**Source URL:** https://safety.veevavault.help/en/gr/1037126/ # FDA MedWatch 3500A (September 2025 Version) Generation Mapping Learn how Vault generates the September 2025 version of the FDA MedWatch 3500A form from a _Case_. For details about the available FDA MedWatch 3500A formats supported by Safety and how Vault handles certain data during form generation, see FDA Report Formats. ## Header | FDA MedWatch 3500A Field | Populated Value | | --- | --- | | Mfr. Report # | For device _Cases_, Vault exports the _FDA Manufacturer Report Number_ on the _Case Product_ on the _Transmission_. If blank, and only one _Case Product_ on the _Case_ related to the _Transmission_ includes an _FDA Manufacturer Report Number_, Vault exports that value. For non-device _Cases_ and device _Cases_ on which the _FDA Manufacturer Report Number_ is blank, Vault maps the _UID_ on the _Case_. | | UF/Importer Report # | Vault does not populate this field. | | Exemption/Variance # | Vault does not populate this field. | ## A. Patient Information
FDA MedWatch 3500A Field Populated Value
1. Patient Identifier The Patient Initials / ID on the Case. If blank, Vault populates the Investigation MRN value.
2. Age The value from one of the following Case fields, ordered by priority: Age (value and unit) Age (normalized)
2. Date of Birth The Date of Birth on the Case.
3. Sex The Sex on the Case as follows: If the Sex is Male, Vault selects the Male checkbox. If the Sex is Female, Vault selects the Female checkbox. If the Sex is blank or has a Reason Omitted value, Vault does not select a checkbox.
4. Weight The value from one of the following Case fields, ordered by priority: Weight (value and unit) Weight (normalized)
5. Race and/or Ethnicity Race on the Case. ## B. Adverse Event or Product Problem
FDA MedWatch 3500A Field Populated Value
1. Type of Report Based on the report type, Vault selects: For non-device Cases, the Adverse Event checkbox. For device or Combination Product Cases, one or both checkboxes. Vault selects the Product Problem checkbox if the Device Report Type includes Malfunction or Product Problem.
2. Outcome Attributed to Adverse Event Vault selects the appropriate checkbox based on the Seriousness of the Case. If the adverse event resulted in death, Vault populates the Date of Death on the Case.
3. Date of Event The earliest Onset Date for any Case Adverse Event associated with the Case.
4. Date of this Report The date when the report was generated, according to the Vault's timezone.
5. Describe Event or Problem Any text in the Narrative on the Case. After the narrative text, Vault populates any text in the Company Comments field. If the narrative text overflows onto additional pages, Company Comments also appear on the overflow pages.
6. Relevant Test/Laboratory Data On each row, Vault populates a Case Test Result. Records appear alphabetically and from oldest to latest. Lab Test Results with no Test Date appear at the end of the list. The information exported includes: Test Name (LLT) and Test Name (Reported) Result (Unit) or Result (Unit) Text Result (Code) or Result (qualifier) and Result and Result (Unit) Test Name (LLT) and Test Name (Reported), Result Test Date Text that exceeds the available space appears on overflow pages.
6. Additional comments For each Case Test Result record in the B6. Relevant Test/Laboratory Data section, Vault populates the following information when available: Normal Low Value - Normal High Value and the unit in the Test Result field or the Result (Unit) Text field Comments Result (Text) In addition, for adverse events that resulted in death, Vault populates the following Case Cause of Death information: Reported Causes of Death: Cause (MedDRA) or Cause (Reported) Autopsy-Determined Cause of Death: Cause (MedDRA) or Cause (Reported) Text that exceeds the available space appears on overflow pages.
7. Other Relevant History, Including Preexisting Medical Conditions For each Case Medical History record, Vault populates: Condition / Procedure (MedDRA) or Condition / Procedure (Reported) Start Date or ---, End Date or ---, Continuing Comments After listing each medical history line item, Vault populates any Medical History Text on the Case. ## C. Suspect Products
FDA MedWatch 3500A Field Populated Value
1. Name, Strength, Manufacturer/Compounder For Case Products assigned a Drug Role of Suspect, Interacting, or Drug Not Administered, Vault populates: Product Name: Depending on your Admin's configuration, Vault first attempts to map the Product (Reported) or the Product (Coded) value from the Case Product. If the configured default value is blank, Vault maps the other value, if available. Strength: The Strength on the associated Product Registration. Unit: The Unit on the associated Product Registration. NDC # or Unique ID: The National Drug Code on the associated Product Registration. Manufacturer/Compounder Name: The Manufacturer on the associated Product. If blank, Vault maps the Organization on the associated Product Family. Lot #: The Batch/Lot Number on the Case Product Dosage. FEI # for cosmetics: The FEI Number on the associated Product.
