# Configure Web Intake Forms

You can configure <a href="/en/lr/939323/">Web Intake Forms</a> in accordance with your organization's branding, which respondents can access on desktop and mobile devices for postmarketing data collection such as adverse event reports (AERs). Vault generates a public access link (PAL) for each form, allowing respondents to securely submit data without viewing or accessing any areas of your Vault. When a respondent submits a form, Vault generates an _Inbox Item_ from the submitted data based on Veeva-defined field mappings as well as a _Web Intake Form_ record linking to the _Inbox Item_.

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      <p><strong>Note</strong>: 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.</p>
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Vault includes the following access options for Web Intake Forms: 

* _Single Use_ forms with time-limited access for occasional respondents. These can be used for spontaneous adverse event reporting. These forms require respondents to complete a CAPTCHA. 
* _Repeat Use_ forms that require email verification for frequent respondents. These forms require respondents to verify their email address before they can access a link to the form. Email verification for a particular form lasts for 30 days, after which a respondent will be prompted to verify their email again before completing the form.

## Prerequisites

Before you can configure this feature in your Vault, you must complete the following:

* <a href="/en/lr/939319/">Enable Web Intake Forms</a>
* <a href="/en/lr/01182/">Configure Case Access Group security</a>
* Optional: We recommend configuring a <a href="/en/lr/01204/#custom">custom outbound domain for emails</a> Vault sends respondents, including a _From Email Person_ type of _Person_ you can select for [_Safety Form Admins_][1].

## Create Organizations {#organizations}

You must create the applicable _Trusted Vendor_ types of <a href="/en/lr/01213/">_Organizations_</a> that will submit Web Intake Forms.

## Define Allowed Email Domain Lists

You must add all email domains to your Vault's allowed email domain list for all vendors for which you will configure _Repeat Use_ types of [_Safety Form Admins_][1]:

1. Navigate to **Business Admin > Objects > Allowed Email Domain Lists**.
2. Select **Create**.
3. Select the applicable [**Trusted Vendor**][5].
4. Enter the **Email Domain** of the selected _Trusted Vendor_. For example, enter `veepharm.com`.
5. Select **Save**.

If a respondent attempts to verify their email address with an email address from a domain without an _Allowed Email Domain List_ record, Vault does not send a follow-up email for that respondent to continue with a Web Intake Form.

Each time a respondent verifies their email address for a _Repeat Use_ form, Vault creates or updates a _Verified Email ID_ with details about the associated form and last active session, with associated _Verified Email ID Email Events_. Vault inactivates _Verified Email IDs_ after 30 days of inactivity. 

## Form Designs {#designs}

_Form Designs_ define the page respondents see when they access the form. Veeva provides standard form components that reflect standard questions for collecting AER details and you can create custom records for certain components. Fields and answers map to corresponding <a href="/en/lr/01285/">_Inbox Item_ sections and fields</a> so that generated _Inbox Items_ include data from submitted forms. Design components include: 

* **Form Sections**: Pages available for data entry on the form, including:
    * _Respondent_
    * _Patient_
    * _Product_
    * _Event_
    * _Additional Information_
    * _Documents_
* [**Form Fields**][6]: Questions available for respondents to answer
* [**Form Answer Selections**][7]: Answers available for the _Form Fields_
* [**Section Field Groups**][8]: Define which _Form Fields_ display in each section
* [**Conditional Field Display Rules**][9]: Define the display and requiredness conditions for certain _Form Fields_

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      <p><strong>Note</strong>: You cannot create custom <em>Form Sections</em>.</p>
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### Form Fields {#fields}

Vault provides standard _Form Fields_ for your use in _Form Designs_. For all mapped picklist fields, Vault only displays active values on forms. You can also create custom records for certain supported field types for fields supported for structured data intake that meet <a class="external-link " href="https://developer.veevavault.com/docs/#json-limits-and-restrictions" target="_blank" rel="noopener">field limits and restrictions<i class="fa fa-external-link" aria-hidden="true"></i></a>. To do this:

1. Navigate to **Business Admin > Objects > Form Fields**.
2. Select **Create**.
3. In the _Create Form Field_ dialog, select **Custom**, and then **Continue**.
4. Enter a **Name** for the field.
5. Select the **Form Section** this field will appear in. You cannot add fields to the _Document_ section.
6. Optional: Enter **Field Help Text** that displays to respondents on the form.
7. Enter a **Field Label** that displays to respondents on the form.
8. Select an **Answer Type**. For all _RadioGroup_ types, you must create at least one [_Field Answer Selection_][7].
9. Optional: Enter the following details to map a field of the same type you selected for _Answer Type_:
   * For **Mapped Field Name**, enter the unique API name of the field. For example, `custom_field__c`.
   * For **Mapped Object Name**, enter the API name of the object on which the field exists. For example, `case_version__v`. 
    * If you selected _Product_ for the _Form Section_, you must map to the `case_product__v` object.
    * If you selected _Event_ for the _Form Section_, you must map to the `case_adverse_event__v` object.
    * If you selected _Patient_,  _Reporter_, or _Additional Information_ for the _Form Section_, you must map to the `case_version__v` object.
10. Select **Save**.

