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:
Note: This feature uses strictly necessary cookies. Collection and use of cookies during form submission is subject to data privacy regulations for various regions, such as General Data Protection Regulation (GDPR). We recommend reviewing cookie consent regulations for the specific jurisdictions in which you intend to collect data to ensure your use of this feature complies with all applicable laws.
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.
Note: You cannot change the Vault DNS value after record creation.
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:
- 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.
- 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 First Name, enter
- 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.
- In the Licensing section:
- Navigate to Business Admin > Objects > Application Managed Users.
- Select Create.
- For Application User Management Type, select PAL Form Respondent.
- For User, select the respondent user you created.
- Select Save.
Configure the Sync to Gateway Action on Safety Form Admin
To configure the Sync to Gateway action to update forms on the server, assign the action to the Safety Form Admin object and add the action as a user action to the Draft state of the Safety Form Admin Lifecycle. We recommend labeling this action Publish.
Configure the Create Draft Version Action on Form Design
To configure the Create Draft Version action, assign the action to the Form Design object and add the action as a user action to the Active state of the Form Design Lifecycle.
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