Manual Inbox Item Intake

You can create an Inbox Item manually.

About Manual Inbox Items

You can manually add Inbox Items to your Vault. When you create an Inbox Item record without any data, Vault will automatically add the following empty sections for data entry:

• A Primary Reporter Case Contact record with a Rank 1 designation and the Contact is also Reporter checkbox enabled.
• A Primary Suspect Product Case Product record with a Rank 1 designation, a Case Product Type and the Suspect Drug Role selected.
• A Primary Adverse Event Medical Event record with a Rank 1 designation and an Adverse Event Type selected.

See Perform Local Language to English Intake to process an Inbox Item in a non-English language.

Manually Create an Inbox Item

1. From the primary navigation bar, select Create > Inbox Item.
2. On the Create Inbox Item page, add sections and field values as required:
   • Inbox Item Field Reference provides descriptions of the Inbox Item fields.
     The New Info Date and Report Type fields are required.
   • To add child records, such as Case Contacts, Products, and Medical Events, expand the appropriate section, and then select Add. You can add multiple records of each type.
3. At the top of the page, select Save.
   Vault saves all the Inbox Item information at once, so you do not need to save each record individually.

Result

Vault validates the data in each section and notifies you if there are any errors. If there are no errors, Vault creates the Inbox Item, which appears on the Inbox tab.

Learn how Case intake and Case promotion consider Inbox Items with Combination Products.

Manual Inbox Item Names

If the Name field appears on the Inbox Item and you enter a value in this field, Vault uses that to name the Inbox Item. Otherwise, Vault generates the Inbox Item name using the default naming format.

Admins must configure the Inbox Item layout to display the Name field. By default, this field does not appear.

Manually Create an Inbox Item from a Source Document

The following instructions are for creating Inbox Items from non-E2B documents in Vault Safety. For E2B import instructions, see Import an Inbox Item.

1. Go to the document in the Vault Library.
   Adding Documents provides instructions on adding documents to the library.
   The Create Inbox Item action is only available for the latest document version. The user action does not appear for older versions.
2. Verify that the following document fields are populated:
   • Organization: (Required) Select the Organization that will process the Inbox Item and Case.
   • Receipt Date: (Optional) Select the receipt date. Vault snapshots this field to the Inbox Item New Info Date. If you don’t specify this field, Vault sets it to the current date, by default.
   • Report Type: (Optional) Select the report type. If you don’t specify this field, Vault sets the Report Type to Spontaneous on the Inbox Item by default.
     Vault uses the values in these fields to automatically populate the corresponding fields on the resulting Inbox Item and Case. If you don’t see the Receipt Date or Report Type fields, contact your Admin to add these fields.
3. Expand the All Actions menu, and then select Create Inbox Item.

Result

The Inbox Item has been created and links to the document as it’s source document. Once created, the document Inbox Item field links to the Inbox Item.

Case Access Groups

When an Inbox Item is generated from a source document, Vault populates the document’s Case Access Group field. This field is inherited from the associated Inbox Item and is read-only.

To view the Case Access Group for a document, go to the Document Information pane, expand the Case Information section, and check the Case Access Group field.

Manual Intake from Emails

You can receive emails directly in your Vault and generate Inbox Items from an email source for manual intake. When configured by your Admin, your Vault may automatically import E2B data from email attachments. For more information, see Email to Inbox Item.