To support Inbox Item generation from email, you must configure Email to Vault.
Prerequisites
To configure sender-based email attachment handling, you must first enable Sender-Based Email Attachment Handling.
Create Inbound Email Addresses
You must create the applicable Inbound Email Addresses to define the senders for which Vault generates Inbox Items. For more information, see Configuring Email to Vault. When creating the Inbound Email Address, you must specify certain fields as follows:
- Email Processor: Select Create Inbox Item from Email.
- Allowed Senders: Specify who can email the specified address Email Address. Vault ignores emails from any sender not in the selected group:
- All Users & Persons in this Vault: Any email addresses associated with a User or Person record.
- All Users in this Vault: Any email addresses associated with a User record.
- Specific Groups: Any email addresses associated with a User record in any of the specified Allowed Sender Groups. If you select this option, you must populate the Allowed Sender Groups field.
- Anyone: This option is not available in Veeva Safety.
You can continue to use an existing email address by setting up an auto-redirecting rule to a Vault-owned email in your email inbox. Or, specified Allowed Senders can send emails directly to a Vault-owned email address.
Use a Subaddress
When you are sending an email to a Vault-owned email address, you have the option of adding a subaddress to the Vault-owned email address to specify the organization for CROs with multiple sponsor-type organizations in their Vaults. For example, in the email address aer+organization__v=sponsor1__v@cro-abc.veevavault.com, the subaddress is organization__v=sponsor1__v.
If the subaddress matches the API name of a Sponsor type of Vault Customer, Vault will use it to set the Organization field for the Inbox Item and all linked Vault documents when an Allowed Sender sends an email to the specified Email Address. If the subaddress is unavailable, Vault populates this field using the Organization associated with the Vault Customer. Vault will not use the sender’s organization if it contains special characters, as this field only supports upper and lowercase text, numeric values, and underscores (_).
Note: The Organization specified in the subaddress must be of Sponsor-type. If you are not using a subaddress, the Vault Customer must be of Sponsor-type.
Manage Transmission Profiles
To generate Inbox Items for email intake, you must create or update the applicable Inbound Email types of Transmission Profile, populate all applicable fields, and add Email Persons for senders.