Enable Inbox Items

Learn how to update your Vault’s configuration to enable Inbox Items.

About Inbox Items

This page provides instructions for Vaults originally deployed before the 21R2 release (August 2021) to update your Vault configuration to use Inbox Items. The steps required to enable this application depend on the Vault Safety template version your Vault was deployed from.

Vaults deployed from version 20R3 (December 2020) or later have some configuration already. Follow the appropriate steps to enable this feature, depending on your Vault:

• Vaults Deployed in 20R3 or 21R1
• Vaults Deployed in 20R2 or Earlier

In addition to the basic configuration on this page, some Inbox Item template configurations were released to improve usability. We recommend following the instructions in the Template Revision Configurations to Improve Usability section.

Once you have completed the configuration steps on this page and enabled Inbox Items, follow the instructions outlined in Next Steps for additional Inbox Item configurations.

Configuration Checks for All Vaults

Verify that your Vault has the basic Inbox Item configurations described in the following section.

Inbox Item Layout

Go to Configuration > Objects > Inbox Item > Layouts, and then open the Inbox Item Detail Page Layout.

The table below lists the fields or columns each section should have. Add/remove fields or columns to ensure the Inbox Item Detail Page Layout matches the settings and order listed.

Section	Settings	Fields/Columns
Case Validity and Source	Type: Detail Form Section Label: Case Validity and Source Section Name: case_validity_source__c Section Layout: Detail Form - Two Columns Section Help: Case validity fields and source document.	Study Company Product Adverse Event Country Identifiable Patient Identifiable Reporter Source Document
Organization and Region	Type: Detail Form Section Label: Organization and Region Section Name: manual_creation__c Section Layout: Detail Form - Two Columns	Organization Localization
Inbox Status	Section Label: Inbox Status Section Name: inbox_item_status_section_control__c Show the section only in these lifecycle states: Marked as Follow-up, Promoted
Details	Section Label: Details Section Name: ai_details_section__c
Case Contacts	Section Label: Case Contacts Section Name: ai_reporter_section__c
Patient	Section Label: Patient Section Name: ai_patient_section__c
Products	Section Label: Products Section Name: ai_products_section__c
Medical Events	Section Label: Medical Events Section Name: ai_adverse_events_section__c
Documents	Type: Related Documents Referencing Document Field: Inbox Item Section Label: Documents Section Name: documents__c	Name Document Number Type Subtype Classification Status
Inbound Transmissions	Type: Related Object Related Object: Transmission Section Label: Inbound Transmissions Section Name: transmissions__c Creatione Option: Prevent record creation	Name Lifecycle State Transmission Date Transmission Type Case Reason Origin Destination
System	Type: Detail Form Section Label: System Section Name: system__c Section Layout: Detail Form - Two Columns Show the section only in these lifecycle states: Promoted Duplicate	Name Case Lifecycle State Created By Created Date Last Modified By Last Modified Date
Workflow Timeline	Default Settings
For Internal Use Only (Do NOT Remove)	Default Settings

Vaults Deployed in 20R3 or 21R1

The following sections describe how to configure Vaults deployed in 20R3 or 21R1 to make Inbox Items available.

Permission Sets

On the Users & Groups > Permission Sets page, configure the following Object Permissions:

1. Enable the permission to Read the Inbox Item object for the following permission sets:
   • Case Entry Actions
   • Case Review Actions
2. Enable the permission to Read, Create, Edit, and Delete the Inbox Item object on the following permission set:
   • Case Intake Actions
3. On the Case Intake Actions permission set, enable the permission to Edit the New Info Date field in the Inbox Item object.

Add Sharing Rules to the Inbox Item Object Lifecycle

1. Go to Configuration > Objects > Inbox Item.
2. Select Edit from the Details tab.
3. Select Enable Matching Sharing Rules.
4. Select Create from the Sharing Rules tab.
5. Use the table below to create sharing rules.
6. Select Save.

Label	Name	Role	Rule Criteria
Inbox Item - Data Entry	inbox_item__c	Data Entry	Organization
Inbox Item - Intake	inbox_item_intake__c	Intake	Organization
Inbox Item - Head of Safety	inbox_head_of_safety__c	ICSR Approver	Organization
Inbox Item - Medical Reviewer	inbox_item_medical_reviewer__c	Medical Reviewer	Organization
Inbox Item - Safety Operations	inbox_item_safety_operations__c	Safety Operations	Organization

Vaults Deployed in 20R2 or Earlier

The following sections describe how to configure Vaults deployed in 20R2 or earlier to make Inbox Items available.

Configure the Inbox Item Object

In the Admin area, go to Configuration > Objects > Inbox Item. You must update the Inbox Item Layout, add layout rules, add VQL constraints to the Organization field, and add sharing rules to the Inbox Item Object Lifecycle.

Add Layout Rules

Add the following layout rules to the Inbox Item Detail Page Layout:

Rule Label	HIDE THE FOLLOWING PAGE LAYOUT ITEMS	IF THIS LAYOUT RULE EXPRESSION IS TRUE
Hide Case Validity (Manual Creation)	Label: Hide Case Validity (Manual Creation) Name: hide_case_validity_manual_creation__c Status: Active Description: Hide the case validity section until the Inbox Item record has been created. Type: Sections Values: Case Validity and Source	isBlank(global_id__sys)

Add Organization VQL Criteria

1. In Configuration > Objects > Inbox Item, open the Fields tab.
2. Open the Organization field.
3. Select Edit.
4. In the Criteria VQL field, enter the following: object_type__vr.name__v = 'Sponsor'

Add Sharing Rules to the Inbox Item Object Lifecycle

1. Open the Details tab and select Edit.
2. Select Enable Matching Sharing Rules.
3. Select Create from the Sharing Rules tab.
4. Use the table below to create sharing rules.
5. Select Save.

