View and manage standard and custom Organizations.
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 Organization Records
Organizations are biopharmaceutical sponsors, partners, agencies, sites (and more) that direct transmissions and regulatory submissions to agencies such as the FDA and EMA. Organization records contain data about organizations and security controls.
Inbox Items, Cases, and documents all require linking to an organization. Vault restricts user access to information by role in each organization. Setting up Organization records is a key step in setting up access control.
You must set up your Vault with the following Organizations:
- Your organization (Vault Customer).
- Sponsors for which you will process information.
- Trading partners with which you will exchange Individual Case Safety Reports (ICSRs).
- Agencies to which you will submit ICSRs.
Safety comes with a number of standard Organizations by default. You can add custom Organizations as required.
Standard Organizations
Standard Organizations come preconfigured in each Vault, including Vault Customer and several worldwide health authorities. For a complete list of these standard Organizations, navigate to Business Admin > Objects > Organizations in your Vault.
You can identify standard Organizations by the __v
in the API Name field. Vault protects standard Organizations from changes that could cause functional issues, which is why you cannot edit the API Name or delete Organizations that contain __v
in the API Name.
Note: Standard Organizations in Vault are inactive by default. Organizations and their associated Transmission Profiles must be activated before they can be used for Submissions. Enable Regulatory Agencies as Standard Organizations provides more information.
Custom Organizations
Configure custom Organizations for any organization involved in case processing or distributions that is not preconfigured in Vault. For example, add the following Organizations:
- If your organization is a CRO, add each sponsor for which you will process cases and information.
- Add each organization to which you will send and receive information, such as cases, reports, and documents.
You cannot configure custom Organizations with __v
in the API Name, which identifies a standard Organization.
Set Up Vault Customer
Vault Customer is a standard Organization record that comes preconfigured in each Vault. To enable FDA gateway Submissions, you must configure the Vault Customer for your organization.
You can identify the Vault Customer record by the vault_customer__v
API Name.
Set Up Vault Customer as a Contract Research Organization
- Go to Business Admin > Objects > Organizations.
- Find the Organization record named Vault Customer. If there are multiple pages, use the Next Page arrow button to move through the list.
- Hover over Vault Customer, and then select the All Actions menu.
- Select Change Type, and then in the Select New Organization Type drop-down list, select CRO.
- In the Change Organization Type window, select Continue.
- On the CRO: Vault Customer page, in the Details section, update the Organization fields.
- In the Address section, add contact information. For organizations that manufacture and report on medical device products, this section is required to populate device fields on the MedWatch 3500A form.
- (Optional) In the Localized Organizations section, for Japan reporting destinations other than PMDA, you can create a Localized Organization.
- In the Transmission Profiles section, add the Organization’s Transmission Profiles to facilitate ICSR Transmissions.
- (Optional) In the Distribution Lists section, create a Distribution List using your Organization’s Reporting Family type. This enables generating Distributions for each partner or site with which you must transmit ICSRs.
- Select Save.
Next Steps
Add secondary Organizations for each sponsor for which you will process cases and information.
Set Up Vault Customer as a Sponsor
- Go to Business Admin > Objects > Organizations.
- Find the Organization record named Vault Customer. If there are multiple pages, use the Next Page arrow button to move through the list.
- Hover over Vault Customer, and then select the All Actions menu.
- Select Change Type, and then in the Select New Organization Type drop-down, select Sponsor.
- Select Continue.
- On the Sponsor: Vault Customer page, in the Details section update the Organization fields.
- In the Address section, add contact information. For organizations that manufacture and report on medical device products, this section is required to populate device fields on the MedWatch 3500A form.
- In the Studies section, add Studies that your Organization monitors and reports on.
- In the Products section, add Products that your Organization monitors and reports on.
- In the Combination Products section, add Combination Products that your Organization monitors and reports on.
- (Optional) In the Distribution Lists section, create a Distribution List using your Organization’s Reporting Family type. This enables generating Distributions for each partner or site with which you must transmit ICSRs.
- In the Transmission Profiles section, add the Organization’s Transmission Profiles to facilitate ICSR Transmissions.
- (Optional) In the Localized Organizations section, for Japan reporting destinations other than PMDA, you can create a Localized Organization.
- Select Save.
Add an Organization
Set up Organization records for any sponsors for which you process cases and any organizations to which you send and receive information.
- Go to Business Admin > Objects > Organizations.
- Select Create.
- On the Create Organization window, select the Organization type, and then select Continue.
- Complete the applicable fields.
- Select Save.
