  • Access Pre-Existing Email Templates
  • Create Custom Templates
  • Upload Templates
  • Delete Custom Templates
  • Download Existing Custom Templates

The following guide presents the steps necessary for managing email template files related to Randomization & Trial Supply Management (RTSM) and PMS email notification systems. For more information about User Administration emails, refer to the manual on User Administration email templates.

Working With Email Templates

Email templates are VM files with the file extension, vm. Unless otherwise noted, the following steps are generally performed by a Software Implementation Specialist (.

Access Pre-Existing Email Templates

When beginning work with email templates, you can access the templates by either:

• requesting the files from the Project Manager for the study
• downloading the files from main email templates page for Randomization and Trial Supply Management or PMS

Create Custom Templates

1. After accessing the template that needs customization, open the template in a text editor such as Textpad or Notepad++.
2. Edit the file within the text editor.
   For information regarding how to make minor edits to the file, view the pages related to customizable email templates for the Randomization & Trial Supply Management or PMS Email Notification templates. For a more in depth look at editing email templates, view the page on editing email templates.
3. Save the file to your hard drive.

Note: Be sure that the file is saved with the exact same name as the original file. If the name or file extension is different, it will not be recognized.

4. Repeat this process for each template that needs to be customized.

Upload Templates

1. In the Trial Manager, select ‘Design’ in the Form Navigation table for the study that will use the email template.
2. In the Form Navigation table, select ‘Add Data Files’ from the list of Design options.
3. Select the customized email template by browsing to the file.
4. Select the ‘Publish to Design Server’ check box.

5. Click the ‘Compile’ button.
   If no errors occur, the system will notify you of a successful compilation.
6. Repeat these steps for each customized email template.
7. After testing the email templates on the Design Server, commit the file to the repository. A new dataArchitect version will be created which can be loaded into Test, Approve or Production.

Note: This step is usually completed by a Project Manager.

Delete Custom Templates

Only customized email templates can be deleted. When a custom template is deleted, the standard template will be used in its place.

1. In the Trial Manager, select ‘Design’ in the Form Links table.
2. In the Form Navigation table, select ‘Manage Data Files’ from the list of Design options.
3. Select the Trial Version for which the template should be deleted.
   This version might be ‘Design’ or ‘Repository.’
4. Select the check box for the file that should be deleted.
5. From the Actions drop down menu, select ‘Delete.

6. Click the ‘Go’ button.
   A new window will appear asking you to confirm the deletion.
7. Click ‘OK’ to confirm the action.
   If no errors occur, the system will notify you of a successful deletion.

Download Existing Custom Templates

Once a custom template has been uploaded to the trial, the template can be downloaded at anytime for further editing until it is deleted.

1. In the Trial Manager, select ‘Design’ in the Form Navigation table.
2. In the Form Navigation table, select ‘Manage Data Files’ from the list of Design options.
3. Select the Trial Version that contains the template that you want to download.
4. Beside the template that you want to download, click the ‘Download’ icon which is represented by a red arrow.

Need more help?

Please visit the Fountayn Contact Information page.