To perform Case intake, create an Inbox Item to enter basic case information before promoting to a Case.
Note: Depending on your Admin’s configuration, object, field, and section labels, lifecycle states, and workflows may differ from the general information on this page. Refer to your organization’s business processes for guidance.
Case Intake Methods
Before you can create a Case in Vault Safety, enter the basic report details using the Inbox Item object.
Case Intake objects, such as Inbox Items, capture the basic report details and can be promoted to an initial or Follow-up Case, or merged into an In-flight Case. You can view all Inbox Items on the Inbox tab.
Inbox
Perform intake on the Inbox tab.
The Inbox organizes Inbox Items into a detailed table, providing at-a-glance key information. You can sort the Inbox Items in ascending or descending order using any column in the table, such as New Info Date, Product, Organization, Seriousness, Due Date, and more.
(21R1 and Earlier) Enable Inbox Items Checklist
The following steps outline the list of configurations an administrator must perform to enable Inbox Items in your Vault:
- Enable Inbox Items: Refer to the appropriate section depending on when your Vault was created:
- Vaults Deployed in 20R3 or later
- Vaults Deployed in 20R2 or earlier
- Enable Manual Study Intake on Inbox Item
- Enable E2B Import to Inbox Item
Filter and Sort Inbox Items
There are a few ways you can sort and filter your Inbox Items. See Searching Vault for more information on sorting and filtering records
Note: Filtering tools can be useful for sorting Inbox Items based on priority so that users can verify higher priority items first.
Add an Inbox Item Filter
You can use the filter column on the side of the page:
- Select the
icon next to Filters. - Select a filter option from the picklist that appears.
Result
This filter will appear on the side of the screen under Filters for more accessible filtering. You can select different options within these filters to refine your search even more.
You can delete this filter option by selecting the 
icon beside the filter name.
Sort Inbox Items
You can also edit the columns to sort Inbox Items:
- Select the All Actions menu, and then select Edit Columns. A window will appear with the available column options.
- Select the columns you want to display and then select Save.
Result
Your page will be updated to display your selected column. You can click the respective column heading to sort by this option.
To delete this column, select the All Actions menu, then select Edit Columns, then under Selected Columns, deselect the column name, and then select Save.
Use Custom Views
Custom views allow you to save or bookmark your current search results, filters, and other view settings. You can return to this view with a single click.
- Select Save View As. A Save View box will appear.
- Specify the following details In the box:
- Name: (required) Enter a name for your custom view.
- Description: (optional) Enter a description for this view.
- Icon: (optional) Select an icon from the picklist. If you don’t choose an icon, a default icon will be assigned to your custom view.
- Select Save.
Result
Your page will be updated to display your custom view under Views. You can create multiple custom views and return to them at any time.
Case Intake Using an Inbox Item
The following diagram and list show an overview of the case intake process using Inbox Items:
- Create the Inbox Item. You can create Inbox Items using the following methods:
- Create an Inbox Item from a Document (E2B or Non-E2B)
- Create an Inbox Item Manually
- Create an Inbox Item manually from an email
- Receive an E2B Transmission (AS2 or API)
- Receive SAE data from the Safety-EDC Vault Connection
- Receive Adverse Event data from the Medical-Safety Vault Connection
- Enter the basic report information on the Inbox Item. Later when you promote to Case, additional data entry fields will be available. See Inbox Item Field Reference for information on the fields.
- If the Inbox Item qualifies as a valid Case, Promote the Inbox Item to a Case.
- Once the Promote to Case action is triggered, Vault automatically performs duplicate detection. If duplicate cases are found, complete the Potential Matches page.
Note: Automated Case promotion is possible if Enable Auto Promote is on for the applicable gateway or E2B document. User intervention, such as Inbox Item data entry and selecting the Promote to Case action, is not required for this process.
Note: Due to default system behaviour on all date fields, if a partial date is entered (for example, YYYY or YYYY/MM), you cannot update the field to include the first day of the month (YYYY/MM/01). As a workaround, update the date to any other precise date (for example, YYYY/MM/02), and then select the first of the month. The field is updated.