Label	Name	Role	Rule Criteria
Inbox Item - Data Entry	inbox_item__c	Data Entry	Organization
Inbox Item - Intake	inbox_item_intake__c	Intake	Organization
Inbox Item - Head of Safety	inbox_head_of_safety__c	ICSR Approver	Organization
Inbox Item - Medical Reviewer	inbox_item_medical_reviewer__c	Medical Reviewer	Organization
Inbox Item - Safety Operations	inbox_item_safety_operations__c	Safety Operations	Organization

Add Inbox Item User Actions

1. Go to Configuration > Object Lifecycles.
2. Open the Inbox Item Lifecycle.
3. Add the following User Action rules to the Missing Information state:
   • Start Verification:
     • Rule Option: Always
     • Action: Change State to
     • State: Verification
     • Action Label: Start Verification
   • Reject:
     • Rule Option: Always
     • Action: Change State to
     • State: Rejected
     • Action Label: Reject
4. Add the following User Action rules to the New state:
   • Awaiting more information:
     • Rule Option: Always
     • Action: Change State to
     • State: Missing Information
     • Action Label: Awaiting more information
   • Reject:
     • Rule Option: Always
     • Action: Change State to
     • State: Rejected
     • Action Label: Reject
   • Create Case: Configure two conditional user actions as shown in the following images:
     
5. Add the following User Action rules to the Verification state:
   • Awaiting more information:
     • Rule Option: Always
     • Action: Change State to
     • State: Missing Information
     • Action Label: Awaiting more information
   • Reject:
     • Rule Option: Always
     • Action: Change State to
     • State: Rejected
     • Action Label: Reject
   • Promote to case: Configure two conditional user actions as shown in the following images:
     

Permission Sets

On the Users & Groups > Permission Sets page, configure the following Object Permissions:

1. Enable the permission to Read the Inbox Item object for the following permission sets:
   • Case Entry Actions
   • Case Review Actions
2. Enable the permission to Read, Create, Edit, and Delete the Inbox Item object on the following permission set:
   • Case Intake Actions
3. On the Case Intake Actions permission set, enable the permission to Edit the New Info Date field in the Inbox Item object.

Template Revision Configurations to Improve Usability

With every release, we recommend a set of Vault configuration changes to improve general usability. These are known as template revisions.

In addition to the configuration described on this page, the following template configuration updates are recommended for all Vaults deployed before the respective release to improve Inbox Item usability. For example, Vaults deployed after 22R1 will have the Create New Inbox Item Field and User Action configuration by default.

(22R1) Create a New Inbox Item Field and User Action

The Promote to Case action is displayed twice for some cases that include a Study Case with a non-study Company Product or a Study with Unspecified Products.

Create a new Inbox Item field and update user actions for the Inbox Item lifecycle.

Update the Inbox Item Object With the Identifiable Company Product Field

In the Admin area > Configuration > Objects > Inbox Item, follow the instructions below to create the Identifiable Company Product field and add it to the Inbox Item layout:

1. In the Inbox Item object, go to the Fields tab.
2. Create the Identifiable Company Product field with the following information:
   • Step 1: Formula
   • Step 2:
     • Label: Identifiable Company Product
     • Name: identifiable_company_product__c
   • Step 3:
     • Status: Active
     • Return Type: Yes/No
     • Help Content: Is the suspect company product identified in the Details (Study) or in the Products section?
   • Step 4: Set Formula Expression to Or(not(isBlank(company_product__vr.name__v)),And(study__vr.study_has_unspecified_products__v != true,not(isBlank(study__vr.name__v))))

   

3. Save the page.
4. Go to the Layouts tab and select Inbox Item Detail Page Layout.
5. Add the Identifiable Company Product field to the Case Validity and Source section.

Update the Promote to Case User Action for the Inbox Item Lifecycle

In Configuration > Object Lifecycles > Inbox Item Lifecycle, configure a new Promote to Case user action with conditions for the New state:

1. In the Inbox Item Lifecycle, go to the New state.
2. In the User Actions section, delete both the Promote to Case user actions.
3. Select Create Rule.
4. Complete the information using the following image:
   

(22R1) Update the Inbox Item Study Field

Perform the following configuration to show only studies with arms in the Study dropdown field in the Inbox Item grid view:

1. In the Admin area, go to Configuration > Objects > Inbox Item.
2. Go to the Fields tab and select Study.
3. Edit the Criteria VQL field to match the following: organization__v = {{this.organization__v}}
4. Save the page.

(21R1) Grant Delete Permissions for Intake Role

Add permissions to allow intake users to delete Inbox Items. This change allows Intake users to delete sections/records (for example, Product) on Inbox Items in the Verification state.

Update Case Intake Actions Permission Set

1. Go to Users & Groups > Permission Sets.
2. Open the Case Intake Actions permission set.
3. Open the Objects tab.
4. Select Edit.
5. Beside Inbox Item, select the Delete checkbox.
6. Select Save.

Update Inbox Item Lifecycle Security

1. Go to Configuration > Object Lifecycles.
2. Open the Inbox Item Lifecycle.
3. Under Roles, expand Intake.
4. Select Edit.
5. Beside Verification, select the Delete checkbox.
6. Select Save.

Next Steps

Vaults created in 20R3 or earlier require additional configuration to access more Inbox Item capabilities.

Follow the instructions outlined in these articles to enable:

• Manual Study Intake on Inbox Item
• E2B Import to Inbox Item
• Inbox Item Follow-Up Case Compare