Sections in This Article
- Case Intake Methods
- Inbox
- Case Intake Using an Inbox Item
- Access Imported Inbox Items from Intake API
- Inbox Item Audit Trail
- Inbox Item States
- Case Intake Using an AER
- AER States
Case Intake Methods
Before you can create a Case in Vault Safety, enter the basic report details using one of the following objects:
- Inbox Item
- AER
Note AERs are in a sunset period, meaning they are being phased out. Using the new Inbox (Inbox Item) is currently optional but highly recommended due to the functional and usability benefits over the AER Inbox. All customers must use Inbox Items for intake by 23R3 (December 2023), when AER creation will be disabled. For more information, see Inbox Item Transition From AERs.
Inbox
Perform intake on the Inbox tab. Your vault may have an Inbox configured for AERs and/or Inbox Items. Refer to your organization’s standard operating procedures for guidance.
The Inbox organizes reports into a detailed table, providing at-a-glance key information. You can sort the reports in ascending or descending order using any column in the table, such as Product, Organization, Seriousness, Due Date, and more.
Inbox Item Inbox
AER Inbox
Filter and Sort Inbox Items
There are a few ways you can sort and filter your Inbox Items. Vault Platform Help provides more information on sorting and filtering records.
Note Filtering tools can be useful for sorting Inbox Items based on priority so that users can verify higher priority items first.
Add an Inbox Item Filter
You can use the filter column on the side of the page:
- Select the
icon next to Filters. - Select a filter option from the picklist that appears.
Result
This filter will appear on the side of the screen under Filters for more accessible filtering. You can select different options within these filters to refine your search even more.
You can delete this filter option by selecting the 
icon beside the filter name.
Sort Inbox Items
You can also edit the columns to sort Inbox Items:
- Select the All Actions (
) menu, and then select Edit Columns. A window will appear with the available column options. - Select the columns you want to display and then select Save.
Result
Your page will be updated to display your selected column. You can click the respective column heading to sort by this option.
To delete this column, select the All Actions () menu, then select Edit Columns, then under Selected Columns, deselect the column name, and then select Save.
Use Custom Views
Custom views allow you to save or bookmark your current search results, filters, and other view settings. You can return to this view with a single click.
- Select the
button. A Save View box will appear. - Specify the following details In the box:
- Name: (required) Enter a name for your custom view.
- Description: (optional) Enter a description for this view.
- Icon: (optional) Select an icon from the picklist. If you don’t choose an icon, a default icon will be assigned to your custom view.
- Select Save.
Result
Your page will be updated to display your custom view under Views. You can create multiple custom views and return to them at any time.
Case Intake Using an Inbox Item
The following diagram and list show an overview of the case intake process using Inbox Items:
Create the Inbox Item. You can create Inbox Items using the following methods:
- Create an Inbox Item from a Document (E2B or Non-E2B)
- Create an Inbox Item Manually
- Receive an E2B Transmission
Enter the basic report information on the Inbox Item. Later when you promote to Case, additional data entry fields will be available. See Inbox Item Field Reference for information on the fields.
If the Inbox Item qualifies as a valid Case, Promote the Inbox Item to a Case.
Once the Promote to Case action is triggered, the system automatically performs duplicate detection. If duplicate cases are found, complete the Potential Matches page.
Note Automated Case promotion is possible for Inbox Items received through an AS2 Gateway Transmission, Intake API, and for Inbox Items created from an uploaded E2B file (single E2B, multi-E2B, or .zip file containing multiple E2B(R2) or (R3) compliant .xml files) if Enable Auto Promote is on for the system gateway or E2B document, respectively. User intervention, such as Inbox Item data entry and selecting the Promote to Case action, is not required for this process.
Note Due to default system behaviour on all date fields, if a partial date is entered (for example, YYYY or YYYY/MM), you cannot update the field to include the first day of the month (YYYY/MM/01). As a workaround, update the date to any other precise date (for example, YYYY/MM/02), and then select the first of the month. The field is updated.
Access Imported Inbox Items from Intake API
Inbox Items received from the Intake API appear in the Inbox automatically. The system will automatically populate the Inbox Item fields if the information is available from the structured data. The system records the details of the incoming API transmission in an Inbound Transmission record.
Read and Access Inbound Transmissions
If your Administrator has already configured your Vault to display Transmission records on Inbox Items, you will be able to access them in your Vault.
- Select the Inbox Item.
- Expand the Inbound Transmissions section, and then select the hyperlink.
Result
You will be taken to the transmission record.
Note The source JSON data and the AI service output data (if applicable) are attached as messages on the Transmission record.
