You can update an existing in-flight Case with new information from an Inbox Item.
Note: Depending on your Admin’s configuration, object, field, and section labels, lifecycle states, and workflows may differ from the general information on this page. Refer to your organization’s business processes for guidance.
About Merging to an In-Flight Case
In Vault Safety, an in-flight Case is any open Case that is still being processed. Generally, this includes Cases in any state before Approved, Closed, or Superseded. As a Case Processor, you can merge new information from an Inbox Item to an in-flight Case. Vault creates an Inbound Transmission with links to the Case and Inbox Item. Upon merge, Vault updates the latest Case version to add a minor (+0.1) version number. For example, a Case with version (v1.0) becomes (v1.1).
If multiple Inbox Items link to the same Case, Vault updates them so that they all link to the new Case version upon promoting an Inbox Item to follow-up. This ensures that related Inbox Item information is not lost on subsequent versions.
If your Admin has configured your Vault to isolate blinded product information on Clinical Trial Study Cases, see Creating Follow-Up or Merging to Current Study Cases for additional considerations when completing these actions. For information on how Vault maps Japan-specific objects and fields when merging an imported file to an in-flight Case, see PMDA E2B(R3) Case Import.
Prerequisites
To use the Merge to In-Flight feature, your Admin must:
- Enable the Merge to Active Case Version option in the Intake Settings.
- Perform the merge to in-flight Case configurations in the enablement instructions.
Merge an Inbox Item to an In-Flight Case
When merging an Inbox Item that has a link to an in-flight Case and is in the Marked for Follow-Up state, Vault skips duplicate detection and directs you to the Inbox Item to Case Compare page. When merging an Inbox Item that is not linked to a Case, Vault directs you to duplicate detection. From this page, you can select Compare Details to get to the Inbox Item to Case Compare page.
Note: Vault prevents you from merging an Inbox Item to an in-flight Case that is locked to another user. However, you can still create a Follow-up version from the Inbox Item to Case Compare page.
To merge data on an Inbox Item into an in-flight Case:
- Navigate to the Inbox Item marked for follow-up.
- From the All Actions menu, select Promote to Follow-up.
- On the Inbox Item to Case Compare page, select the information from the Inbox Item you want to merge into the Case.
- To complete the merge, select the Merge to Current icon.
Note: If you do not see the Merge to Current icon, this may be because of one (1) of the following reasons
- The Case you want to merge into is in a prohibited state.
- You do not have edit access to the in-flight Case in its current state. Contact your Admin to grant you edit access.
- The Localization values on the Inbox Item and Case prevent them from being merged. Vault does not allow merging Global Inbox Items into Domestic Cases.
Result
Vault adds your selected changes on the Inbox Item to Case Compare page to the latest Case version. If the merge changes the primary designation for Case Product, Adverse Event, or Case Contact, those are applied to the latest Case version. If the primary Case Product or Adverse Event changes, Vault reevaluates Case Assessments, Expectedness, and Assessment Results. The Inbox Item state goes from Marked as Follow-Up to Promoted and a new section, Inbox Item has been promoted, appears with a link to the new Case version.
Note: When merging to an in-flight Case, the New Info Date is never updated after the merge. This supports retaining compliant Transmission Due Dates.
For information on how Vault merges Case Narratives, see Inbox Item Follow-Up.