If you're using REDCap to send out survey invitations, you likely should be sending them securely. Since most survey invitations that are sent from REDCap contain some degree of OHSU restricted information, it is best practice to treat all invitations as such and to send them using OHSU's secure email. As of May 25th, 2025, OHSU made it easier for recipients to receive secure email, so now is a good time to ensure that you're sending survey invitations securely with REDCap.
How Has OHSU Simplified Sending Surveys Securely?
Previously, all recipients of secure emails were required to log into OHSU's secure email system. OHSU now attempts to deliver all secure emails directly to the recipient’s email inbox, rather than having all recipients log into the secure email system. This includes emails sent from REDCap via automated survey invitations or alerts & notifications. If you are already sending secure emails, the process for you has not changed. If you need information about how to send invitations securely, please read on below.
As a reminder for research studies, all survey invitations (including subject lines) sent by REDCap must be approved by the IRB. Please consult with the IRB about questions regarding secure email or subject line changes.
How do I Send Survey Invitations Securely from REDCap?
If you're using REDCap to send survey invitations via email, and if those emails are being sent externally and contain OHSU restricted information, then they must be sent securely.
Whether it's Automated Survey Invitations (ASIs) or manually composing a survey invitation, sending these invitations securely from REDCap is as simple as adding "Secure" as the first word in the subject line. See screenshots below for where to find the subject line for of each of these:
- Automated Survey Invitations (ASI)
- Manually composing a survey invitation
Please note that if you are sending other messages via Alerts & Notifications to participants, external collaborators, or any other external email addresses, these should be sent securely using the same technique of adding "Secure" to the first word in the subject line.