Locate Inbox Items with a Transmission ID
If you have the Inbound Transmission ID but don’t have the Inbox Item, you can use this ID to locate the associated Inbox Item. Simply create a filter on the Inbox for the Transmission field, and then use the Inbound Transmission ID to find the Inbox Item.
Inbox Item Audit Trail
Vault Safety records an audit trail for actions and events Inbox Item and section events, and Case actions are logged in the Inbox Item record audit trail.
You can export and download audit trails. Audit Case History provides more information.
What is Logged in Audit Trail
- When an Inbox Item is created
- When a user performs any of the following actions on an Inbox Item sub-section:
- Edit
- Save
- Delete
- Undo (Undelete)
- When the Create Case action is triggered
View the Audit Trail
- Expand the All Actions () menu on an Inbox Item.
- Select Audit Trail.
Result
A window appears displaying all the Inbox Item event descriptions, their corresponding timestamps, and the user who performed the event.
Inbox Item States
After you create an Inbox Item, you can perform actions that change the Inbox Item record state from the All Actions () or Workflow State Change (
) menu.
Note Your organization may have a unique Case Processing lifecycle configuration. Refer to your standard operating procedures for more information.
See Case Processing Lifecycle Stages for Case states. The following table summarizes the default Inbox Item object states:
| State | Description |
|---|---|
| Import Error | This state indicates import into an Inbox Item failed. The user who initiated the import can view the error message in the import notification. |
| New | This state is for new Inbox Items that have not yet been promoted to a Case. |
| Missing Information | This state is for Inbox Items that are determined to be missing information and cannot be promoted to a Case. |
| Verification | This state is for Inbox Items that are ready for verification. Import an Inbox Item from an E2B File: Verify an Inbox Item provides more information. |
| Duplicate | This state is for Inbox Items that are detected to be a duplicate prior to Case promotion. In this state, Inbox Items are closed to prevent further processing or Case promotion. Promote to Case: Duplicate Case Detection provides more information on duplicate Case detection. |
| Marked as Follow-Up | This state is for Inbox Items that have been associated with a Case but have not been included in that version. They can be merged into the active version or promoted to a new version. Promote to Case: Complete the Potential Matches Page provides more information on this marking an Inbox Item as a Follow-Up. |
| Promoted | This state is for Inbox Items that have been successfully promoted to a Case. Promote to Case provides more information. |
| Processing | This state indicates an Inbox Item is in the process of being auto-promoted to an Initial or Follow-Up Case. Automated Case Promotion provides more information. |
| Promotion Failed | This state is for Inbox Items that have failed automated promotion due to an error other than missing information. |
| Rejected | This state is for Inbox Items that are rejected during intake. In this state, Inbox Items are closed to prevent further processing or Case promotion. |
Case Intake Using an AER
- Create the AER. You can create AERs using the following methods:
- Enter the basic report information on the AER. Later when you promote to Case, additional data entry fields will be available. See AER Field Reference for information on the fields.
- If the AER qualifies as a valid Case, Promote the AER to a Case.
- Once the Promote to Case action is triggered, the system automatically performs duplicate detection. If duplicate cases are found, complete the Potential Matches page.
AER States
After you create an AER, you can perform actions that change the AER record state from the All Actions () or Workflow State Change () menu.
Note Your organization may have a unique Case Processing lifecycle configuration. Refer to your standard operating procedures for more information.
See Case Processing Lifecycle Stages for Case states. The following table summarizes the default AER object states:
| State | Description |
|---|---|
| Importing | This state is for Adverse Event Reports that are being imported from an E2B file. In this state, Vault Safety is in the process of extracting E2B data. |
| Error | This state is for Adverse Event Reports for which an E2B file could not be imported due to an error. The user who initiated the import can view the error message in the E2B import notification. |
| New | This state is for new Adverse Event Reports that have not yet been promoted to a Case. |
| Promoted | This state is for Adverse Event Reports that have been successfully promoted to a Case. Promote an Adverse Event Report to a Case provides more information. |
| Duplicate | This state is for Adverse Event Reports that are detected to be a duplicate prior to case promotion. In this state, Adverse Event Reports are closed to prevent further processing or Case promotion. Promote an Adverse Event Report to a Case provides more information on duplicate case detection. |
| Missing Information | This state is for Adverse Event Reports that are determined to be missing information. Request Additional Information provides more information on how to mark a case as Missing Information. |
| Rejected | This state is for Adverse Event Reports that are rejected during intake. In this state, Adverse Event Reports are closed to prevent further processing or Case promotion. Reject an Adverse Event Report provides more information. |
