Automated Case Promotion

Inbox Items received through an AS2 gateway can be automatically promoted to an Initial or Follow-Up Case.

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About Automated Case Promotion

Vault Safety sometimes receives Inbox Items from a source system that require little to no case triage. Inbox Items received through an AS2 gateway Transmission can be automatically promoted to a Case. The system determines whether an automatically promoted Case should be an initial or follow-up version.

Prerequisites

The following prerequisites must be met for automated case promotion to proceed:

Automated Case Promotion Process

The following diagrams illustrate the automated case promotion process:

automated-case-promotion (1)
Automated Case Promotion (1)

When a source organization sends a transmission, the system determines whether automated case promotion is possible.

  • 1A source organization, such as a trading partner or health authority, sends a transmission through an AS2 gateway (E2B file) to be imported as an Inbox Item.
  • 2The system determines if the Inbox Item can be auto-promoted using the following criteria:
    • aIs Auto Promote enabled in the respective system gateway transmission profile?
    • bIs the Inbox Item valid for promotion or is it missing information?
    If any of these criteria are not met, auto-promotion will not be possible.
  • 3The system determines how to promote the Inbox Item.
automated-case-promotion (2)
Automated Case Promotion (2)

After confirming auto-promotion is possible, the system determines whether the Inbox Item can be promoted to Initial Case, merged into an In-Flight Case, or promoted to a Follow-Up Case.

  • 1The system checks whether there is an In-Flight Case An open Case that has not completed case processing (generally in any state before Approved, Closed, or Superseded).
    in Vault with a matching Case Identifier. If there is no matching Case Identifier, the system promotes the Inbox Item to an Initial Case.
  • 2If there is a Case with a matching Case identifier, the system determines whether the Inbox Item can be merged into that In-Flight Case. See Merge to In-Flight Case for more detail.
    If the Inbox Item can be merged, the system indicates this by setting the Inbox Item state to Marked as Follow-Up and linking it to the case. Note that a new case is not created at this point in the process.
  • 3If the Inbox Item can not be merged into a case, the system can promote it to a Follow-Up Case. First, it determines whether to treat the case as serious or non-serious using the following criteria:
    1. Serious: If the Inbox Item has a Primary Adverse Event AND the Seriousness for the Primary Adverse Event is populated.

      Note The Primary Adverse Event for E2B files is the first entry in the adverse events (section E.I/B.2).

    2. Non-serious: If the Inbox Item does not have a Primary Adverse Event or if the Seriousness field is blank.
  • 4The system proceeds with the specified merge method on the respective System Gateway’s Transmission Profile. An administrator can configure the merge method to use for each system gateway depending on whether the case is serious or non-serious.
    The merge method options are:
    • Manual Merge
    • Smart Merge
    • Override

Merge Methods

The system can use one of the following merge methods to auto-promote an Inbox Item to a Follow-Up Case:

  • Manual Merge: A Follow-Up Case is created using only the Initial Case data. Once the Inbox Item is imported, you must manually merge the Inbox Item into this Follow-Up Case.
  • Smart Merge: A Follow-Up Case is created using both the Inbox Item and Initial Case data using default merging behaviour.
  • Override: A Follow-Up Case is created using only the Inbox Item data.

Manual Merge

The following diagram describes the manual merge method:

manual-merge
Manual Merge Method
  • 1The system creates a Follow-Up Case from only the Initial Case, meaning the Follow-Up Case is identical to the Initial Case.
  • 2The system sets the Inbox Item state to Marked as Follow-Up and links it to the Follow-Up Case to indicate they are related.
  • 3Once the Inbox Item has been imported into your Vault, you must go to the Inbox Item and select Create Case.
    Since the Inbox Item is in the Marked as Follow-Up state and is linked to the Follow-Up Case, the system directs you to the Case Compare page. You can compare the two cases and select any changes you want to make.
  • 4Selecting Merge to Current merges the Inbox Item information into the Follow-Up Case.
  • 5The Inbox Item goes to the Promoted state and links to this Follow-Up Case.

Smart Merge

The following diagram describes the smart merge method:

smart-merge
Smart Merge Method
  • 1The system creates a Follow-Up Case from the Inbox Item information and the Initial Case using the default merge behaviour.
  • 2The Inbox Item goes to the Promoted state and links to this Follow-Up Case.

Override Merge

The following diagram describes the override merge method:

override-merge
Override Merge Method
  • 1The system creates a Follow-Up Case using only the Inbox Item information, meaning the Follow-Up Case is identical to the Inbox Item.
    If the Initial Case has any narrative documents, they will be appended to the generated narratives on the Follow-Up Case. Document references from the Initial Case and Inbox Item will be combined on the Follow-Up Case.
  • 2The Inbox Item goes to the Promoted state and links to this Follow-Up Case.

Promote to Multiple Cases
Merge to In-Flight Case
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