Automated survey invitations allows a survey to be scheduled and automatically sent to a participant. It is based on specific conditions or triggers. The triggers consist of a participant completing another survey in your project, and/or custom logic. There are several options for specifying the time in which the survey invitations get scheduled after being triggered.
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- Ensure your ASI is based on logic from instruments that are listed before the ASI configured survey in your project.
- When configuring your ASI, ensure your "From" sender is selected as the correct email.
- If your project is utilizing Twilio, ASIs can be sent via email or SMS. Ensure this option is selected in the setting that appears before "STEP 1"
- If sending ASIs via SMS, remove the hyperlink from a link as SMS will change this to a link when the participant receives the SMS.
- Do not copy and paste text from files into the ASI message as the styling will come across and cause truncation of your ASI.
- Always ensure your logic is "Valid" before activating an ASI and test thoroughly. The "Valid" notice will appear at the bottom of the Logic Editor in green.
- Always re-evaluate ASIs when you make any edits to the ASI. You can re-evaluate by clicking "Re-Evaluate Auto Invitations" towards to the top right of the online designer page. Make sure you only have selected the ASI(s) you edited and not all ASIs.
- Review any scheduled ASIs in the Survey Distribution Tools tab on the left side of REDCap and click Survey Invitation Log to view all scheduled and past ASIs.
- Enable the option "Ensure logic is still true before sending invitation?" for every ASI to allow the system to check whether the ASI should still be sent prior to sending. If this is not enabled, once an ASI is scheduled, it will not unschedule even if the record no longer qualifies to receive the ASI.
Reminders
- When you re-evaluate ASIs, any edits to the body of the message will not change for any ASIs that are already scheduled.
- Remember to test all ASIs for all conditions, arms, events, and preferred delivery method.
Additional Considerations
Stop Logic
How to activate
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Step 3
Ensure you enable the "Ensure logic is still true before sending invitation?" option below the Logic Editor otherwise the stop logic will not function as needed.
By enabling this option, it allows REDCap to evaluate an ASI condition before firing it after it has already been scheduled. If an ASI is scheduled and then we change the stop logic field to "Yes", then REDCap will unschedule any ASIs for that participant.
Step 4
To use the stop logic we simply go into the record that needs to stop receiving any further ASIs and change this field answer to "Yes". Remember, by using the action tag, every participant will be defaulted to "No" unless changed by the study team.
Changing the Date of a scheduled ASI:
If it is necessary to change the date of an ASI that has already been configured, follow these directions:
- 1) Deactivate the ASI adding to the condition-logic a condition which cannot be true (ie [varx]=999 where [varx] have as possible value onyl 1,2 or)
- 2) Then re-evaluate the ASI --> All ASI should be deleted (check it in the survey distribution tool)
- 3) Set again the ASI with the new date and adjusting again the condition-logic
- 4) re-evaluate the asi once again
Changing the content of a scheduled ASI:
When you re-evaluate ASIs, any edits to the body of the message will not change for any ASIs that are already scheduled.
- If you create or edit an ASI after data collection has started, you will need to resave records to have the ASI logic evaluated—REDCap will not go back and automatically check all records to see if any meet the new/updated logic. If an invitation has already been scheduled for a record, but not sent, the invitation wording and scheduling will not be changed to reflect new wording/logic.
The exception to this is if your new logic contains a datediff equation. REDCap contains a ‘cron job’ that runs multiple times a day to check if any datediff calculations in ASIs have become true. If you change an ASI to include a datediff, REDCap will check to see if it is true for your records on the same schedule it is checking all other ASIs with datediff calculations, and it will schedule the invitation appropriately when the logic becomes true.