You can send individual case safety reports from Vault Safety to email destinations.
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.
Email Transmissions
Vault Safety supports sending Submissions and Distributions over email with full tracking of email events for delivery, opening, and errors.
This page provides instructions to Distribution Manager users to send Email Transmissions. For information on administering this feature, see Configure Email Transmissions.
Email transmissions include an Individual Case Safety Report (ICSR) document and can be sent to one or more recipients. The ICSR format, optional cover letter, and mailing list are managed on the transmission profile.
Prerequisites
- Your Admin must have already configured the email settings, including the destinations, in an Email Profile.
- You must have permission to manage Transmission object records. Typically, these permissions are reserved for Distribution Manager users.
- To send emails from Vault using a custom domain instead of the default “@veevavault.com”, your Admin must first configure custom outbound email domains.
How Email Transmissions are Generated
When the Vault Safety rules engine determines that a Case meets reporting criteria for an organization and matches an Email Profile, Vault generates a Transmission (Submission or Distribution) record in the Ready state and associates it with the Case.
The Transmission uses the settings configured on the Email Profile to populate the email fields and generate the correct transmission documents, including a cover letter if applicable.
Note: If the Always Evaluate field on the Validation Criteria object is not set to Yes, Vault Safety does not validate E2B XML files generated for Email Distributions to regional destinations.
View Email Contents
You can view the email contents and attachments from the following fields on the Transmission (Submission or Distribution) record:
- Message Subject
- Message Body
- Cover Letter
- File
Configure Email Transmissions provides more information on Email Transmission fields.
Send Email Transmission Action
Use the Send Email Transmission action to send email transmissions. Depending on your Vault’s configuration, this action may be available as a user action or triggered as part of a workflow.
Note: If Strict Transmission Version Enforcement is enabled in your Vault and the Case has a previous version with an open Transmission to the same Destination and Transmission Profile (or Destination ID for the PMDA), Vault asks for confirmation before sending the new Transmission.
For auto-submissions, the Send to Gateway action on the Case includes sending email transmissions with auto-submissions enabled.
Transmission Lifecycle States for Email Transmissions
The following table describes the Email Transmission states and how records enter these states:
| Transmission State | Description |
|---|---|
| Sent | When the email has been sent to all recipients. |
| Complete | When the email has been delivered to all recipients. |
| Error | When the email could not be delivered to one or more recipients. |
Track and Monitor Emails
When the Vault Safety reporting rules engine determines a Case requires an email distribution, Vault automatically generates the appropriate type of Transmission record (Submission or Distribution) and associates it with the Case.
Vault automatically generates the transmission documents according to what is configured on the Email Profile and attaches them to the Transmission record.
Note: Total attachment size cannot exceed 15MB.
Email Events Log
Vault Safety tracks certain key events in the Transmission record. Events are logged for each recipient. Review the events log to view these events and monitor when the email was sent and opened.
The following table describes the events Vault logs for Email Transmissions:
| Event Type | Description |
|---|---|
| Initial Message Sent | The initial email was sent to a recipient. |
| Message Delivered | An email was successfully delivered to a recipient. |
| Message Opened | An email was opened by a recipient. |
| Error | An email could not be delivered to a recipient. |
Note: Consider the following when tracking email events:
- Not all email addresses support full event tracking, depending on the recipient email server security settings.
- Email receipt status updates may be delayed up to one hour.
- Vault Safety cannot guarantee the delivery of email event messages due to the possibility of temporary recipient email server outages.