Manual Inbox Item Intake

You can create an Inbox Item manually.

Sections in This Article

About Manual Inbox Items

You can manually add Inbox Items to your vault. When you create an Inbox Item record without any data, the system will automatically add the following empty sections for data entry:

  • A Primary Reporter Case Contact record with a Rank 1 designation and the Contact is also Reporter checkbox enabled.
  • A Primary Suspect Product Case Product record with a Rank 1 designation, a Case Product Type and the Suspect Drug Role selected.
  • A Primary Adverse Event Medical Event record with a Rank 1 designation and an Adverse Event Type selected.

Note You cannot copy Inbox Items.

See Perform Local Language to English Intake to process an Inbox Item in a non-English language.

Manually Create an Inbox Item

  1. From the primary navigation bar, select Create > Inbox Item.
  2. On the Create Inbox Item page, add sections and field values as required:

    Note A Study must have Study Arms or Unspecified Products to be selected on a manually created Inbox Item.

    • Inbox Item Field Reference provides descriptions of the Inbox Item fields.

      Note The Receipt Date and Report Type fields are required.

    • To add child records, such as Case Contacts, Products, and Medical Events, expand the appropriate section, and then select Add. You can add multiple records of each type.
  3. At the top of the page, select Save.
    The system saves all the Inbox Item information at once, so you do not need to save each record individually.

Result

The system validates the data in each section and notifies you if there are any errors. If there are no errors, the system creates the Inbox Item, which appears on the Inbox tab.

Learn how Case intake and Case promotion consider Inbox Items with Combination Products.

Manual Inbox Item Names

If the Name field appears on the Inbox Item and you enter a value in this field, the system uses that to name the Inbox Item. Otherwise, the system generates the Inbox Item name using the default naming format.

Admins must configure the Inbox Item page layout to display the Name field. By default, this field does not appear.

Manually Create an Inbox Item from a Source Document

The following instructions are for creating Inbox Items from non-E2B documents in Vault Safety. For E2B import instructions, see Import an Inbox Item from an E2B File.

  1. Go to the document in the Vault Library.
    Add a Document provides instructions on adding documents to the library.

    Note The Create Inbox Item action is only available for the latest document version. The user action does not appear for older versions.

  2. Verify that the following document fields are populated:
    • Organization: (Required) Select the Organization that will process the Inbox Item and Case.
    • Receipt Date: (Optional) Select the receipt date. The system snapshots this field to the Inbox Item New Info Date. If you don't specify this field, the system sets it to the current date, by default.
    • Report Type: (Optional) Select the report type. If you don't specify this field, the system sets the Report Type to Spontaneous on the Inbox Item by default.

    The system uses the values in these fields to automatically populate the corresponding fields on the resulting Inbox Item and Case. If you don’t see the Receipt Date or Report Type fields, contact your administrator to add these fields.
  3. Expand the All Actions (All Actions) menu, and then select Create Inbox Item.

    Note The Create Inbox Item from Document user action label may differ depending on your Vault configuration. If you don't see this user action available, contact your administrator to ensure that the action has been made available.

Result

The Inbox Item has been created and links to the document as it’s source document. Once created, the document Inbox Item field links to the Inbox Item.

Manual Intake from Emails

You can receive emails directly in your vault and create Inbox Items from this email source for manual intake.

Prerequisites

To enable manual Inbox Item intake from emails, an administrator must follow the steps on the Configure Email to Vault Safety Inbox Item page to set up Vault inbound emails. After configuration, Allowed Senders can send emails to the specified inbound email address.

Emails Redirected to Vault

As an Allowed Sender, when you send an email to an inbound email address set up by your administrator, the system automatically creates:

  1. A Vault document for the email source
  2. A Vault document for each email attachment
  3. An Inbox Item containing the email file vault document and the attachment

Note The Inbox Item will not be created if either the email file vault document or attachment document fails to generate during email processing.

The system also sends a notification to all users with the Intake role, which alerts them of either a successful or failed Inbox Item creation.

If the system successfully creates an Inbox Item, you can proceed with manual intake.

Note that the Organization field for the Inbox Item and all linked Vault documents is automatically set. This field is set using the subaddress in the recipient’s email that matches the API name of a sponsor-type record. The following is an example of a subaddress in the recipient’s email:

email-subaddress-organization
Subaddress in Recipient's Email

If the subaddress is unavailable, the system sets the field using the vault customer’s organization.

Note The system can not use the vault customer's organization if it contains special characters. Only upper and lower case text values, numeric values (0 through 9), and the underscore ( _ ) character are supported.


E2B Case Import Data Mapping
Import an Inbox Item from an E2B File
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