2. Dose, Frequency, Route Used For Case Products assigned a Drug Role of Suspect, Interacting, or Drug Not Administered, Vault populates: Dose or Amount: The Dose. Unit: The Dose unit or UNKNOWN - UNK. Frequency: The Frequency value and unit as follows: For Every 1 days or 1 times per days, Vault exports Daily For 2 times per days, Vault exports BID For 3 times per days, Vault exports TID For 4 times per days, Vault exports QID For Other > as necessary, Vault exports PRN For all other values, Vault exports Other and maps the Frequency text to the Other Frequency box on the form. Route: The Patient RoA or Vault exports Other and maps the Patient RoA text to the Other Route box on the form. If the Patient RoA field is blank or has a Reason Omitted, Vault exports Unknown.
3. Treatment/Therapy/Usage Dates Vault populates Case Product information using the following priority: From the Case Product Dosage, the First Admin Date or --- or unk, Last Admin Date or --- or unk. If the therapy dates are blank and the Action Taken on the Case Product is any of the following, Vault populates Ongoing in the Duration field: Dose reduced Dose increased Dose not changed If the Action Taken is blank, from the Case Product Dosage, the Duration.
4. Diagnosis for use The Name (MedDRA) or Indication (Reported) on the Case Product Indication.
5. Product Type Vault maps values from the applicable FDA Product Registration to select checkboxes.
6. Expiration Date The Expiration Date on the Case Product.
7. Event Abated after use Stopped or Dose Reduced? Vault calculates whether a dechallenge test occurred using the following fields: Action Taken on the primary Case Product Outcome on the primary Case Adverse Event Based on the field values, Vault populates the form as follows:
Action Taken (G.k.8) E2B Code* Outcome (E.i.7) FDA 3500A C.7 Box
Drug Withdrawn Dose Reduced 1 2 Recovered/Resolved Recovering/Resolving Recovered/Resolved with Sequalea Yes
Drug Withdrawn Dose Reduced 1 2 Not Recovered Not Resolved Ongoing Fatal No
Drug Withdrawn Dose Reduced 1 2 Unknown (blank) (blank)
Dose Increased Dose Not Changed Not Applicable 3 4 9 Any Doesn't apply
Unknown 0 Any (blank)
Any other condition (blank)
*Includes custom Action Taken Controlled Vocabulary records
8. Event Reappeared After Reintroduction? Vault uses the Reaction Recurrence field on the primary Case Assessment to determine whether a rechallenge test occurred and populate the appropriate checkbox. If the Reaction Recurrence value is yes – yes (rechallenge was done, reaction recurred), Vault selects the Yes checkbox. If the Reaction Recurrence value is yes - no (rechallenge was done, reaction did not recur), Vault selects the No checkbox. If the Reaction Recurrence value is any of the following, Vault selects the Doesn't apply checkbox: yes - unk (rechallenge was done, outcome unknown) no - n/a (no rechallenge was done, recurrence is not applicable) Blank
9. List Medical Product and Treatment Given at the Same Time of the Event and Date For each Case Product, Vault populates: Product or Product (Reported) First Admin Date or --- or unk, Last Admin Date or --- or unk, Duration, Action Taken Dose or Dose Text and Frequency Indication (MedDRA) or Indication (Reported) If the therapy dates are unknown, Vault populates the Duration on the Case Product Dosage. Vault populates Ongoing if the Action Taken on the Case Product is any of the following: Dose reduced Dose increased Dose not changed **Note**: For Device-only Cases, Vault maps this information to Section D.11 of the form. ## D. Suspect Medical Device {#section-d} For _Cases_ with _Combination Products_ that have multiple device constituents, Vault populates the device constituent _Case Product_ with the highest rank in section D and populates section D information for all other device constituents in the [overflow pages][1]. If _Case Products_ are not ranked, Vault populates the earliest-created device constituent _Case Product_ in section D.
FDA MedWatch 3500A Field Populated Value
1. Brand Name The Product (Reported) on the Device-type Case Product. **Note**: Your Admin can configure your Vault to export the Product (Coded) field by default.
2a. Procode The Product Code on the associated Product Registration.
2b. Common Device Name The Generic Name on the associated Product.
3. Manufacturer Name, City and State If the Manufacturer field on the associated Product Family is an Organization, Vault populates the associated name, city, and state. Otherwise, Vault populates the Organization of the associated Product Family.
