Enable Inbox Items

You must enable Inbox Item intake in your Vault and grant users the applicable permissions to modify Inbox Items. To facilitate manual intake, you can also customize the Inbox Item object layout and fields.

Updates

We have added the following updates to this feature:

  • Automatic Inbox Item Creation for Adverse Event Report Documents: With the 26R1 release, Vaults using Vault AI for Safety can automatically generate Inbox Items when users upload Case > Source > Adverse Event Report (AER) documents to your Library. To turn this functionality off, enable the Disable Automatic Intake of AER Documents setting.
  • Pregnancy Case Intake: With the 23R1 release, Veeva Safety supports collecting pregnancy information on Inbox Items during intake. Vault maps the pregnancy information to promoted Cases. To use this feature, you must first enable Pregnancy and Parent-Child Case Data Collection.

Update Permissions

Update permission sets for the applicable intake users. To allow users to modify fields directly from the Inbox Item object record list page, assign Edit permission for applicable object fields. We recommend updating the following permissions:

  1. Navigate to Admin > Users & Groups > Permission Sets > Case Intake Actions > Objects > Inbox Item.
  2. In the Object Permissions section, select Edit.
  3. Select the Delete checkbox.
  4. Select Save.
  5. In the Object Field Permissions section, select Edit.
  6. To allow users to manually select a study during intake, for the Study field, select the Edit checkbox.
  7. To allow users to specify pregnancy cases, for the Pregnancy Case field, select the Edit checkbox.
  8. Select Save.
  9. To allow users to delete Products, Events, and Reporter types of Contacts on Inbox Items in the Verification state:
    1. Navigate to Configuration > Object Lifecycles > Inbox Item Lifecycle.
    2. In the Roles section, select Edit.
    3. Expand the Intake role.
    4. Beside Verification, select the Delete checkbox.
    5. Select Save.

Customize Inbox Item Object

To facilitate manual intake, Vault supports customization capabilities for the Inbox Item object. You can update the layout to add custom object fields, reorder or remove fields in layout sections, and hide certain records to simplify the intake process. We recommend copying the standard layout and customizing as needed to fit your business needs. Vault requires certain fields on the layout to process intake and prevents you from saving any update that removes a required field or section.

Custom Fields

For any custom fields to the Case object and assign them to the applicable object type, you can also add those fields to the Inbox Item layout so that users can enter and edit those values during manual intake. Upon promotion, Vault copies those values to the Case. You can add up to 20 custom fields to each object layout section. The custom fields must be on the Case object (not child objects) and of the following types:

  • Date
  • Text
  • Long Text
  • Picklist
  • Object

Customize Product and Event Sections

You can configure the Inbox Item layout to hide certain types of Products and Events and also allow Intake users and Case Processors to add multiple Study Products at once using the multi-product selector. For imported Inbox Items, Vault copies any hidden Drug Histories and Medical History & Concurrent Conditions to the Case upon promotion.

To customize these sections:

  1. Navigate to the Inbox Item object layout.
  2. Select Edit.
  3. Make the applicable changes:
    • To customize the Products section:
      1. In the Products section, select the Edit icon.
      2. Optional: To display the multi-product selector, update the Show Specify Study Products Action drop-down to True.
      3. Optional: To hide Drug History types of Products, update the Show Drug History to True.
    • To customize the Events section:
      1. In the Events section, select the Edit icon.
      2. Optional: To hide Medical History & Concurrent Conditions types of Events, update the Show Medical History & Concurrent Conditions to False.
  4. Select Done
  5. Select Save.