Customize the welcome letters for users

The welcome letter for new users can now be customized for all studies or a single study.

Existing studies now have the welcome letter populated automatically. However, the updated format in the welcome letter appears in newly generated emails.

Note:

To populate company names for existing studies you must set them up in the Companies code-list. For more information, see Order studies using the company filters and Create and manage code lists for all studies at your organization.

Other study team members and study creators can now include relevant information in the welcome message about the study, training, or help center to guide new users. With this enhancement you are now able to:

Customize the content to match for all studies at your organization or a specific study's details.
Create a template that populates in all studies so you can modify as required.
Employ a progressive disclosure of information using the roles that can edit the letter.

How you intend to use the custom letter to support team members will determine which role is more suitable. For example, some study team members might need to have information such as correct sponsor name and study scope, while others might need to identify specific studies when working with numerous data and names.

Details for study creators and study managers

The welcome message can be customized at two different levels: at the global level (for all studies at your organization) and the study level. At the global level, you must be assigned the Study Creator global role to edit the welcome letter. At a study level, you must be assigned the Edit Welcome Details in General Study Settings permission.

The following study template roles have the Edit Welcome Details in General Study Settings permission assigned by default:

Study Manager
Production Admin
Rules Designer

As the study creator, you can only update the welcome message available at a global level (for all studies at your organization). You can do this on the Global Settings page, on the General tab.

As a study manager, you can only customize the welcome message at the study level. You can do this in the study's settings on the General tab.

Already working in a live study?

After the upgrade is complete, you can begin customizing welcome messages for your newly created studies. For existing studies, you can customize the welcome message, but only newly added study team members will see it. For more information see the Sponsor and CRO User Guide.