Organization Fields
The following fields may appear:
Field | Description | Organization Types | ||||||||
---|---|---|---|---|---|---|---|---|---|---|
Name | Enter the name of the organization. | All | ||||||||
Organization UID Code | Enter the Unique Identification (UID) Code of the organization. Vault uses this value to assign Case UID numbers. | Registration Holder, Sponsor | ||||||||
PV Agreement |
Select the type of Pharmacovigilance Agreement. Select Agent if your organization acts on behalf of sponsor organizations, as agreed to in the pharmacovigilance contract. This field impacts how Vault imports the Receipt Date and New Info Date from inbound E2B Transmissions. |
CRO | ||||||||
Sender Type |
Select the type of Sender Organization or Individual. This field is used in E2B report generation for Sender Type (A.3.1.1/C.3.1). |
Agency, CRO, Partner, Sponsor | ||||||||
Submission Rules |
Select the Safety Rule Set associated with the Agency. For more information about Safety Rule Sets, see Standard Reporting Rule Sets and Create Custom Safety Rule Sets. Note: By default, Vault restricts the FDA Agency to use the FDA ICSR Reporting Rule Set and the EMA Agency to use the EMA ICSR Reporting Rule Set. If you require either of these Agencies to use a custom Safety Rule Set, your Admin can update the Organization object to remove the corresponding restriction from the field-level validation rule on the Agency object type. |
Agency | ||||||||
Cross Report Priority |
Select one of the following values to determine the priority of generated cross reports in the event that multiple cross reports are generated for the same Destination:
If the field is left blank, Vault uses default option (Marketing). In the event that an Agency has both X→Investigational and X→ Marketing reporting obligations then Vault prioritizes which Submissions to an agency are generated based on the value of this field as follows: |
Agency | ||||||||
Cross Reporting Substance Lookup Method |
Specifies the Substance lookup match criteria when considering cross reporting obligations to this Agency based on the Substances contained in the Case Product. Select one of the following options to specify when Vault reports to the Agency based on Case Product Substance:
If the field is left blank, Vault uses the default option (Subset Matching). See Cross Reporting for more information. |
Agency | ||||||||
Base Clinical Trial Expectedness On |
For Clinical Trial Study Cases, specify which date Vault will use to evaluate adverse event expectedness: New Info Dates on Cases or Onset dates on Case Adverse Events. If this field is blank, Vault evaluates expectedness based on adverse event onset dates. When the evaluation basis is Onset date:
When the evaluation basis is New Info Date:
To use this field, your Admin must enable Agency-Based Auto-Expectedness for Clinical Trial Study Cases. |
Agency | ||||||||
Inv.-Marketed Product Expectedness | Select a Datasheet type to base expectedness evaluations on when determining the reportability of marketed products within the country of the agency used in clinical trial Studies. If left blank, Vault uses the associated study core Datasheet for expectedness evaluations. | Agency | ||||||||
Localization |
Select the Localization corresponding to the organization's region. The Localization option, along with the reporting rules configured for the Organization, control the translations generated for Cases reportable to this Organization. |
All | ||||||||
Manufacturer Site Number | Enter the manufacturer's site number. | All | ||||||||
EUDAMED Number | Enter your EUDAMED number. This field is used for generating EU MIR reports. | Agency | ||||||||
Single Registration Number (SRN) | Enter the Single Registration Number (SRN). This field is used for generating EU MIR reports. | All except Agency and Ethics Committee | ||||||||
Blinded Product Selection |
Select how Vault evaluates Case Assessments with blinded Products for the Agency:
For more information on Case blinding and unblinding, see Manage Case Blinding. |
Agency |
Add an Organization Address
Once you add an Organization, complete the Address section to specify contact information. For organizations that manufacture and report on medical device products, this section is required to populate device fields on the MedWatch 3500A form.
Edit an Organization
- Go to Business Admin > Objects > Organizations.
- Hover over the Organization, and then select the All Actions menu.
- Select Edit, then make the required changes to the Organization.
- Select Save.
Delete an Organization
Note: You cannot delete an Organization if it is referenced by Cases or other records.
- Go to Business Admin > Objects > Organizations.
- Hover over the Organization, and then select the All Actions menu.
- Select Delete. A dialog box appears asking you to confirm the delete action.
- Select Continue.
Manage Agencies
Safety comes with a number of regulatory authority agencies out-of-box. You can edit these Agencies or add custom Agencies.
Add a Custom Agency
- Go to Business Admin > Objects > Organizations.
- Select Create.
- In the Select Organization Type drop-down, select Agency, and then select Continue.
- Complete the following fields on the Create Agency page:
- Name: Enter the Agency name.
- Sender Type: Select Regulatory Authority.
- Submission Rules: Select the Submission Rules to use for the Agency.
- Localization: Select the Localization record corresponding to the Agency’s region.
- Cross Report Priority: Select the Cross Report Priority for the Agency.
- Cross Reporting Substance Lookup Method: Select the Cross Reporting Substance Lookup Method for the Agency.
- Blinded Product Selection: Select how Vault evaluates blinded Products for the Agency.
- Select Save.
Update Agency Country Jurisdiction
To add an Agency to the countries over which it has jurisdiction:
- Go to Business Admin > Objects > Countries.
- Select the country to which you want to add the Agency.
- Select Edit.
- In the Agency field, select the Agency.
- Select Save.
Result
If you selected Submission Rules for the Agency, Cases with Products or Studies registered to this country will follow the selected Safety Rule Set and auto-generate Transmissions as appropriate.
Next Steps
To enable reporting to this agency, configure a Transmission Profile for the Agency. You can configure a Manual Transmission Profile or AS2 Gateway Transmission Profile.