Perform Local Language to English Intake

Through the Inbox Item, you can perform case intake in the reporter's local language while translating to English.

Note Depending on your Admin's configuration, object, field, and section labels, lifecycle states, and workflows may differ from the general information on this page. Refer to your organization's business processes for guidance.

Local Language to English Intake

Vault Safety supports dual language intake for entering cases that are received in a non-English language but require reporting in English. This article covers this intake scenario only. For localized (non-English) submissions, see Prepare a Localized Case.

When you promote an Inbox Item with local data to a Case, the system generates a Case in the local language. The system maps the relevant field values to the Cases.

For example, the EMA requires ICSR submissions in English. If an adverse event that occurred in Germany is reported in German. Vault Safety intake users can enter data in the source language (German) while entering the corresponding English translations in the text fields on the Inbox Item. When the Inbox Item is promoted to a Case, the system maps the data to create a Global Case which can be used for English Submissions.

Note This feature is available for intake using the Inbox Item object only. This feature is not available for AER intake.


Note Automated Case Promotion is not compatible with the Auto-Translation Framework for Local Intake. Ensure only one of these features is enabled in your Vault.

Send Translation Requests Through the Auto-Translation Framework

If your organization has set up the Auto-Translation Framework, after manually creating or importing a local Inbox Item, you can send all localized text fields to Amazon Translate for translation to English.

For imported Cases, although Inbox Items do not display all Case fields, all localized text fields with values are sent for translation, unless excluded by your Admin’s configuration. When Inbox Items are created manually, only those fields that support dual-language entry are sent for translation. For more information on supported fields, see Text Field Mapping and Translation on Case Promotion.

When translations are returned, you can review text fields on the Inbox Item or after Case promotion.

Note Narratives and documents are not currently supported through the Auto-Translation Framework.

Translation requests must be sent manually after Inbox Item creation.

Select the All Actions (All Actions) menu, and then select Translate Inbox Item.

After Vault Safety sends the translation request, the Inbox Item enters the Translation Requested state.

When third-party translations are generated and returned to Vault Safety, they are automatically applied to the Inbox Item. The system does not verify the quality of the translation, but simply imports it. The Inbox Item enters the Translation Complete state.

Considerations for Translation Requests

  • Inbox Items in the Translation Requested state are editable. If text fields are edited in this state, the updated values are overridden when translations are returned to Vault Safety.
  • If the length of the translated text exceeds the character limit of any text field, the text is truncated to that field's maximum length. The system displays a notification message indicating which fields have been truncated.
  • The translation must be returned within 60 minutes or the task will expire. The system displays a notification message for failed translation requests.

Cancel a Translation Request

When an Inbox Item is in the Translation Requested state, you can cancel the request.

Select the All Actions (All Actions) menu, and then select Cancel Translation Request.

Your Inbox Item returns to the Active state and no translations are applied. If needed, you can send another translation request.

Display Localized Field Labels

You can view fields in Vault in your preferred language by selecting a language from your User Profile. When you change this setting, all field labels and picklist values in Vault will display in the selected language. The Default Localization field determines the language in Object Reference fields, such as Report Type.

The Default Localization and Language Fields on the User Profile
The Default Localization and Language Fields on the User Profile

Note If the Default Localization field is blank, the system automatically refers to the Language field to determine the language for the picklist field values.

Configuring the above settings allows you to perform localized manual intake with Inbox Items.

Show Dual Entry Fields

When an Inbox Item has the Localization field set to a non-global language, you can perform local language to English translation:

  1. Set the Localization field to the language the adverse event was reported in.
    The Localization field is typically in the Organization and Region section.
  2. Save the Inbox Item.


After saving the Inbox Item with the Localization field, local intake fields are available.

Note By default on Localized Inbox Items and Cases, Vault Safety displays all local dual-entry fields on Inbox Items and Cases. For each Localization record, Administrators can configure Localization Scope to limit local language entry to Narratives, Company Comments, or both. Because Inbox Items do not include Narratives or Company Comments, when Localization Scope is limited, dual-entry fields first appear after the Promote to Case user action. All other Inbox Item and Case fields are for English-language entry, as on a Global Case.

Local Intake Fields with English Translations

The following sections provide more information on how information is translated during intake:

For descriptions of Inbox Item fields see, Inbox Item Field Reference.

Translate Text Fields

You can manually translate text fields during intake. For each text field that supports dual language intake, there are two fields:

  1. In the first field, enter the information in the language the adverse event was reported in.
  2. In the second field, marked with English, enter the English translation.
Dual Language Entry Text Field
Dual Language Entry Text Field

Text Field Mapping and Translation on Case Promotion

On Case promotion, only the English field translations are mapped to the Global Case. The field values in the local language are not copied over to the Global Case.