### Field Answer Selections {#answers}

Vault provides standard _Field Answer Selections_ for your use in _Form Designs_. You can also create up to ten custom records for each _RadioGroup_ type of _Form Field_. To do this:

1. Navigate to **Business Admin > Objects > Field Answer Selections**.
2. Select **Create**.
3. Enter a unique **Name** for the answer.
4. Select the _RadioGroup_ type of [**Form Field**][6] to which this answer applies.
5. Define the following optional fields, as applicable:
6. Enter a **Display Order** to specify the order this answer displays under the _Form Field_. If you leave this field blank, Vault orders the answers by order of creation.
7. Select a **Controlled Vocabulary**.
8. Select a **Reason Omitted**.
9. Select **Save**.

### Section Field Groups {#groups}

Vault provides standard _Section Field Groups_ to define which _Form Fields_ appear in each _Form Section_. You can also create custom records. To do this:

1. Navigate to **Business Admin > Objects > Section Field Group**.
2. Select **Create**.
3. Select the [**Form Design Version**][10] to which this group applies.
4. Select the **Form Section** in which this field appears.
5. Define the following optional fields, as applicable:
   * Select the [**Form Field**][6] to which this group applies.
   * Select the **Field Display** to specify the display or requiredness condition of the selected _Form Field_.
   * Enter a **Field Display Order** to specify the order this field displays in the section. If you leave this field blank, Vault orders the field by order of creation.
   * Enter **Field Help Text Override** to display instead of the _Field Help Text_ of the selected _Form Field_.
   * Enter **Field Label Override** to display instead of the _Field Label_ of the selected _Form Field_.
6. Select **Save**.
7. Optional: In the _Conditional Field Display Rules_ section, [create rules for this group][9].

### Conditional Field Display Rules {#rules}

You can create _Conditional Field Display Rules_ to define the display or requiredness conditions for certain _Form Fields_ on Web Intake Forms. You can nest up to three _Conditional Field Display Rules_. For example:

* **Level 1**: Field A = Yes
* **Level 2**: Field B displays based on Field A
* **Level 3**: Field C is required based on Field B

To create a _Conditional Field Display Rule_: 

1. Navigate to **Business Admin > Objects > Conditional Field Display Rules** or to the _Conditional Field Display Rules_ section of the applicable [_Section Field Group_][8].
2. Select **Create**.
3. Select the [**Form Design Version**][10] to which this rule applies.
4. Select a unique [**Source Field**][6] associated with the specified **Form Design Version**. The _Form Field_ you select here must have an _Answer Type_ of _Picklist_, _RadioGroup_, _YesNo_, or _CheckboxGroup_.
5. Select a **Condition** to define when the specified _Value_ applies. 
6. Enter the exact **Value** to which the rule applies. To apply to multiple values, separate each value with a comma. Depending on the _Answer Type_ of the specified _Target Field_ and _Source Field_, the field supports the following values:
    * **Picklist**: Name of the picklist value
    * **RadioGroup**: Name of the [_Field Answer Selection_][7]
    * **YesNo**: `Yes` and `No`
    * **CheckboxGroup**: Name of the [_Field Answer Selection_][7] (this type only applies to the standard _Event Seriousness_ record)
7. Select the **Target Field Display** to specify the display or requiredness condition of the selected **Target Field**.
8. Select a unique **Target Field** associated with the specified **Form Design Version**.
9. Select **Save**.

## Form Design Versions {#versions}

Form design versioning allows you to manage changes to Web Intake Forms over time in a controlled manner. With versioned forms, you can track form responses to the specific form design version from which it was created, allowing you to maintain traceability. Run the _Create Draft Version_ action on a _Form Design_ to generate a new _Form Design Version_. Run the _Approve Version_ action to approve the _Form Design_ and publish the latest version for all associated forms. Any previous versions update to _Superseded_ state. You cannot edit approved _Form Designs_ or their associated records.

## Create Form Stylesheets {#stylesheet}

Use _Form Stylesheets_ to define your branding for Web Intake Forms. Create a _Form Stylesheet_ for each _Sponsor_ type of _Organization_ that will receive forms:

1. Navigate to **Business Admin > Objects > Form Stylesheets**.
2. Select **Create**.
3. Enter a **Name**.
4. Upload a **Header Logo** PNG, JPG, or JPEG file up to 500 KB that is 176 pixels by 88 pixels in size. This image will appear on all forms associated with this stylesheet. We recommend uploading a dark-colored image in a PNG file.
5. Select a _Sponsor_ type of **Organization** to which this stylesheet applies.
6. Upload a **Privacy Notice** PDF file that will be accessible from the _Privacy Notice_ link in the footer of all forms associated with this stylesheet.
7. Enter a **Reference Number Prefix** up to three alphanumeric characters that Vault will prepend to a generated <a href="/en/lr/939323/#review">_Case Identifier_ value</a> for all submitted forms associated with this stylesheet. We recommend using uppercase letters for this prefix.
8. Select **Save**.

