Enable Email Submissions and Distributions

Learn how to update your Vault’s configuration to enable email distributions.

About the Feature

Support for Email Distributions was added in 20R3. Vaults created in 20R3 or later include this functionality by default, while Vaults created in 20R2 or earlier must have the configuration upgrades described on this page to enable this feature.

Once you enable this feature, the following pages provide more information on how to set up and use Email Distributions:

Mandatory Configuration

The following configuration is required to enable email distributions.

Activate the Template Document Type

Go to Configuration > Document Types and make the Template (template__v) document type active.

Add the Email Profile Layout

  1. In Admin, go to Configuration > Objects > Transmission Profile.
  2. On the Layouts tab, open the Email Profile Detail Page Layout. If this layout does not exist, create a new layout with this name for the Transmission Profile object type.
  3. Update the Details section to match the following fields:
    • Name
    • Organization
    • Origin
    • Origin ID
    • Destination
    • Destination ID
    • Format
    • Cover Letter Template
    • Sender User
    • Message Subject
    • Message Body
  4. Update the System section to match the following fields:
    • Created By
    • Created Date
    • Modified By
    • Modified Date
    • Lifecycle State
    • Status
  5. Insert a Workflow Timeline section on the page.
  6. Insert an Email Destination Related Object section with the following details:
    1. Related Object: Email Destination
    2. Section Label: Email Recipients
    3. Creation Option: Create record in pop-up dialog
    4. Columns:
      1. Name
      2. Destination Person
      3. Recipient Type > Recipient.Name
      4. Recipient.Email

Result

The Email Profile layout has been created. The layout will match the following screenshot:

Email Profile Layout

Update the Distribution Layout

  1. In Admin, go to Configuration > Objects > Transmission.
  2. On the Layouts tab, open the Distribution Detail Page Layout.
  3. In the Details section, add the following fields:
    • Message Subject
    • Message Body
  4. Edit the Transmission Message Related Object section with the following details:
    1. Related Object: Transmission Message
    2. Section Label: Transmission Messages
    3. Creation Option: Prevent record creation
    4. Filter Related List: Message Type - is not equal to - Email Event
  5. Insert a Transmission Message Related Object section with the following details:
    1. Related Object: Transmission Message
    2. Section Label: Email Events
    3. Creation Option: Prevent record creation
    4. Columns:
      1. Name
      2. Recipient
      3. Event Type
      4. Event Time
    5. Filter Related List: Message Type - equals - Email Event
  6. Create a new Layout Rule on the Transmission object with the following details:
    1. Label: Hide Email Information
    2. IF This layout expression is TRUE: transmission_profile_type__cr.name__v != 'Email Profile'
    3. Apply the following display effects:
      1. Effect: Hide
        Type: Fields
        Values: Message Body, Message Subject, Cover Letter, Cover Letter (Unbound)
      2. Effect: Hide
        Type: Section
        Values: Email Events

Update the Submission Layout

  1. In Admin, go to Configuration > Objects > Transmission.
  2. On the Layouts tab, open the Submission Detail Page Layout.
  3. In the Details section, add the following fields:
    • Message Subject
    • Message Body
  4. Edit the Transmission Message Related Object section with the following details:
    1. Related Object: Transmission Message
    2. Section Label: Transmission Messages
    3. Creation Option: Prevent record creation
    4. Filter Related List: Message Type - is not equal to - Email Event
  5. Insert a Transmission Message Related Object section with the following details:
    1. Related Object: Transmission Message
    2. Section Label: Email Events
    3. Creation Option: Prevent record creation
    4. Columns:
      1. Name
      2. Recipient
      3. Event Type
      4. Event Time
    5. Filter Related List: Message Type - equals - Email Event
  6. Create a new Layout Rule on the Transmission Object with the following details:
    1. Label: Hide Email Information
    2. IF This layout expression is TRUE: transmission_profile_type__cr.name__v != 'Email Profile'
    3. Apply the following display effects:
      1. Effect: Hide
        Type: Fields
        Values: Message Body, Message Subject, Cover Letter, Cover Letter (Unbound)
      2. Effect: Hide
        Type: Section
        Values: Email Events