Visible Inbox Item Fields

The following table shows Inbox Item fields that are available for translation and describes how Vault Safety maps text fields with local and English values on Case promotion:

Inbox Item Case
Section English Field Object Field
Details Reporter Comments Case (Narrative) Reporters Comments
Case Contact Additional Information Case Contact > Details Additional Information
Case Contact Organization Case Contact > Details Organization
Case Contact Department Case Contact > Details Department
Case Contact State/Province Case Contact > Address State/Province
Product Product (Reported) Case Product Product (Reported)
Product Indication (Reported) Case Product Indication
Product > Dosage Dose Form (Custom)* Case Product Dosage Dose Form
Product > Dosage Patient RoA (Custom)* Case Product Dosage Patient RoA
Product > Dosage Dose Text Case Product Dosage Dose Text
Drug History Drug (Reported) Drug History Drug (Reported)
Medical Events Event (Reported) Adverse Event Event (Reported)
*Text translations are only available when entering custom Dose Forms or Patient RoAs. Translations for standard system-provided Dose Forms and Patient RoA values are automatically mapped upon Case promotion.
Imported Case Text Fields Eligible for Auto-Translation

Expand the following section to review all importable Case text fields that may be included in Translation Requests. While not all of these fields are displayed or editable on Inbox Items, all translated English values are passed through to the Case after promotion.

  • Case Text Fields
    Field Field Labels
    Case > Medical History Text (medical_history_text__v)
    Case > Reporter's Comments (reporters_comments__v)
    Case > Company Comments (sender_comments__v)
    Case > CIOMS Remarks (cioms_remarks__v)
    Case > Reporting Summary (reporting_summary__v)
    Case > Study Name (study_name__v)
    Case > Study Name (continued) (study_name_continued__v)
    Case Adverse Event > Event (Reported) (event_reported__v)
    Case Assessment Result > Method (Text) (method_text__v)
    Case Assessment Result > Result (Text) (result_text__v)
    Case Assessment Result > Source (Text) (source_text__v)
    Case Cause of Death > Name (Reported) (name_reported__v)
    Case Contact > Additional Information (additional_information__v)
    Case Contact > City (city_value__v)
    Case Contact > Department (department_value__v)
    Case Contact > Facility (facility_name__v)
    Case Contact > First Name (firstname_value__v)
    Case Contact > Last Name (lastname_value__v)
    Case Contact > Middle Name (middlename_value__v)
    Case Contact > Organization (organization_value__v)
    Case Contact > State / Province (state_province_value__v)
    Case Contact > Street (street_value__v)
    Case Contact > Street Line 2 (street_line_2_value__v)
    Case Contact > Title (title_value__v)
    Case Drug History > Drug (Reported) (name_reported__v)
    Case Drug History > Drug (Coded) (product_name__v)
    Case Identifier > Source (source__v)
    Case Medical History > Condition / Procedure (Reported) (name_reported__v)
    Case Medical History > Comments (comments__v)
    Case Product > Other Additional Information (additional_information_text__v)
    Case Product > Product (Reported) (product_reported__v)
    Case Product Dosage > Dose Text (dose_text__v)
    Case Product Dosage > Dose (Unit Text) (dose_unit_text__v)
    Case Product Dosage > Parent RoA Text (parent_adminroute_text__v)
    Case Product Dosage > Patient RoA Text (patient_adminroute_text__v)
    Case Product Indication > Name (Reported) (name_reported__v)
    Case Product Substance > Name (name__v)
    Case Case Test Result > Comments (comments__v)
    Case Case Test Result > Result (Text) (result_text__v)
    Case Case Test Result > Test Name (Reported) (name_reported__v)

Picklist and Object Field Translations

Any system-provided and managed picklists and object lookup fields are shown in the value selected in the Default Localization field on your User Profile. Note that custom picklists and object records will not be automatically translated:

  • Controlled Vocabularies
  • Route of Administrations
  • Dose Forms
  • Units of Measurement
  • Reasons Omitted

Event MedDRA Translations

The Event field for Adverse Events contains an extended MedDRA control that can automatically translate coded MedDRA terms from the language selected in the Localization field to English.

If you set the Localization field to a specific language on the Inbox Item, that language is automatically selected as the MedDRA control language in the Medical Events section and Product section.

If a term cannot be coded, you can use the English field to manually enter the English translation of the reported term. See a Code Multilingual MedDRA Terms for more information.

MedDRA Translation Field
MedDRA Translation Field

Event Field Mapping on Case Promotion

For Case Adverse Events, the system maps the event as it was reported in the local language, the MedDRA code, and the English translation. However, the LLT term is always displayed in English on the promoted Case because Cases are processed in English.

The following image and corresponding table provides this mapping:

Case Adverse Event Local Intake Mapping
Case Adverse Event Local Intake Mapping
Reference Inbox Item Field Case Field
1 Event Event (Reported) (event_reported__v)
2 English Event (Reported) - English (event_reported_english__v)
3 MedDRA Code Event MedDRA (event_meddra__v)
N/A MedDRA Language Event (Reported) - Language (event_reported_language_v)

Inbox Item Study and Product Matching
Inbox Item Field Reference