Create a Distribution

Create a Distribution to share a case with a partner organization.

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.

Creating Distributions

Distributions can be created automatically during Case workflows, or manually.

For non-Email Transmission Profile type Distributions, the Distribution workflow depends on your Admin’s configuration. By default, after a Distribution is created, Vault Safety assigns a task to users in the Distribution Manager role to review and approve the Transmission and Individual Case Safety Report (ICSR) document before transmitting the Distribution.

Prerequisites

Your Admin must have already configured the Transmission Profile for the trading partner. The Transmission Profile may be any of the following types for Distributions:
To automatically generate Distributions, your Admin must configure Partner Distribution Rules.
You must have permissions to manage Transmission object records. Typically, these permissions are reserved for Distribution Manager users.

Automatic Creation

Vault Safety automatically creates Distribution records when the Evaluate Reporting Obligations action runs on the Case. By default, when a Case enters the Approved state, Vault creates any necessary Distributions.

Note: When Distributions are generated for a Domestic Case, Vault automatically links any Localized Cases for countries within the reporting jurisdiction.

The Distributions that Vault Safety generates depends on individual Case criteria and the active Distribution Rules in your Vault.

Regenerate Automatically Created Distributions

To prevent duplicate Distribution records, if Case details are changed, Vault Safety only regenerates a Distribution record if one does not already exist for the same Transmission Profile.

To regenerate a Distribution record to replace one that already exists, mark the Distribution record inactive, and then trigger the Evaluate Reporting Obligations action, for example, by moving the Case back to the Approved state.

Automatic Creation of Masked Distributions

For Cases linked to a Study or Product Family with a Partner Distribution Rule set up with content protection, when the Case enters the Approved state, Vault Safety automatically generates Distributions with data masking.

The name of the generated Distribution includes a prefix that identifies the masking option:

Mask PII: Distributions generated with Patient Content Protection set to Mask PII.
Mask E2B (Includes PII): Distributions generated with Patient Content Protection set to Mask E2B (Includes PII).
Blinded: Distribution generated with Study Content Protection set to Mask Unblinded Content.

Manual Creation

While Vault automatically creates Distributions based on configured reporting rules, you can manually create Distributions for ad-hoc reporting, such as amendments or nullifications.

Create a Distribution

On the Case that you want to distribute, expand the Transmissions section, and then select Create.
In the Create Transmission window, select Distribution, and then select Continue.
Complete the fields on the Create Distribution page, as required.
Distribution Fields provides more information.
Select Save.

Result

Vault creates the Distribution and, for non-Email Transmission Profile type Distributions, creates a Review Submission task for users in the Distribution Manager role.

Distribution Fields

Field	Description
Transmission Profile	Select the Transmission Profile configured for submitting ICSRs to the destination agency. Depending on your Admin's configuration, selecting the Transmission Profile automatically populates the following fields: Origin Destination Outbound Format Additional Output Formats Sender User Message Subject (including tokens) Message Body (including tokens) Cover Letter Template Vault Clinical
Origin	Select the organization set up as Vault Customer (`vault_customer__v`) for your Vault.
Destination	Select the destination to direct the ICSR.
Transmission Profile	Select the Transmission Profile configured for trading ICSRs with the partner.
Transmission Document Type	Select ICSR document format to generate for the transmission. For Gateway Transmissions, select an E2B format. Generate a Regulatory Report provides more information on the supported formats.
Sender (User)	If your Admin has configured the Transmission Profile to populate this field with a default Sender User, this field is automatically populated on the transmission. If this field is left blank on the Transmission Profile, it is populated with the person assigned the Head of Safety sharing role.
Due Date	If your Admin has configured reporting rules for distributions, the Distribution due date is automatically generated.
Reason	Select the reason for sending this ICSR to the destination Gateway. This field may be automatically populated based on the reporting rule or the Case-level value. You can select from the following options: Initial: The first submission of the case. Amendment: An amendment to a prior submission. Follow-Up: A follow-up case. Nullification: Submission of a case to report it as nullified. Note: If a value has been entered in the Transmission Reason field of the Case, that value is overridden by selecting a value in this field.
Reason Text	For nullification and amendments only, enter more information about the Submission reason. This field may be automatically populated based on the Case-level value. Note: If a value has been entered in the Transmission Reason Text field of the Case, that value is overridden by selecting a value in this field.
Follow-up Number	For follow-ups only, enter the follow-up number.
Organization	Vault automatically populates this field when you create a Transmission from a Case.
E2B Message ID	Message ID to use in the E2B message header. Vault automatically populates this field with a message ID when the Distribution is manually created or the Submit to Gateway action is triggered.
Destination Case ID	Vault automatically populates this field upon receipt of the final acknowledgment (ACK) when you export E2B Submissions.
Transmission Date	The date of transmission. Vault automatically populates this field with time and date of submission when the Submit to Gateway action is triggered.
Auto-Submit	Select Yes to enable automatic Transmissions directly from the Case. Leave this field blank to require users to trigger the Transmission manually from the Submission or Distribution record. Your Admin may need to configure this field to appear in your Vault. Auto-Submissions provides more information.
Safety Report Version	The version of the safety report. This field populates the <`safetyreportversion`> tag in E2B(R2) exports. The default value is taken from the Version field on the Case. This field has a two-character limit. This field does not appear on layouts by default, but can be added to Transmission layouts by your Admin.
Registered As	Select the product type classification for generating the ICSR document. Depending on your Admin's configuration, this field may be called Transmission Product Type. For Combination Product reports, the value in this field determines whether Device-type Product Constituents are exported in the E2B file. If this field is left blank or set to Combination Product, the device constituents are exported. Otherwise, only non-device Product Constituents are exported to the E2B file. See Exclude Device Constituents from E2B Exports for more information.
Patient Content Protection	(Optional) To mask patient data in distributions, select a masking option. Mask Personal Identifiable Information (PII) describes the data masked by each option.
Study Content Protection	(Optional) To protect unblinded study data in distributions, select Mask Unblinded Content. Study Content Protection describes the data masked by this option.
Exceptions to Patient Content Protection	(Optional) To leave certain information unmasked when using Patient Content Protection, select one (1) or more fields to unmask. Exceptions to Patient Content Protection describes the data unmasked by this option.

Next Steps to Complete the Transmission

Once you have created the Distribution record, you can proceed with handling the Transmission using one of the following methods, depending on the type of Transmission Profile being used: