Creating Email Groups

From Studio, you can create Email Groups to use as recipient lists for email notifications from rules or from site user feedback.

Prerequisites

Feature Enablement

To use Email Groups, your vault must have Role by Study enabled and your Study must be using the automated deployments model.

Required Permissions

By default, users with the CDMS Study Designer study role can perform the actions described below. If your organization uses user-defined Study Roles, your role must grant the following permissions:

Type Permission Label Controls
Standard Tab Studio Tab

Ability to access the Studio tab
Functional Permission Design Study

Ability to create study design definitions and a study schedule from Studio

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

Learn more about Study Roles.

Study Language

When Study Language is enabled, the following data in the configured email notification will display in the study language and locale:

  • Date & DateTime Items
  • Codelist Items
  • Visit Method
  • Event Date

When Study Language is not enabled, this data will display in the user language and locale.

Creating an Email Group

Before you can fully configure a Send Email rule action, you must first create an Email Group.

  1. Navigate to Studio > Email Groups.

  2. Click + New Email Group. New Email Group button

  3. Enter a Name for the Email Group. This is the value that displays in the Email Group dropdown during rule creation and in EDC Tools > Email Group Assignment. New Email Group dialog

  4. Optional: Enter a Description of your Email Group.
  5. Click Save.
  6. Optional: Click Save and New to save your Email Group and begin creating another one without closing the New Email Group dialog.

A lead data manager can now add users to your Email Group from EDC Tools > Email Group Assignment.

System Managed Email Groups

Vault also includes system-managed email groups. These are specific to their purpose, and you can’t modify their configuration. You can identify system-managed groups by the Veeva V logo next to the Name.

In the current release, Vault only includes the Site_Feedback system-managed email group. This is used to send feedback from sites to the appropriate sponsor users.

If your study was created after the 26R2 (August 2026) release, the Site_Feedback email group is already added to your study by default. Otherwise, you can add it manually.

To add the Site_Feedback email group:

  1. Navigate to Studio > Email Groups for your Study.
  2. Click the Caret next to the + New Email Group button.

  3. In the drop-down, click + Add System Managed Email Groups.

  4. In the Add System Managed Email Groups dialog, select the Site_Feedback checkbox.

  5. Click Add Selected Groups.

Now, a study administrator can add users to this email group from Tools > EDC Tools > Email Groups.

Versioning & Deployments

Email Groups and related records are not subject to casebook versioning. Like rules, review plans, and other versionless objects, you can create and edit Email Groups at any time, whether or not the Casebook Definition is published.

The deployment process will automatically migrate all email group configuration from environment to environment.