Enable Auto-Submissions

Learn how to update your vault's configuration to enable Auto-Submissions for Case Records.

Last Updated

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About the Feature

The auto-submission feature has been added to Vault Safety with the release of 20R3. When configured, this feature allows you to submit and distribute multiple files directly from a case. Vaults created in 20R3 or later include this configuration by default, while vaults created in 20R2 or earlier must configure the upgrades described on this page to enable this feature.

Once configured, Auto-Submissions provides more information on using this feature.

Configuration

In order to utilize this feature, the Case and Transmission lifecycles must be configured for the new auto-submission functionality. Use the following instructions to help you perform the mandatory and recommended configurations.

To auto-submit to Gateway, the Evaluate Reporting Obligations action must execute in advance. For this, it is recommended to have two states:

  • In Approval - to evaluate reporting obligations and provide time to review Transmission records
  • Approved and Auto-Submitted - to auto-submit to the gateway through a Lifecycle Entry Action. Otherwise, leave the label as Approved and configure a User Action.

Depending on your Vault configuration, additional configuration updates to the Case and Transmission Lifecycles and Workflows may be needed.

Set up the In Approval Lifecycle State

For auto-submissions to work as expected, it is recommended you update existing Case level workflows to include In Approval Lifecycle State. This state should be the intermediary state before the final Case approval and auto-submission. The state should have an Entry Action to Evaluate Reporting Obligations.

Add the Evaluate Reporting Obligations Entry Action

The Evaluate Reporting Obligations entry action must be added to a chosen lifecycle state in order to use the auto-submission feature from a Case record.

To add the Evaluate Reporting Obligations action:

  1. Select Edit in the Entry Action Section within the chosen lifecycle State.
  2. Select Create Entry Action.
  3. Select Evaluate Reporting Obligations from the drop-down menu under the perform actions section.
  4. Select Save.

Result

The Evaluate Reporting Obligations entry action has been successfully added to the lifecycle state.

Configure Submit to Gateway Action

It is highly recommended that the Submit to Gateway action is configured as part of the Case approval process, and after the Evaluate Reporting Obligations process. The Submit to Gateway action can be configured in one of two ways: a Lifecycle Entry Action or a User Action. If configuring this action on an existing Approved lifecycle state, you will have to remove Evaluate Reporting Obligations from the Entry Action step.

Add the Submit to Gateway Entry Action

The Submit to Gateway entry action can be added to the Approved lifecycle state in order to use the auto-submission feature from a Case record.

To add the Submit to Gateway entry action:

  1. Select Edit in the Entry Action section within the Approved lifecycle State.
  2. Select Create Entry Action.
  3. Select Submit to Gateway from the drop-down menu under the perform actions section.
  4. Select Save.

Result

The Submit to Gateway entry action has been successfully added to the Approved lifecycle states.

Add the Submit to Gateway User Action

The Submit to Gateway user action must be added to the Approved lifecycle state in order to use the auto-submission feature from a Case record.

To add the Submit to Gateway user action:

  1. Select Edit in the User Action section within the Approved lifecycle State.
  2. Select Create Entry Action.
  3. Select Submit to Gateway from the drop-down menu under the perform actions section.
  4. Select Save.

Result

The Submit to Gateway user action has been successfully added to the Approved and Auto-Submitted lifecycle states.

Add the Auto-Submit Field to Transmission Object Page Layouts

In order for the Auto-Submit field option to be displayed, it must be added to the distribution and submission page layouts of the Transmission object.

Note Appropriate user permissions must also be added to the Transmission object record to use the Auto-Submit field. Further, the Edit user permission is required to modify the Auto-Submit field.

To add the Auto-Submit field:

  1. Go to Admin > Configuration > Objects > Transmission > Page Layouts.
  2. For each distribution and submission page layout:
    1. Select the name of the page layout.
    2. Select Add.
    3. Select Auto-Submit from the drop-down menu.
    4. Select Save.

Result

The Auto-Submit field has been successfully added to each of the distribution and submission profiles. The Auto-Submit field can now be accessed and utilized.

Add the Auto-Submit Field to Transmission Profile Object Page Layouts

In order for the Auto-Submit field option to be displayed, it must be added to the distribution and submission page layouts of the Transmission Profile object.

Note Appropriate user permissions must also be added to the Transmission object record to use the Auto-Submit field. Further, the Edit user permission is required to modify the Auto-Submit field.

To add the Auto-Submit field:

  1. Go to Admin > Configuration > Objects > Transmission Profile> Page Layouts.
  2. For AS2 Gateway Detail Page Layout, FDA Gateway Detail Page Layout, and Transmission Profile Detail Page Layout:
    1. Select the name of the page layout.
    2. Select Add.
    3. Select Auto-Submit from the drop-down menu.
    4. Select Save.

Result

The Auto-Submit field has been successfully added to the page layouts of the Transmission Profile object. The Auto-Submit field can now be accessed and utilized.

Remove the Generate Transmission Document(s) Configuration from the Pending State of the Transmission Object Lifecycle

As part of this feature, the Evaluate Reporting Obligations process has been modified to automatically generate the appropriate file when a Transmission record is created. To avoid conflicts, the outdated document generation entry action from the Pending state of the Transmission lifecycle must be removed.

To remove the entry action:

  1. Go to Admin > Configuration > Object Lifecycles > Transmission Lifecycle > Pending.
  2. Select Edit from the Entry Actions section.
  3. Navigate to the Generate Transmission Document(s) entry action section.
  4. Select alt-text from the right corner of the Entry Action section.
  5. Select Save.

Result

The Generate Transmission Document(s) entry action has been successfully removed from the Entry Action section of the Pending state of the Transmission lifecycle.

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