Access Imported Inbox Items from Intake API
Inbox Items received from the Intake API appear in the Inbox automatically. Vault will automatically populate the Inbox Item fields if the information is available from the structured data. Vault records the details of the incoming API transmission in an Inbound Transmission record.
Read and Access Inbound Transmissions
If your Administrator has already configured your Vault to display Transmission records on Inbox Items, you will be able to access them in your Vault.
- Select the Inbox Item.
- Expand the Inbound Transmissions section, and then select the hyperlink.
Result
You will be taken to the transmission record.
Note: The source JSON data and the AI service output data (if applicable) are attached as messages on the Transmission record.
Locate Inbox Items with a Transmission ID
If you have the Inbound Transmission ID but don’t have the Inbox Item, you can use this ID to locate the associated Inbox Item. Simply create a filter on the Inbox for the Transmission field, and then use the Inbound Transmission ID to find the Inbox Item.
Inbox Item Audit Trail
Vault Safety records an audit trail for actions and events Inbox Item and section events, and Case actions are logged in the Inbox Item record audit trail.
You can export and download audit trails. Audit Case History provides more information.
What is Logged in Audit Trail
- When an Inbox Item is created
- When a user performs any of the following actions on an Inbox Item sub-section:
- Edit
- Save
- Delete
- Undo (Undelete)
- When the Create Case action is triggered
View the Audit Trail
- Expand the All Actions menu on an Inbox Item.
- Select Audit Trail.
Result
A window appears displaying all the Inbox Item event descriptions, their corresponding timestamps, and the user who performed the event.
Inbox Item States
After you create an Inbox Item, you can perform actions that change the Inbox Item record state from the All Actions or Workflow State Change (
) menu.
Note: Your organization may have a unique Case Processing lifecycle configuration. Refer to your standard operating procedures for more information.
See Case Processing Lifecycle Stages for Case states. The following table summarizes the default Inbox Item object states:
| State | Description |
|---|---|
| New | This state is for new Inbox Items that have not yet been promoted to a Case. |
| Import Error | This state indicates import into an Inbox Item failed. The user who initiated the import can view the error message in the import notification. |
| Missing Information | This state is for Inbox Items that are determined to be missing information and cannot be promoted to a Case. |
| Verification | This state is for Inbox Items that are ready for verification. Import an Inbox Item provides more information. |
| Marked as Follow-Up | This state is for Inbox Items that have been associated with a Case but have not been included in that version. They can be merged into the active version or promoted to a new version. Promote to Case provides more information on this marking an Inbox Item as a Follow-Up. |
| Marked as Follow-Up (Not Current) | This state indicates the Inbox Item is associated with a Case, but it is not the most current Inbox Item. Another Inbox Item containing more recent data is also associated with the Case. Import an Inbox Item provides more information. |
| Processing | This state indicates an Inbox Item is in the process of being auto-promoted to an Initial or Follow-Up Case. Automated Case Promotion provides more information. |
| Promoted | This state is for Inbox Items that have been successfully promoted to a Case. Promote to Case provides more information. |
| Duplicate | This state is for Inbox Items that are detected to be a duplicate prior to Case promotion. In this state, Inbox Items are closed to prevent further processing or Case promotion. Promote to Case provides more information on duplicate Case detection. |
| Superseded | This state is for Follow-up Inbox Items that were not promoted because a more recent and significant Inbox Item related to the same initial Case was promoted instead. Import an Inbox Item provides more information on Inbox Item Significance. |
| Rejected | This state is for Inbox Items that are rejected during intake. In this state, Inbox Items are closed to prevent further processing or Case promotion. |
| Promotion Failed | This state is for Inbox Items that have failed Automated Case Promotion due to not meeting the conditions for being marked as a Follow-up Case or created as a Follow-up Case. Automated Case Promotion provides more information on these conditions. |