4. Model # The Model Number on the Device-type Case Product.
4. Lot # The Lot Number on the Device-type Case Product.
4. Catalog # The Catalog Number on the Device-type Case Product.
4. Expiration Date The Expiration Date on the Device-type Case Product.
4. Serial # The Serial Number on the Device-type Case Product.
4. Unique Device Identifier (UDI)# The Unique Device Identifier (UDI), composed of the Unique Identifier and UDI Production Identifier on the Device-type Case Product.
5. Operator of Device The Operator of Device on the Device-type Case Product. If the value is Other, Vault selects the Other checkbox and populates the Operator of Device (Other) value.
6a. If Implanted, Give Date The Date Implanted on the Device-type Case Product.
6b. If Explanted, Give Date The Date Explanted on the Device-type Case Product.
7a. Is this a single-use device that was reprocessed and reused on a patient? Vault selects the appropriate checkbox based on the Reprocessed/Reused field on the Device-type Case Product.
7b. If yes, enter the name and address of the reprocessor The Reprocessor value on the Device-type Case Product.
8. Was this device ever serviced by a third-party servicer? Vault selects the appropriate checkbox based on the Third-party servicer for device? field on the Device-type Case Product.
9. Is this Device Available for Evaluation? Vault selects the appropriate checkbox based on the Device Available field on the Device-type Case Product. If there is a Returned Date, Vault populates the date and selects the Returned to Manufacturer checkbox.
10. Concomitant Medical Products and Therapy/usage Dates For each Case Product, Vault populates values from the following fields: Product or Product (Reported) First Admin Date, Last Admin Date If all section rows are populated, additional concomitant Case Products appear in the overflow pages. ## E. Initial Reporter
FDA MedWatch 3500A Field Populated Value
1. Name and Address The name and address on the primary Reporter-type Case Contact.
2. Health Professional? Vault selects the appropriate checkbox based on the Qualification on the primary Reporter-type Case Contact.
3. Occupation The Qualification on the primary Reporter-type Case Contact. Vault populates Non-Health Professional if the Qualification is any of the following: Consumer or other non health professional Lawyer Patient Parent
4. Initial reporter also sent report to FDA Vault selects the appropriate checkbox based on the Sent to FDA? field on the primary Reporter-type Case Contact. ## F. For Use by User Facility/Importer (Devices Only) **Note**: Vault does not populate section F, but the section is available on the form for manual data entry. ## G. All Manufacturers
FDA MedWatch 3500A Field Populated Value
1. Contact Office (and Manufacturing Site for Devices) or Compounding Outsourcing Facility or Responsible Person The contact information for the Sender User on the associated Transmission (Submission or Distribution). When generating a form preview from a Case, Vault populates contact details for the Organization on the Case and the phone number for the organization in the Manufacturer field on the Product associated with the Case Product.
2. Report Source Vault selects the appropriate checkboxes as follows: Foreign: Selected based on the Country on the primary Reporter-type Case Contact Study: Selected when the Report Type of the Case corresponds to a Report Type controlled vocabulary where the E2B Code is 2, for example, Study or Literature (Study). Literature: Selected when the Report Type of the Case corresponds to a Report Type controlled vocabulary where Literature is set to Yes, for example, Literature (Spontaneous) or Literature (Study). Consumer: Selected when the Qualification of the Reporter-type Case Contact corresponds to a Qualification controlled vocabulary where Qualified HCP is set to No, for example, Consumer or other non health professional. Health Professional: Selected when the Qualification of the Reporter-type Case Contact corresponds to a Qualification controlled vocabulary where Qualified HCP is set to Yes, for example, Physician. User Facility: Selected when the FDA 3500A Report Source is User Facility on the primary Reporter-type Case Contact. Company Representative: Selected when the FDA 3500A Report Source is Company Representative on the primary Reporter-type Case Contact. Distributor: Selected when the FDA 3500A Report Source is Distributor on the primary Reporter-type Case Contact. Other: Selected when the FDA 3500A Report Source is Other on the primary Reporter-type Case Contact. Vault also populates the Case Identifier from the associated Transmission (Submission or Distribution).
3. Date Received by Manufacturer or Responsible Person Vault uses the following logic to populate this field: Initial Case: Vault maps the date from one of the following Case fields, ordered by priority: New Info Date Initial Receipt Date A Case is considered initial when it meets any of the following conditions: For a report generated from a Transmission, the Transmission Reason field value must map to E2B Code I (Initial) For a report preview generated from a Case, the Case Version must be less than or equal to 1.0 Follow-Up: Vault maps the date from the New Info Date field on the Case, if populated. A Case is considered follow-up when it meets any of the following conditions: For a report generated from a Transmission, the Transmission Reason field value must not map to E2B Code I. For a report preview generated from a Case, the Case Version must be greater than 1.0
4. NDA # If the Registration Type on the associated Product Registration is NDA, Vault maps the Registration Number.
4. ANDA/Pre-ANDA # If the Registration Type on the associated Product Registration is ANDA, Vault maps the Registration Number.
