Source Notification Subscriptions

By default, Workbench sends notifications about imports to the user who initiated the import. These notifications are sent after the initial import of a package (for both success and failure) and when reprocessing of the package results in changes. However, your organization may want to select specific Users to receive these notifications for a given Source. You can manage which users receive these notifications from Admin > library_add Source Notifications.

When a package is imported or reprocessing results in changes, the following users receive a notification:

  • The user that uploaded the package
  • All users subscribed to the Source that was uploaded
  • All users subscribed to All sources

Reprocessing data changes that trigger a notification include:

  • A new data row is loaded:
    • A new Subject is added
    • A new Event is added to the subject’s Casebook
    • The Site Number changes
  • A data row is not loaded that was previously loaded:
    • A Subject is removed from the Study
    • An Event is removed from the subject’s Casebook
    • The Site Number changes

Prerequisites

Required Permissions

By default, users with the standard CDMS User Administrator or CDMS Super User study roles can perform the actions described below. If your organization uses custom Study Roles, your role must grant the following permissions:

Type Permission Label Controls
Standard Tab Workbench Tab

Ability to access and use the Data Workbench application, via the Workbench tab
Functional Permission View Admin

Ability to access the Admin page

If your Study contains restricted data, you must have the Restricted Data Access permission to view it.

Learn more about Study Roles.

Access Source Notifications

You can access your Source Notifications from the Admin area of CDB. You can navigate to the Admin area from the Navigation Drawer (), after you select your Study, or the Study menu () on the Studies page.

Admin in the Navigation Drawer Admin in the Study Menu

Once you’ve entered the Admin area, click library_add Source Notifications in the header to open that subtab.

Click Source Notifications to open the subtab

Available Sources

By default, Workbench displays two sources, All and EDC. Subscribing to All means that user will receive notifications for all Sources in the Study. New Sources display here once a user in your Study has successfully imported a package for that Source.

Source list in Source Notifications

View Subscribed Users

You can view a list of users that are subscribed to a Source. To view those users:

  1. If you aren’t already in library_add Source Notifications, navigate to the page.
  2. Locate the Source that you want to check in the list of Sources.

  3. Click View More. Click View More to view subscribed users

  4. Workbench opens a hovercard that lists the email addresses of the subscribed users. Click anywhere else on the page to close. Hovercard showing subscribed users

How to Add a User Subscription

You can add users with their email address to any Source listed on this page.

Subscriber Limit: You subscribe up to twenty (20) users to a Source.

To add a user to a Source:

  1. If you aren’t already in library_add Source Notifications, navigate to the page.
  2. Locate the Source that you want to subscribe the user to in the list of Sources.

  3. Click Add/Edit. Add/Edit button

  4. Enter the user’s Email in the Add email field. Make sure to use the user’s email address, not their Vault user name. Email entered in the Add email field

  5. Click Add () or press Enter. Add button

  6. Click anywhere else on the page to close.

Errors

When subscribing users to a Source, there are two possible standard errors:

Error Message Explanation
Failed to subscribe: invalid email ‘email’ Failed to subscribe: invalid email 'lateef.gills@verteopharma' The Email you entered is in an invalid format. Re-enter the Email in a valid format (address@domain.com).
Failed to subscribe: email already subscribed ‘email’ Failed to subscribe: email already subscribed 'lacey.tiedman@verteopharma.com The Email you entered is already subscribed to this Source.

How to Remove a User Subscription

To remove a user from a Source:

  1. If you aren’t already in library_add Source Notifications, navigate to the page.
  2. Locate the Source that you want to remove the user from in the list of Sources.

  3. Click Add/Edit. Add/Edit button

  4. Locate the user’s Email in the list of users.

  5. Click Remove () for that user. Remove button

  6. Click anywhere else on the page to close.

How to Edit Source Notifications

You can edit your notification preferences for any Source listed on this page.

There are two types of Source Notifications: Import Status and Change Approval. In the Edit Subscriptions dialog you can opt to receive email notifications for one or both of these notification types. You can also choose to Delete a notification.

To edit a Source notification:

  1. If you aren’t already in library_add Source Notifications, navigate to the page.
  2. Locate the Source that you want to edit in the list of Sources.

  3. Click Add/Edit. Add/Edit button

  4. In the Edit Subscriptions dialog, select the change you’d like to make:
    • Import Status
    • Change Approval
    • Delete Edit subscriptions page
  5. Close the dialog to save.