You can send Individual Case Safety Reports (ICSRs) from Safety to email destinations.

Email Transmissions

Vault supports sending ICSR Transmissions over email with full tracking of email events for delivery, opening, and errors.

This page provides instructions to Distribution Manager users to send Transmissions using email. For information on administering this feature, see Configure Email Transmissions.

Transmissions sent using email include an 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 Vault Generates Email Transmissions

When the Safety Reporting Rule Engine determines that a Case meets reporting criteria for an organization and matches an Email Profile, Vault generates an ICSR Transmission 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.

View Email Contents

You can view the email contents and attachments from the following fields on the ICSR Transmission:

  • 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. To send email Transmissions for Early Notifications, your Admin must configure the Transmission object.

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 Safety Reporting Rule Engine determines a Case requires an email Transmission, Vault generates the appropriate type of ICSR Transmission and associates it with the Case.

Vault generates the transmission documents according to what is configured on the Email Profile and attaches them to the Transmission.

Email Events Log

Vault 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.