4. IND # For study Cases with a Study Type of Clinical Trial or blank, if there is a US Study Registration with a Registration Type of IND, Vault populates the IND number from the Study Registration Number field from that Study Registration. In all other scenarios, if the Registration Type on the Case Product Registration is IND, Vault populates the Registration Number.
4. BLA # If the Registration Type on the associated Product Registration is BLA, Vault maps the Registration Number.
4. PMA/510(k) # If the Registration Type on the associated Product Registration is either PMA or 510k, Vault maps the Registration Number.
4. Combination Product When any Case Product is part of a Combination Product, Vault selects this checkbox. **Note**: For study Cases with Products that are part of a Combination Product, if Study Content Protection is enabled or a blinded regulatory report preview is generated, Vault does not select this checkbox.
4. Pre-ANDA Vault does not support this field
4. Pre-1938 If the International Birthdate on the associated Product is earlier than 1938, Vault selects this checkbox.
4. OTC Across all Case Products in sections C and D, if any part of a Product has an FDA registration with the Registered As field set to a Transmission Product Type of OTC Drug or OTC Device, Vault selects this checkbox.
4. Compounded Product Vault selects this checkbox if any Case Product in section C or D includes: A Compounding Type An FDA registration for a Product with a Compounding Type
5. If IND/PreANDA, Give Protocol # The Sponsor Study Number on the Case.
6. Type of Report Vault selects the appropriate checkbox based on the value in the FDA Report Type field, which is set based on the Due in Days reporting rule parameter. Otherwise, Vault selects checkboxes based on the following logic: 5-day: When the Device Report Type field on the Case contains Public Health Risk. 7-day: When the Case is tagged as a SUSAR and the Seriousness field on the primary Case Adverse Event contains Results in Death or Life-Threatening. 15-day: Vault selects this checkbox using the following logic: For an initial study Case, the Case is tagged as a SUSAR and does not qualify for the 7-day option (for example, the Seriousness field on the primary Case Adverse Event does not contain Results in Death or Life-Threatening). For a postmarket spontaneous Case, whether initial or follow-up, the Seriousness field on the primary Case Adverse Event is populated and the Case Expectedness is set to No. 30-day: For device malfunction-only reports. Periodic: When any of the following conditions are met: The Seriousness field on the primary Case Adverse Event is not populated. The Seriousness field on the primary Case Adverse Event is populated and the Case Expectedness field is set to Yes . The Case is a follow-up study Case tagged as a SUSAR. **Note**: When generating FDA MedWatch 3500A preview reports, Vault selects the Periodic checkbox when it shouldn't. This is a known limitation that will be addressed in a future release. When generating Transmissions, Vault selects the G.7 Report Type checkboxes accurately. Initial and Follow-up #: Vault selects these checkboxes using the following logic: If a Transmission record exists for the Case and a value is populated in the Transmission Reason field: If the Transmission Reason is Initial, Vault selects Initial. If the Transmission Reason is populated with any other value, Vault selects Follow-Up #. If there is no Transmission record associated with the Case: If the Case New Info Date is on or before the Receipt Date, Vault selects Initial. If the Case New Info Date is later than the Receipt Date, Vault selects Follow-Up #. When no report type applies based on the above criteria, Vault selects the Periodic checkbox. Vault populates the Follow-up # value from the Follow-up Number field on the Submission record.
7. Adverse Event Term(s) The Event (MedDRA) or the Event (Reported) - English on the primary Case Adverse Event.
8. Manufacturer Report Number For device Cases, Vault exports the FDA Manufacturer Report Number on the Case Product on the Transmission. If blank, and only one Case Product on the Case related to the Transmission includes an FDA Manufacturer Report Number, Vault exports that value. For non-device Cases and device Cases on which the FDA Manufacturer Report Number is blank, Vault maps the UID on the Case. ## H. Device Manufacturers Only Vault populates section H only for _Cases_ concerning _Combination Products_ with Device-type _Product Constituents_.
FDA MedWatch 3500A Field Populated Value
1. Type of Reportable Event Vault selects the Death checkbox if the Seriousness of any Case Adverse Event contains Results in death. Vault selects the Serious Injury checkbox based on the value in the Device Report Type field on the Case. Vault selects the Malfunction checkbox based on the Malfunction field on the primary Device-type Case Product. If that field is blank, Vault selects a checkbox based on the Device Report Type on the Case. Vault does not support the Summary Report checkbox or the No. of events summarized field.
