Enable Email to Inbox Item

Vault generates Inbox Items from emails sent to a specified inbound email address based on the sender’s associated Transmission Profile. Vault generates an Inbox Item per email or attachment, and automatically imports E2B data from email attachments.

Once you have completed the steps in this article, see Configure Email to Vault Safety Inbox Item to configure this feature.

Updates

We have added the following updates to this feature:

  • Automated Acknowledgement of Email to Inbox: With the 25R2 release, Vault can send acknowledgement emails to inform senders upon successful generation of Inbox Items from their email. To use this feature, populate the Email Acknowledgement and From Email Address fields on the applicable Transmission Profiles.
  • Email to Inbox Item: Email Attachment Classification: With the 25R1 release, Vault can use email bodies as source documents for Inbox Items, rather than attachments. To use this feature, populate the Email Body Classification field on the applicable Transmission Profiles.
  • Sender-Based Email Inbox Item Pre-Population: With the 24R3 release, Vault populates certain Inbox Item fields based on the sender’s email. To use this feature, enter values for the Pre-Populate Country and Pre-Populate Report Type fields on the applicable Transmission Profiles.
  • Sender-Based Email Attachment Handling: With the 24R2 release, you can associate inbound emails with Transmission Profiles. To use this feature, populate the Attachment Handling Method field on the applicable Transmission Profiles.
  • Case Access by Local PV Email: With the 23R3 release, you can assign Access Groups and manage access to Inbox Items, Cases and their associated documents based on the sender’s email address. To use this feature, configure Case Access Group Security.

Overview

Complete the following procedures to enable this feature in your Vault:

  1. Configure the Transmission Profile object
  2. Optional: Configure acknowledgement emails
  3. Optional: Configure automated Case promotion for Inbox Items generated from inbound email
  4. Optional: Configure Case Access Group Security to control access based on the sender’s email address
  5. Configure Email to Vault Safety Inbox Item

Configure the Transmission Profile Object

You must configure the Inbox Email type of the Transmission Profile object in the following ways:

  • We recommend using the standard layout for the Inbox Email object type, which includes the following fields:
    • Attachment Handling Method: Specifies how Vault generates sender-based Inbox Items.
    • Pre-Populate Country: Populates the Country on generated Inbox Items.
    • Pre-Populate Report Type: Populates the Report Type on generated Inbox Items.
    • Email Body Classification: Classifies non-E2B files generated from email bodies and attachments.
    • Email Acknowledgement: Specifies who receives email acknowledgements.
  • For the Organization field, enter a Criteria VQL value of object_type__vr.api_name__v = 'sponsor__v'.
  • For the Origin field, enter a Default Value value of organization__v.

Configure Acknowledgement Emails

You can configure Vault to send emails from customized domains so that emails appear to be sent from Veeva instead of a sponsor.

Customize Notifications

Vault uses the Automated Email to Inbox Item Response notification template for emailed acknowledgements, which you can customize to fit the needs of your organization. When customizing:

  • You can use the <img> HTML tag to include a logo in the email body.
  • Do not remove the following tokens from the notification template:
    • ${inbox_item__v.source_doucment_name}
    • ${inbox_item__v.number}

Configure Automated Case Promotion

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

Configure Case Access Group Security

You can configure Case Access Group Security to control access to Inbox Items from email intake based on the sender’s email address. When configured, Vault uses the sender’s email address for Case Access Group assignment and ignores standard matching criteria. To do this:

  • Grant View Document permission to users with the Viewer role for the AER Lifecycle and Case Source Lifecycle.
  • We recommend using the standard layouts for the Person and Transmission objects and ensuring each layout includes the following fields:
    • Person
      • Access Group
    • Transmission
      • Sender (Person)
      • Sender (User)