Enable Sender-Based Email Attachment Handling

Learn how to configure your Safety Vault to enable sender-based email attachment handling.

About the Feature

With the 24R2 release, you can configure your Vault to generate Inbox Items from emails sent to a specified inbound email address based on the Attachment Handling Method specified for the sender’s associated Transmission Profile. When applicable, Vault automatically imports E2B data from email attachments.

Once you have completed the enablement instructions on this page, see Configure Email to Vault Safety Inbox Item to configure this feature.

25R1 Update: Email to Inbox Item: Email Attachment Classification

With the 25R1 release, your Vault can use email bodies as source documents for Inbox Items, rather than attachments. See Email to Inbox Item: Email Attachment Classification to configure your Vault for the updated feature.

24R3 Update: Sender-Based Email Inbox Item Pre-Population

With the 24R3 release, Vault populates certain Inbox Item fields based on the sender’s email. See Sender-Based Email Inbox Item Pre-Population to configure your Vault for the updated feature.

Modify the Inbox Email Object Type Fields

Follow the steps below to modify fields for the Inbox Email type of the Transmission Profile object:

  1. Go to Admin > Configuration > Objects > Transmission Profile > Object Types > Inbound Email.
  2. Select the Organization field.
  3. Select Edit.
  4. In the Criteria VQL field, enter: object_type__vr.api_name__v = 'sponsor__v'.
  5. Select Save.
  6. Go to Admin > Configuration > Objects > Transmission Profile > Object Types > Inbound Email.
  7. Select the Destination field.
  8. Select Edit.
  9. In the Default Value field, enter: organization__v.
  10. Go to Admin > Configuration > Objects > Transmission Profile > Object Types > Inbound Email.
  11. Select the Origin field.
  12. Select Edit.
  13. In the Default Value field, enter: organization__v.

Create the Inbox Email Object Layout

Follow the steps below to create a new Transmission Profile object layout for the Inbox Email object type:

  1. Go to Admin > Configuration > Objects > Transmission Profile > Layouts.
  2. Select Create. The Add Layout window appears.
  3. For Object Type, select Inbound Email.
  4. Select Done.
  5. Insert a Details section.
  6. In the Details section, add the following fields:
    • Enable Auto Promote
    • Serious Merge Method
    • Non Serious Merge Method
    • Attachment Handling Method
  7. Insert a Related Object section.
  8. In the Related Object field, select Transmission Profile Email > Person. We suggest labeling this section “Sender Email”.
  9. For the Sender Email section, edit the default columns to include:
    • Email
    • Access Group
    • First Name
    • Last Name
    • Insert a Systems section.
  10. In the Systems section, add the following fields:
    • Name
    • Organization
    • Destination
    • Origin
  11. Select Done.
  12. When you are done creating the layout, select Save.

Create Transmission Profiles

Vault can automatically generate Inbox Items based on the specified Attachment Handling Method of a sender’s Transmission Profile:

  • Separate: One (1) Inbox Item per attachment, prepopulated with E2B data imported from the XML or ZIP attachment.
  • Single-File Import: One (1) Inbox Item per email, prepopulated with E2B data imported from the XML or ZIP attachment.
  • Manual: One (1) blank Inbox Item per email.

To support sender-based Inbox Item generation from email attachments, you must create Inbound Email types of Transmission Profiles. For more information about how to create Transmission Profiles and add Email Persons for senders, see Manage Transmission Profiles.

(Optional) Enable Automated Case Promotion

You can enable automated Case promotion for Inbox Items generated from inbound email attachments. To do this, enable Automated Case Promotion for Inbound Email types of Transmission Profiles.

(25R1) Email to Inbox Item: Email Attachment Classification

Vault classifies non-E2B files generated from email bodies and attachments based on the Email Body Classification value of the sender’s Transmission Profile:

  • Case > Source > Adverse Event Report: The email body is the source of the Inbox Item and the generated document is classified as Case > Source > Adverse Event Report. The generated files for non-E2B email attachments are classified as Case > Source > Non Re-Transmittable Document.
  • Case > Source > Non Re-Transmittable Document: The email attachment is the source of the Inbox Item and the generated document is classified as Case > Source > Adverse Event Report. The generated file for the email body is classified as Case > Source > Non Re-Transmittable Document.

Configure the Transmission Profile Object

Update the Inbox Email layout of the Transmission Profile object to include the Email Body Classification field.

Update Transmission Profiles

You can specify that the email body is the source by populating the Email Body Classification field with Case > Source > Adverse Event Report on the applicable Inbound Email types of Transmission Profiles. If the Email Body Classification value is Case > Source > Non Re-Transmittable Document or blank, Vault classifies the attachment as the source document.

(24R3) Sender-Based Email Inbox Item Pre-Population

Vault can populate the Country and Report Type fields on generated Inbox Items based on the sender’s associated Transmission Profile.

Configure the Transmission Profile Object

You must update the Inbox Email layout of the Transmission Profile object to include a Details section. We suggest labeling this section “Email Settings”. Add the following fields:

  • Pre-Populate Country
  • Pre-Populate Report Type

Update Transmission Profiles

Populate the Pre-Populate Country and Pre-Populate Report Type fields on the applicable Inbound Email types of Transmission Profiles. Vault maps the values to Inbox Items generated for all Email Persons associated with the Transmission Profile.