If a Case requires follow-up information, you can send online questionnaires to Case Contacts or generate questionnaire documents to send for follow-up correspondence.
Note: Depending on your Admin’s configuration, your Vault’s object, field, and section labels, lifecycle states, and workflows may differ from the general information in all articles. Refer to your organization’s business processes for guidance.
About Follow-Up Questionnaire Generation
Vault generates the following types of follow-up questionnaires:
- Online Questionnaires: Vault generates online questionnaires leveraging checklists and sends recipients a link to enter follow-up data. You can review and update the generated questionnaires before sending them to recipients. You might use this method to follow up with a consumer.
- Questionnaire Documents: Vault generates questionnaire documents based on Admin-defined templates, which can be automatically or manually sent as email attachments based on the Correspondence Method of the associated Transmission. You can modify the documents before sending them to recipients.
Note: For information on how to generate and send follow-up email questionnaires to Case Reporters, see Send a Follow-Up Email Questionnaire to a Case Reporter.
Prerequisites
Before you can generate follow-up questionnaires, your Admin must have already configured the questionnaire and enabled follow-up questionnaires. Your Admin can also enable importing questionnaire responses to follow-up Inbox Items for online questionnaire data.
Generate Questionnaires
To generate online questionnaires or questionnaire documents from templates:
- Navigate to the Case for which you want to generate a questionnaire.
- In the Contacts section, ensure the applicable Case Contacts have provided their email address and consent:
- Email field contains a value.
- Email Consent Provided checkbox is selected.
- Depending on your Admin’s configuration, you can generate questionnaires in the following ways:
- Automatically generate questionnaires by processing the Case to the applicable lifecycle.
- Manually generate questionnaires:
- From the All Actions menu, select Create Correspondence and Questionnaires.
- In the window, select the applicable follow-up rules.
- Select Complete.
Vault evaluates this Case against the selected Follow-up Questionnaire Rules as well as any Watchlists. Vault generates a Questionnaire type of Transmission for each matching Follow-up Questionnaire Rule and Case Contact pair. For example, if there are two Case Contacts and two selected Follow-up Questionnaire Rules, Vault generates four Questionnaire records. Vault generates questionnaire documents in the language associated with the Case Contact. If there is no associated language, or if your Admin has not configured the applicable language-specific document templates, Vault generates the documents in English.
Review and Send Generated Questionnaires
Depending on your Admin’s configuration, you may be able to review and update generated questionnaires before sending them to Case Contacts. For Questionnaires with the Ready to Send checkbox selected, Vault sends sends online questionnaires and questionnaire documents for automatic correspondence to the following types of Case Contacts:
- Health Care Professional
- Patient Contact
- Reporter
Online Questionnaires
To review, update, and send an online questionnaire:
- In the Questionnaire Checklists section of the Questionnaire, select the applicable questionnaire.
- Update the checklist as needed. You can edit pre-populated questions and, if configured by your Admin, remove and add questions on an ad hoc basis.
- Navigate to the Questionnaire.
- Select Edit.
- Select the Ready to Send checkbox.
- Select Save.
Vault sends an email to all applicable Case Contacts about required follow-up. Each email includes a public access link (PAL), which allows the recipient to access the online questionnaire. PALs are valid until a reminder with a new PAL is sent out with a new link, or for 30 days if there is no reminder scheduled.
Questionnaire Documents
To review, update, and send a questionnaire document:
- In the Documents section of the Questionnaire, select the applicable document.
- Update the document as needed.
- Navigate to the Questionnaire.
- For automatic correspondence Questionnaires:
- Select Edit.
- Select the Ready to Send checkbox.
- Select Save.
For automatic correspondence, Vault sends an email to all applicable Case Contacts about required follow-up with the questionnaire document attached. For manual correspondence, you can send the questionnaire document outside of your Vault.
Review Completed Online Questionnaires
After the recipient completes an online questionnaire, Vault creates an Inbox Item and sets the following:
- State: Marked as Follow-up
- Intake Method: Online Questionnaire
- Intake Format: Data
- Source Questionnaire: Links to the online questionnaire
If configured by your Admin, Vault also maps questionnaire responses to Inbox Item fields for the following objects:
- Case
- (Primary) Case Adverse Event
- (Primary) Case Product
- Case Contact
As the Intake user, review the information and promote the Inbox Item accordingly. Questions with responses appear in the Source Data pane for the applicable Inbox Item section. Select Show More to see the complete response. When a response to a text question exceeds the maximum character limit of the associated question field mapping, Vault does not import the response and instead displays the response text in the Questionnaire Response subsection of the Source Data pane.
Track and Monitor Questionnaires
See Send a Follow-up Email Questionnaire to a Case Reporter for more details.
Questionnaire Fields
The following table describes the fields on Questionnaire types of Transmissions and how Vault populates these fields:
| Field | Description |
|---|---|
| Case | The Case for which Vault generates the Questionnaire. |
| Recipient (Case Contact) | The Case Contact for which Vault generates the Questionnaire. |
| Case Identifier | The Case Number. Vault does not change this field. |
| Correspondence Method | The method of transmission. Vault sets this field to either Email or Manual. If the method is Email, Vault automatically sends the Transmission. See the Email Events to track the progress. |
| Follow-up Questionnaire Rule | The matching rule Vault uses to generate the questionnaire. |
| From | The email address from which Vault sends Transmissions to Case Contacts. |
| Reply-To | The Person record with the email address that should be populated in the Reply-To field on the email transmission. Vault sets the Reply-To field based on your Admin's configuration. |
| Ready to Send | For automatic Correspondence Methods, select this checkbox to send the generated questionnaires to Case Contacts. Depending on your Admin's configuration, this checkbox may be preselected. |
| Due Date | The date when the first reminder email will send. |
| Transmission Date | The date and time Vault sent the email to the recipient. |
Stop Further Reminder Emails
For information on stopping further reminder emails, see Send a Follow-up Email Questionnaire to a Case Reporter.