Send a Follow-Up Questionnaire to Case Contacts

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. 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. Vault generates an Inbox Item for follow-up from each submitted questionnaire. 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.

Prerequisites

Before you can generate follow-up questionnaires, your Admin must have already set up follow-up questionnaires.

Generate Questionnaires

To generate online questionnaires or questionnaire documents from templates:

1. Navigate to the Case for which you want to generate a questionnaire.
2. In the Contacts section, ensure the applicable Case Contacts include an Email Address and the Consent Provided checkbox is selected.
3. 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:
     1. From the All Actions menu, select Create Correspondence and Questionnaires.
     2. In the window, select the applicable follow-up rules.
     3. 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 questionnaires 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:

1. In the Questionnaire Checklists section of the Questionnaire, select the applicable questionnaire.
2. 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.
3. Navigate to the Questionnaire.
4. Select Edit.
5. Select the Ready to Send checkbox.
6. 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. When configured by your Admin, Vault automatically submits incomplete questionnaires based on a defined schedule. Once a recipient begins a questionnaire, a timer displays the remaining time allowed for completion. If the timer expires, Vault captures and submits all partially completed data.

Questionnaire Documents

To review, update, and send a questionnaire document:

1. In the Documents section of the Questionnaire, select the applicable document.
2. Update the document as needed.
3. Navigate to the Questionnaire.
4. For automatic correspondence of Questionnaires:
   1. Select Edit.
   2. Select the Ready to Send checkbox.
   3. 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

For submitted questionnaires, Vault generates an Inbox Item in Marked as Follow-up state with the following values:

• Intake Method: Online Questionnaire
• Intake Format: Data
• Source Questionnaire: Links to the online questionnaire

If configured by your Admin, Vault also maps imported responses from online questionnaire data to Inbox Item fields for the following associated records:

• Case
• (Primary) Case Adverse Event
• (Primary) Case Product
• Case Contact

Review the information and promote the Inbox Item accordingly. Responses display in the Source Data pane for each applicable Inbox Item section. Select Show More to display 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

You can review all questionnaires in the Questionnaires section of each Case, which includes all Questionnaire types of Transmissions. For each linked Questionnaire, you can review all generated questionnaire documents in the Questionnaire Documents attachment section. Vault generates one Questionnaire to track your request for follow-up information, generates the applicable questionnaire documents, and attaches them to the Questionnaire. Vault generates separate Questionnaires for each specified Reply-To email address.

For automatic questionnaires, you can review Event Types for emails Vault sends recipients in the Email Events section, including when Vault sends the initial and follow-up messages, as well as when the recipient opens the message. Open any linked event to review the email Vault sent to the recipient.

Questionnaire Transmission Fields

Vault populates the following fields for Questionnaire types of Transmissions:

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, which specifies automatic (Email) or Manual.
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 on which Vault will send the first reminder email.
Transmission Date	The date and time Vault sent the email to the recipient.

Correspondence Method

If the specified Case Contact has an Email Address value, Vault populates Email and automatically sends questionnaires. Otherwise, Vault populates Manual.

• Email: Vault automatically sends questionnaires for Email methods of Transmissions and sends reminder emails once per day, at approximately 12:00 am EST, according to the specifications defined in the Follow-Up Questionnaire Rule. To stop further reminder emails, move the Questionnaire to Completed state.
• Manual: Vault links the questionnaire document to the Questionnaire record, but you must manually send the questionnaire and handle the follow-up outside of Vault. Your Admin may have configured a workflow to handle this process. Vault does not send reminder emails for this method of correspondence.