# Send a Follow-Up Questionnaire to Case Contacts

If a _Case_ requires follow-up information, you can send online questionnaires to _Case Contacts_ or generate questionnaire documents to send for follow-up correspondence. Vault generates the following types of follow-up questionnaires:

* **Online Questionnaires**: Vault generates online questionnaires leveraging <a href="/en/gr/49033/#responding-to-checklists">checklists</a> and sends recipients a link to enter follow-up data. You can review and update the generated questionnaires before sending them to recipients. You might use this method to follow up with a consumer. 
* **Questionnaire Documents**: Vault generates questionnaire documents based on Admin-defined templates, which can be automatically or manually sent as email attachments based on the <a href="/en/gr/01175/#correspondence-methods-link">_Correspondence Method_</a> of the associated _Transmission_. You can modify the documents before sending them to recipients. 

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      <p><strong>Note</strong>: For information on how to generate and send follow-up email questionnaires to <em>Case Reporters</em>, see <a href="/en/gr/01175/">Send a Follow-Up Email Questionnaire to a Case Reporter</a>.</p>
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## Prerequisites

Before you can generate follow-up questionnaires, your Admin must have already <a href="/en/gr/726960/">configured the questionnaire</a> and <a href="/en/gr/726962/">enabled follow-up questionnaires</a>. Your Admin can also enable <a href="/en/gr/774365/">importing questionnaire responses to follow-up _Inbox Items_</a> for online questionnaire data.

## Generate Questionnaires

To generate online questionnaires or questionnaire documents from templates:

1. Navigate to the _Case_ for which you want to generate a questionnaire. 
2. In the _Contacts_ section, ensure the applicable _Case Contacts_ have provided their email address and consent:
    * _Email_ field contains a value.
    * _Email Consent Provided_ checkbox is selected. 
3. Depending on your Admin's configuration, you can generate questionnaires in the following ways:
    * Automatically generate questionnaires by processing the _Case_ to the applicable lifecycle. 
    * Manually generate questionnaires:
       1. From the **All Actions** menu, select **Create Correspondence and Questionnaires**.
       2. In the window, select the applicable follow-up rules.
       3. Select **Complete**.

Vault evaluates this _Case_ against the selected _Follow-up Questionnaire Rules_ as well as any Watchlists. Vault generates a _Questionnaire_ type of _Transmission_ for each matching _Follow-up Questionnaire Rule_ and _Case Contact_ pair. For example, if there are two _Case Contacts_ and two selected _Follow-up Questionnaire Rules_, Vault generates four _Questionnaire_ records. Vault generates questionnaire documents in the language associated with the _Case Contact_. If there is no associated language, or if your Admin has not configured the applicable language-specific document templates, Vault generates the documents in English. 

## Review and Send Generated Questionnaires {#send}

Depending on your Admin's configuration, you may be able to review and update generated questionnaires before sending them to _Case Contacts_. For _Questionnaires_ with the _Ready to Send_ checkbox selected, Vault sends sends online questionnaires and questionnaire documents for <a href="/en/gr/01175/#correspondence-methods-link">automatic correspondence</a> to the following types of _Case Contacts_:

* _Health Care Professional_
* _Patient Contact_
* _Reporter_

### Online Questionnaires {#online}

To review, update, and send an online questionnaire: 

1. In the _Questionnaire Checklists_ section of the _Questionnaire_, select the applicable questionnaire. 
2. <a href="/en/gr/49033/#responding-to-checklists">Update the checklist</a> as needed. You can edit pre-populated questions and, if configured by your Admin, remove and add questions on an ad hoc basis.
3. Navigate to the _Questionnaire_.
4. Select **Edit**.
5. Select the **Ready to Send** checkbox.
6. Select **Save**.

Vault sends an email to all applicable _Case Contacts_ about required follow-up. Each email includes a public access link (PAL), which allows the recipient to access the online questionnaire. PALs are valid until a reminder with a new PAL is sent out with a new link, or for 30 days if there is no reminder scheduled.