If you update the _Header Logo_ or _Privacy Notice_ after record creation, Vault syncs the updates to all associated forms. 

## Create Safety Form Admins {#safety-form-admins}

Use _Safety Form Admins_ to define how respondents will access the Web Intake Forms associated with the specified _Form Stylesheet_. Vault generates a URL at which respondents can access the associated form with the following _Safety Form Admin_ parameters: 

`https://[Vault-DNS]/safety-form/[Access-Type]/[Form-Name-for-URL]`

You can integrate the generated URL on your organization's website for respondent access. Vault uses the following field values in the generated URL, which cannot be modified after the _Safety Form Admin_ is in _Published_ state:

* **Vault DNS**: The value generated by Vault for the specified <a href="/en/lr/939319/#form-connection">_Connection_</a>
* **Access Type**: Based on the specified value
    * **Single Use**: `su`
    * **Repeat Use**: `ru`
* **Form Name for URL**: The specified value

To create a _Safety Form Admin_:

1. Navigate to **Business Admin > Objects > Safety Form Admins**.
2. Select **Create**.
3. Enter a **Name**.
4. Select **Access Type** to specify if the form will be single or repeat use.
    * If you select _Repeat Use_, create a [_Form Admin Trusted Vendor_][2]. 
5. Select the <a href="/en/lr/939319/#form-connection">_Safety Form_ type of **Connection**</a>.
6. Optional: Enter a **Description**.
7. Enter three characters or more for the **Form Name for URL**. This field supports numbers, letters, and hyphens (`-`). This value appears at the end of the URL respondents use to enter forms associated with this record.
8. Optional: Enter an **Error Message Description** that displays to respondents if Vault encounters an error during form submission. 
9. Select the [**Form Stylesheet**][3] to which this record applies.
10. Optional: Enter a **From Email** for the applicable <a href="/en/lr/01204/#custom">_From Email Person_</a>. All emails generated for forms associated with this record include this value as the sender. If you leave this field blank, Vault sends related emails from `vault-emails@veeva.com`.
11. Select an **Organization**. This must be the same _Organization_ specified in the associated _Form Stylesheet_.
    * If you selected _Repeat Use_ for _Access Type_, ensure you create the applicable [_Form Admin Trusted Vendors_][2].
12. Optional: Select a **Pre-populate Report Type** value to assign a specific report type to _Inbox Items_ generated for forms associated with this record.
13. Select a [**Form Design**][4].
14. Specify if the associated forms **Allow Document File Upload**. When you select **Yes**, all associated [_Form Designs_][4] include a _Documents_ section in which respondents can upload and attach files. If you leave this field blank, associated _Repeat Use_ forms include the _Document_ section, but _Single Use_ forms do not.
15. Select **Save**.
16. On the new record, run the **Publish** action.

When you run the action, Vault updates the _Sync Status_ value to _Pending_. When the sync completes: 

* The _Sync Status_ updates to _Synced_.
* Vault populates the _Published Date_ and _Published URL_ field. This is the URL at which respondents can access forms associated with this _Safety Form Admin_. You can provide this link directly to respondents or integrate it on your organization's website.
* The record updates to the _Published_ state to indicate when the content is published on the associated Web Intake Forms. You can have up to five _Safety Form Admins_ in the _Published_ state.
* You cannot change the _Access Type_ or _Form Name for URL_ values.

### Inactivate Forms {#inactivate}

You can move a _Safety Form Admin_ to the _Inactive_ state if you no longer want to use it. When you do this, Vault populates the _Inactivation Date_ for traceability. The _Published URL_ field remains active, but respondents can no longer access associated forms.

## Create Form Admin Trusted Vendors {#trusted}

You must associate each _Repeat Use_ type of [_Safety Form Admin_][1] with a _Trusted Vendor_ type of _Organization_ by creating _Form Admin Trusted Vendors_:

1. Navigate to **Business Admin > Objects > Form Admin Trusted Vendors**.
2. Select **Create**.
3. Enter a **Name**.
4. Select the applicable _Repeat Use_ type of **Safety Form Admin**.
5. Select the applicable **Trusted Vendor**. 
6. Select **Save**.

Vault adds the _Trusted Vendor_ to the selected _Safety Form Admin_. To remove access before 30 days of inactivity, you can manually remove the related record from the _Safety Form Admin_.

## Customize Notification Templates

You can <a href="/en/lr/10263/#how-to-update-email-banners">update your Vault's email banners</a> and customize the following <a href="/en/lr/2157/">notification templates</a> that Vault sends to form respondents:

* **Safety Form Email Verification**: Sent to respondents to verify their email address before accessing a _Repeat Use_ form.
* **Safety Form Access**: Sent to respondents after verifying their email address so they can access a _Repeat Use_ form.
* **Completed Safety Form Reference**: When requested, sent to respondents after they submit a form.

[1]: #safety-form-admins
[2]: #trusted
[3]: #stylesheet
[4]: #designs
[5]: #organizations
[6]: #fields
[7]: #answers
[8]: #groups
[9]: #rules
[10]: #versions