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Workflow:  Automatically Send Birthday Emails to Participants Annually

This article outlines how to configure Ripple to send automated birthday emails to all participants each year. By creating a custom email template with merge tags and applying a scheduled logic trigger based on each participant’s date of birth, Ripple can send a personalized birthday message to participants for their birthday. 

Workflow Steps

  • Ensure Participants Have a Birthdate on File
    • Verify that each participant's Date of Birth is stored in their profile. This value is required to trigger the birthday email.
  • Ensure Participants Have a Valid Email Address on File
  • Verify that each participant's email address is stored in their profile under contacts. This value is required to trigger the birthday email.
  • Create the Birthday Email Template
    • For more details on how to create an Email Template.
    • Go to Study Settings > Email and Text and create a new email template:

  • Template Name: “Annual Birthday Email”

  • Subject Line: Happy Birthday, !

  • Body:

     
    Hi ,

    All of us at "lab/institution name" want to wish you a very Happy Birthday!
    HAPPY BIRTHDAY

    We hope your day is filled with joy and celebration.

    Warm regards,
    "lab/institution name" Team
    • Use merge tags such as  to personalize each message.
  • Go to Automatically Send Based On , and create a new rule
    • ChooseBirthday
    • Trigger an email to send 1 day before to send an email the day before or send 0 days before and the email will send on the participant's birthday.
    • Applies To: All Participants in the study

Ripple includes a built-in variable for each participant’s birthday (date of birth).  This variable cannot be renamed. 

This will ensure the birthday email is sent to the participant on their birthday each year.


Troubleshooting

  • If emails are not sending, check that:

    • The scheduled logic rule is active.

    • The correct date variable was chosen-Birthday

    • The participant has a valid email address in their profile.

Annual Birthday Text Message:
To send a birthday message via text, follow the same steps outlined in this article. However, instead of creating an email template, create a Text Message template. Be sure to verify that the participant’s profile includes a valid phone number to ensure successful delivery.