### Questionnaire Documents {#docs}

To review, update, and send a questionnaire document: 

1. In the _Documents_ section of the _Questionnaire_, select the applicable document.
2. Update the document as needed.
3. Navigate to the _Questionnaire_.
4. For <a href="/en/gr/01175/#correspondence-methods-link">automatic correspondence</a> _Questionnaires_:
   1. Select **Edit**.
   2. Select the **Ready to Send** checkbox.
   3. Select **Save**.

For automatic correspondence, Vault sends an email to all applicable _Case Contacts_ about required follow-up with the questionnaire document attached. For manual correspondence, you can send the questionnaire document outside of your Vault.

## Review Completed Online Questionnaires {#review}

After the recipient completes an online questionnaire, Vault creates an _Inbox Item_ and sets the following: 
* **State**: _Marked as Follow-up_
* **Intake Method**: _Online Questionnaire_
* **Intake Format**: _Data_
* **Source Questionnaire**: Links to the online questionnaire

If <a href="/en/gr/774365/">configured by your Admin</a>, Vault also maps questionnaire responses to _Inbox Item_ fields for the following objects:
* _Case_
* (Primary) _Case Adverse Event_
* (Primary) _Case Product_
* _Case Contact_

As the Intake user, review the information and promote the _Inbox Item_ accordingly. Questions with responses appear in the _Source Data_ pane for the applicable _Inbox Item_ section. Select **Show More** to see the complete response. When a response to a text question exceeds the maximum character limit of the associated question field mapping, Vault does not import the response and instead displays the response text in the _Questionnaire Response_ subsection of the _Source Data_ pane. 

## Track and Monitor Questionnaires

See <a href="/en/gr/01175/#track-and-monitor-correspondence">Send a Follow-up Email Questionnaire to a Case Reporter</a> for more details.

### Questionnaire Fields {#fields}

The following table describes the fields on _Questionnaire_ types of _Transmissions_ and how Vault populates these fields:
<table>
    <thead>
        <tr>
            <th>Field</th>
            <th>Description</th>
        </tr>
    </thead>
<tbody>
  <tr>
       <td>Case</td>
       <td>The <em>Case</em> for which Vault generates the <em>Questionnaire</em>.</td>
  </tr>
  <tr>
       <td>Recipient (Case Contact)</td>
       <td>The <em>Case Contact</em> for which Vault generates the <em>Questionnaire</em>.</td>
  </tr>
  <tr>
       <td>Case Identifier</td>
       <td>The <em>Case Number</em>. Vault does not change this field.</td>
  </tr>
  <tr>
       <td>Correspondence Method</td>
       <td>The <a href="/en/gr/01175/#correspondence-methods-link">method of transmission</a>. Vault sets this field to either <em>Email</em> or <em>Manual</em>. If the method is <em>Email</em>, Vault automatically sends the <em>Transmission</em>. See the <em>Email Events</em> to track the progress.</td>
  </tr>
  <tr>
       <td>Follow-up Questionnaire Rule</td>
       <td>The matching rule Vault uses to generate the questionnaire.</td>
  </tr>
  <tr>
       <td>From</td>
       <td>The email address from which Vault sends <em>Transmissions</em> to <em>Case Contacts</em>.</td>
  </tr>
  <tr>
       <td>Reply-To</td>
       <td>The <em>Person</em> record with the email address that should be populated in the <em>Reply-To</em> field on the email transmission. Vault sets the <em>Reply-To</em> field based on your Admin's configuration.</td>
  </tr>
  <tr>
       <td>Ready to Send</td>
       <td>For automatic <em>Correspondence Methods</em>, select this checkbox to send the generated questionnaires to <em>Case Contacts</em>. Depending on your Admin's configuration, this checkbox may be preselected. </td>
  </tr>
  <tr>
       <td>Due Date</td>
       <td>The date when the first reminder email will send.</td>
  </tr>
  <tr>
       <td>Transmission Date</td>
       <td>The date and time Vault sent the email to the recipient.</td>
  </tr>
</tbody>
</table>

## Stop Further Reminder Emails

For information on stopping further reminder emails, see <a href="/en/gr/01175/#stop-further-reminder-emails">Send a Follow-up Email Questionnaire to a Case Reporter</a>.

[1]: #fields