2. If Follow-up, What Type? Vault selects the appropriate checkboxes based on the Device Follow-Up Type on the Case.
3. Device Evaluated by Manufacturer? Vault selects the appropriate checkbox based on the Device Evaluated value on the Case Product as follows: For Yes, Vault selects the Yes checkbox. For No or Not Returned to Manufacturer, Vault selects the No checkbox.
4. Device Manufacture Date The Manufacture Date on the Case Product.
5. Labeled for Single Use? For Device-type Case Products, the Single Use value.
6. Adverse Event Problem Based on the Device Type Code and Device Code on each Device-type Case Product, Vault populates the level 1, 2, or 3 FDA or IMDRF codes. To use IMDRF codes, your Admin must enable the IMDRF Dictionary for Maintenance, Case Processing, and Submissions. Vault populates this section as follows: Health Effect - Clinical Code: If the Device Type Code is Health Effects - Clinical signs and Symptoms or Conditions, Vault exports up to three FDA or IMDRF codes. If no Health Effect - Clinical Code codes are found, Vault populates the field with Unknown. If there are more than three Health Effect - Clinical Code codes, all appear on the overflow pages instead of in this section. Health Effect - Impact Code: If the Device Type Code is Health Effects - Health Impact, Vault exports up to three FDA or IMDRF codes. If no Health Effect - Health Impact codes are found, Vault populates the field with Unknown. If there are more than three Health Effect - Health Impact codes, all appear on the overflow pages instead of in this section. Medical Device Problem Code: If the Device Type Code is Medical Device Problem, Vault exports up to three FDA or IMDRF codes. If no Medical Device Problem codes are found, Vault populates the field with Unknown. If there are more than three Medical Device Problem codes, all appear on the overflow pages instead of in this section. Component Code: If the Device Type Code is Medical Device Component, Vault exports up to three FDA or IMDRF codes. If no Medical Device Component codes are found, Vault populates the field with Unknown. If there are more than three Medical Device Component codes, all appear on the overflow pages instead of in this section. Type of Investigation: If the Device Type Code is Type of Investigation, Vault exports up to four FDA or IMDRF codes. If no Type of Investigation codes are found, Vault populates the field with Unknown. If there are more than four Type of Investigation codes, all appear on the overflow pages instead of in this section. Investigation Findings: If the Device Type Code is Investigation Finding, Vault exports up to four FDA or IMDRF codes. If no Investigation Finding codes are found, Vault populates the field with Unknown. If there are more than four Investigation Finding codes, all appear on the overflow pages instead of in this section. Investigation Conclusions: If the Device Type Code is Investigation Conclusion, Vault exports up to four FDA or IMDRF codes. If no Investigation Conclusion codes are found, Vault populates the field with Unknown. If there are more than four Investigation Conclusion codes, all appear on the overflow pages instead of in this section.
7. If Remedial Action Initiated, Check Type Vault selects the appropriate boxes using the following priority order: The Remedial Action on each Device-type Case Product. For any Case Product with Other as the Remedial Action, Vault exports the Remedial Action Other text. The Remedial Action on the Case. When the Remedial Action is Other, Vault exports the text in the Remedial Action-Other field of the Case.
8. Usage of Device Vault selects the appropriate box based on the Device Usage Type on the Device-type Case Product.
9. If action reported to FDA under 21 USC 360i(g), list correction/removal reporting number The Correction/Removal Reporting Number on the Device-type Case Product.
10. Related Report Number Vault does not support this field.
11. Additional Manufacturer Narrative The Additional Manufacturer Narrative on each Device-type Case Product. **Note**: If your organization is not using Case Product-level device coding, Vault exports FDA codes for one device. This is either the highest-ranked or earliest-entered device on the Case. The code entered on the Case is populated for each of the following: * Device Problem * Evaluation Method * Evaluation Result * Evaluation Conclusion ## Overflow Pages {#overflow} When generating the FDA MedWatch 3500A form, Vault exports any text that exceeds field character limits to overflow pages. In the applicable field, Vault truncates the text to 15 characters and appends (Continued) to indicate the information is on the overflow pages. Any text on the overflow pages is identified with the relevant section and field names. For _Cases_ with _Combination Products_ that have multiple device constituents, Vault populates [section D][2] information for all device constituents, other than the highest-ranked or earliest-created device constituent _Case Product_, in the overflow pages. [1]: #overflow [2]: #section-d