Enable Web Intake Forms

With the 26R2 release, you can configure web-based intake forms that allow respondents to submit structured data directly to your Vault, generating Inbox Items from the submitted data for review. Depending on your business needs, you can create forms for single-use or repeat submissions. This streamlines data collection, reduces manual entry errors, and ensures faster, more consistent processing of safety reports.

After you have enabled this feature, see the following articles for more information:

Create a Safety Form Connection

You must create and activate a single Safety Form type of Connection that Vault will use to sync with the server (gateway) hosting the forms. When you save the new record, Vault populates the Vault DNS field based on your Vault’s URL and begins syncing to the server. When the sync completes, Vault populates the Sync Status field. If the sync fails, you can edit the record and then save it again to re-sync.

Create Application Managed User

You must create a single Application Managed User record, which Vault will associate with all Web Intake Forms. To create the Application Managed User:

  1. Optional: Create a Security Policy to use for the Application Managed User.
    • We recommend configuring the security policy’s settings to allow respondents enough time to complete their forms by selecting a Logout user after inactivity value of 1 hour or greater.
  2. Create a new user account with the following details:
    • In the Licensing section:
      • For Security Profile, select PAL Form Respondent.
      • For Security Policy, select the Security Policy you created to use for this record.
    • In the Application Licensing section, populate the Safety Management and Safety Docs fields as applicable.
    • In the General Info section, we recommend the following values:
      • For First Name, enter Form.
      • For Last Name, enter Respondent.
      • For Language, select English.
    • For the remaining required fields, you can enter generic information. Vault will not send any emails to the Email address you enter for this user.
  3. Navigate to Business Admin > Objects > Application Managed Users.
  4. Select Create.
  5. For Application User Management Type, select PAL Form Respondent.
  6. For User, select the respondent user you created.
  7. Select Save.

Deploy Configuration Migration Package

We recommend deploying a configuration migration package to update the relevant object layouts and object actions:

  1. Download the VPK file here.
  2. Extract (unzip) the downloaded file.
  3. Import and deploy the package in your Vault.

Object Actions

The following user actions allow you to manage Web Intake Forms, which you can configure as appropriate for your business needs:

  • Sync to Gateway: This action (labeled Publish) on the Draft state of the Safety Form Admin Lifecycle allows you to publish Safety Form Admins.
  • Create Draft Version: This action on the Active state of the Form Design Lifecycle allows you to create drafts of Form Design Versions.
  • Generate Language Template: The Generate Language Template and Bulk Generate Language Template actions on the Form Language object allow you to generate templates to support languages in addition to English.

Grant Object Permissions

Ensure your permission sets are updated to grant the appropriate level of access for users to objects and fields according to your organization’s process. Manage object permissions from Admin > Users & Groups > Permission Sets > [Permission Set] > Objects > [Object]. For permission sets related to users that will process Inbox Items and Cases generated by Web Intake Forms, add the Read and Edit permissions to the following object types:

  • Safety Form type of Transmission Profile
  • Intermediary Contact type of Case Contact