Manage email notifications

There are two ways to send email notifications to TrackMy users. You can set up automatic emails for account management, compliance, and fit testing tasks. Additionally, you can create custom templates for sending one-time messages to users.

Automatic email notifications

Automatic notifications include alerts for account management, compliance, and fit testing. Some automatic emails are sent to scheduled users once a day.

To set up an automatic email notification:

1. In your TrackMy admin/clinical portal, click the Notifications tile:

2. To edit an email, click View.

3. Click Load Default Content to use a template:

4. Edit the content if needed.

5. Enter the subject line.

6. Turn on the Enabled toggle switch to turn on the email notification. Or leave it off to save as a draft.

7. Click Save.

Custom email communications

Custom communications are templates for sending one-time emails to participants on TrackMy. Custom communications are not immediately sent to users - there is often a delay of a few hours. Participants will receive the communication within 24 hours.

When a template is enabled, it is available for clinical users to select for sending a communication to a participant.

Send a custom communication

The following list shows where each custom communication template type is available to use for sending a communication from TMV.

Accommodations and Declinations

This template type is available to use when reviewing a Medical Accommodation, Religious Accommodation, or Declination case. You can create different templates for each of these exemption types.

Form

This template type is available to use when reviewing a Custom Form submission. You can create a different template for each form that you may be reviewing.

General

This template type is available to use when working in the Compliance Review. You can create a different template for each compliance need.

1. Click Send Communication.

2. Select user(s) to send the communication to.

3. Click >Next at the bottom of the screen.

4. Review communication content and send.

Medical Evaluation

This template type is available to use when reviewing a Medical Evaluation submission. You can create a different template for each scenario that may arise when reviewing a Medical Evaluation, such as requesting additional documentation.

Tuberculosis

This template type is available to use when reviewing a Tuberculosis Survey submission. You can create a different template for each scenario that may arise when reviewing a Tuberculosis Survey, such as requesting additional documentation.

Respiratory Illness

You will not see this template type if you are not using the Respiratory Illness Surveillance feature.

These communications are not available to send on demand like other custom communication templates. All Respiratory Illness templates shown in Custom Communications are the same templates that are used for automatic email notifications in Respiratory Illness Surveillance. We encourage you to manage those notification templates in the Respiratory Illness Surveillance dashboard.

Create custom communication template

To create a custom communication template:

1. In your TrackMy admin/clinical portal, click the Administration tile:

2. Go to Configuration and click Manage for Custom Communications:

3. Click Create New Communication.

4. Enter the template name.

5. Select the template type.

6. Enter the email subject and content.

7. Click Save.

Templates are available for clinical users to select for sending a communication to a participant.

Edit a custom communication template

1. In Administration, go to Configuration and click Manage for Custom Communications.

2. Click View for the template.

3. Make the edits in the template editor.

4. Click Save.

Delete a custom communication template

Click Delete in the template editor.

Example

To create a template that asks for more information for an accommodation request:

1. Follow the above instructions to go to Custom Communications Management.

2. Click Create New Communication.

3. Select Accommodations and Declinations as the Template Type.

4. Enter Template Name and Subject Line.

5. Enter template content and save.

The template will be available to clinical users when sending an email to a participant regarding their accommodation request.

To send a custom communication to a participant while reviewing their Medical Accommodation:

1. In the Medical Accommodations Review Queue, open the participant’s accommodation case.

2. Click Send Communication.

3. Select the template to use.

4. Edit the template content as needed and send.