Newsletter: Send Update Participant Roster Announcements

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Use the Newsletter to Send each account their Current Participant List Prior to Random Selections

Before running a random selection, it’s important that client accounts have an up-to-date participant list. The Newsletter feature in DrugTestNetwork (DTN) allows you to easily send a message to multiple accounts at once with options to include their current personnel roster so it can be reviewed and updated.

Best Practice: Send this reminder a few days before generating a random selection to give clients time to make updates.

Access the Newsletter Feature

  1. Go to the Utilities menu
  2. Select Newsletter Utilities

Step 1: Enter the Email Subject and Message

  • Enter a clear Subject Line (required)
  • Compose your message
Suggested Subject: Review & Update Your Participant List
Suggested Message: Review your current participant list included here and make any necessary updates prior to the upcoming random selection. Ensuring your roster is accurate helps maintain compliance and prevents missed selections.

Step 2: Choose Who Will Receive the Email

After the sections Message and Closing Statement, you’ll see the section: Indicate the Extent of the Broadcast.  To send the email to a consortium, select Only Selected Consortium, and choose the consortium in the drop-down.

Tip: Use the selected consortium option when preparing a random selection for that specific group.

Step 3: Include the Participant List

The newsletter allows you to include each account’s current personnel roster directly in the email.

Select one of the following options:

  • Active — Only currently active participants
  • Active & Pending — Includes participants not yet fully active
  • ALL — Includes Active, Pending, and Not-Active participants
Important: The participant list cannot be sent when the extent of the email is Everyone - some client contacts (reps) may not be assigned to an account and a list cannot be determined in these cases.

Step 4: Preview or Count Recipients

Before sending, you have options to verify your email:

  • Preview (Show) — Opens a preview of the email
  • Count — Displays how many recipients will receive the message
Recommended: Always preview your message to confirm the message before sending.

Step 5: Send the Newsletter

Once everything looks correct:

  • Confirm recipients and participant inclusion settings
  • Review your message content
  • Proceed with sending the email

Workflow Tip: Preparing for Random Selection

Recommended Workflow:

  1. Send the newsletter requesting participant updates
  2. Allow time for client accounts to review and update their rosters
  3. Verify key accounts if needed
  4. Run the random selection with confidence that your data is current

Final Tip

Using the newsletter feature for participant updates is one of the most efficient ways to communicate with multiple accounts at once. A quick reminder before each random selection helps improve accuracy, compliance, and overall program quality.

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