Add the Email Event Layout

  1. In Admin, go to Configuration > Objects > Transmission Message.
  2. On the Layouts tab, open the Email Event Detail Page Layout for the Object Type Email Event.
  3. Update the Details section to match the following fields:
    • Name
    • Transmission
    • Recipient
    • Event Time
    • Event Type
    • Message ID
    • Body
  4. Insert a Workflow Timeline section on the page.
  5. Update the System section to match the following fields:
    • Created By
    • Created Date
    • Organization
    • Last Modified By
    • Last Modified Date
    • Lifecycle State

Add the Send Email Transmission Action to Submissions and Distributions

  1. In Admin, go to Configuration > Objects > Transmission.
  2. Open the Actions tab, and then select Create.
  3. In the Create Action window, select the Send Email Transmission action, and then select Continue.
  4. On the Create Action page that appears, select Save.
  5. Return to the Transmission object page, and open the Object Types tab.
  6. In the upper left corner beside the Action menu, select Actions.
  7. Expand the Action menu, and then select Edit Object Type Actions.
  8. Ensure that the Submission and Distribution object types have access to the action, and deselect all other object types.

Add the Send Email Transmission User Action to the Transmission Lifecycle

  1. In Admin, go to Configuration > Object Lifecycles > Transmission Lifecycle. Open the Ready State and add a new User Action.
  2. Select Perform with conditions.
  3. Select Transmission Profile Type> equals > Email Profile.
  4. Under Allow the following actions:
    • Select Send Email Transmission
    • Enter “Send Email Transmission” under Action Label

Modify the Submit to Gateway Entry Action on Transmission Lifecycle

  1. In Admin, go to Configuration > Object Lifecycles > Transmission Lifecycle Open the Ready for Submission state.
  2. Select Edit under Entry Actions.
  3. Modify the Rule for the action Submit to Gateway:
    1. Select Perform with conditions
    2. Select Submission Method > is not equal to > FDA Manual
    3. Select Add condition
    4. Select Transmission Profile Type > includes > AS2 Gateway, Partner Exchange Profile, and System Gateway
  4. Under Perform actions, select Submit to Gateway.

Add Ready to the Pending Group for Transmissions

  1. In Admin, go to Configuration > Object Lifecycle Stage Groups > Distribution Stages > Pending.
  2. Select Add.
  3. Select blue add button next to the Ready state.
  4. Select OK.
  5. In Admin, go to Configuration > Object Lifecycle Stage Groups > Submission Stages > Pending.
  6. Select Add.
  7. Select blue add button next to the Ready state.
  8. Select OK.

Permission Sets

Manage permission sets from Configuration > Users & Groups > Permission Sets.

Add Read Access to Objects in Permission Sets

Configure Read permissions for the objects and object types for permission sets using the table below:

Permission Set Email Destination Person > Email Person Transmission Profile (All) Transmission Message > Email Event
Case Distribution Actions
Case Entry Actions
Case Review Actions
Safety Operations Actions
Submission Actions

Add Access to Transmission Profile in Administration Actions

Configure permissions for the Administration Actions permission set to match the following image:

Transmission Profile Permissions

Optional Configuration

Auto-submissions

You can use auto-submissions with email distributions. You must first enable auto-submissions.

Security and Workflows

Ensure that the appropriate user roles are granted permissions on the new types of transmission messages and transmission profiles.

Groups for Document Creation

We recommend that you add a new User Managed Group for users who should be able to create new templates. You may choose to include certain security profiles such as Vault Owner, System Administrator, etc. You may then modify which groups have Create Document Permission on each doctype in the Security Tab of the Edit Doctype Details Box.