Vault tracks the details of inbound cases in Inbound Transmission records.
About Inbound Transmissions
When you generate Inbox Items or promote manually created Inbox Items to one (1) or more Cases, Vault generates Inbound Transmissions, which contain the details of each inbound case. Inbound Transmissions appear in the Inbound Transmissions section of Inbox Items and the Submissions & Distributions section of Cases. Inbound Transmissions detail the source of Inbox Items created by email, import, and literature articles from SafetyDocs. For imported E2B files, Vault generates ICH-compliant acknowledgments and adds them to Inbound Transmissions. In addition, Vault references the Origin field on Inbound Transmissions during back reporting.
Case Access Group Security
If your Admin has configured Case Access Group security, Vault populates the Case Access Group and Case Access Group Assignment Reason on the Inbound Transmission. This identifies which Case Access Group the Inbox Item or Case belongs to and the reason Vault assigned that group. Case Access Group security for Inbound Transmissions is based on the localization of the associated Case or Inbox Item.
Document Import
For Inbox Items generated from E2B and non-E2B documents in the Library, you can view links to the Inbox Item and the Inbound Transmission on the document’s Doc Info pane.
E2B Import
When Vault generates Inbox Items from E2B source documents, Vault generates an Inbound Transmission mapped to the source data. On the record, Vault generates and attaches an ICSR acknowledgment.
View ICSR Acknowledgments
For E2B-imported Inbox Items, Vault generates an ICH-compliant E2B ICSR acknowledgment in the same E2B format the file was received in. To view the acknowledgement:
- On the Inbox Item received from an E2B transmission, expand Inbound Transmissions.
- On the Inbound Transmission, expand Transmission Messages.
- Open the Transmission Message. The acknowledgment file and Message Delivery Notifications (MDN) response is an attachment on the Transmission Message.
- To view the acknowledgment or MDN, select Body.
Email Intake
When Vault generates Inbox Items from email, Vault populates the Sender (Person) and Sender (User) fields on the Inbound Transmission of the Inbox Item. If a Vault Person has the same email address as the sender and belongs to an Access Group, Vault populates the Sender (Person) field on the Inbound Transmission. If multiple Vault Persons meet this criteria, Vault uses the record with the most recent created date. If no Vault Person meets this criteria, Vault looks for a User with the same email address as the sender. If such a User exists, Vault sets the Sender (User) field on the Inbound Transmission. If multiple Users meet this criteria, Vault uses the record with the most recent created date.
Follow-Up Case Promotion
After follow-up Case promotion, Vault creates an Inbound Transmission if none exists on the related Inbox Item. You can also see the audit trail on a Case to view the changes.
Upon creating a follow-up Case, Vault attaches a change log to the Attachments section of the Inbound Transmission. The change log displays the fields that were changed during the merge and the action taken. For domestic follow-up Cases, the change log displays both the global and localized fields that were changed.
Inbound Transmission Sections
Inbound Transmissions include Details, Transmission Messages, Systems, and Signatures section fields, as well as Workflow Timeline and Attachments sections.
Details Section Fields
The following fields may be available:
| Field | Description |
|---|---|
| Case | Vault populates a reference link to the Case. |
| Inbox Item | Vault populates a reference link to the Inbox Item. |
| Transmission Date | Vault populates the Inbound Transmission creation date or source data from the imported E2B(R3) or E2B(R2) file. |
| Transmission Profile | Select the Transmission Profile configured for submitting ICSRs to the destination agency. |
| Origin | Select your organization. |
| Destination | Select the destination agency to which the report will be sent. |
Transmission Messages Section Fields
The following fields may be available:
| Field | Description |
|---|---|
| Name | Upon receiving the file, Vault populates a name. |
| Message Type | Vault populates the message type as either Base Transmission Message or E2B ACK. |
| Response | Vault populates the sender's response. |
Additional Sections
Depending on your Admin’s configuration, additional tracking may appear in the Signatures and Attachment sections.