Manage Organizations

View and manage organizations from the Business Admin > Organizations page.

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About Organization Records

Organizations are biopharmaceutical sponsors, partners, agencies, sites (and more) that direct transmissions and regulatory submissions to agencies such as the FDA and EMA. Organization Vault Object records contain data about organizations and security controls.

Adverse Event Reports, Cases, and documents all require linking to an organization. Vault Safety restricts user access to information by role in each organization. Setting up Organization records is a key step in setting up access control.

You must set up your Vault with the following Organizations:

  • Your organization (Vault Customer).
  • Sponsors for which you will process information.
  • Trading partners with which you will exchange Individual Case Safety Reports (ICSRs).
  • Agencies to which you will submit ICSRs.

Vault Safety comes with a number of Standard Organizations by default. You can add Custom Organizations as required.

Standard Organizations

Standard Organizations come pre-configured in each vault, including Vault Customer and several worldwide health authorities. For a complete list of these Standard Organizations, navigate to Business Admin > Organizations in your vault.

You can identify Standard Organization records by the __v in the API name field. The system protects Standard Organization records from changes that could cause functional issues, which is why you cannot edit the API name or delete Organization records that contain __v in the API name.

Note Standard Organizations in Vault are inactive by default. Organizations and their associated Transmission Profiles must be activated before they can be used for Submissions.
Enable Regulatory Agencies as Standard Organizations provides more information.

Custom Organizations

Configure custom organizations for any organization involved in case processing or distributions that is not pre configured in Vault Safety. For example, add the following organizations:

  • If your organization is a CRO, add each sponsor for which you will process cases and information.
  • Add each organization to which you will send and receive information, such as cases, reports, and documents.

You cannot configure custom Organization records with __v in the API name, which identifies a standard organization.

Set Up Vault Customer

Vault Customer is a standard Organization record that comes preconfigured in each vault. To enable FDA Gateway Submissions, you must configure Vault Customer for your organization.

You can identify the Vault Customer record by the vault_customer__v API name.

Set Up Vault Customer as a Contract Research Organization

  1. Go to Business Admin > Organizations.
  2. Find the Organization record named Vault Customer. If there are multiple pages, use the Next Page arrow button to move through the list.
  3. Hover over Vault Customer, and then select edit-cell-button
  4. Select Change Type, and then in the Select New Organization Type dropdown list, select CRO.
  5. In the Change Organization Type window, select Continue.
  6. On the CRO: Vault Customer page, in the Details section udpate the Organization fields. Note that fields appear based on your vault's configuration.
  7. In the Address section, add contact information. For organizations that manufacture and report on medical device products, this section is required to populate device fields on the MedWatch 3500A form.
  8. (Optional) In the Localized Organizations section, for Japan reporting destinations other than PMDA, you can create a Localized Organization.
  9. In the Transmission Profiles section, add the Organization’s Transmission Profiles to facilitate Submissions and Distributions.
  10. (Optional) In the Distribution Lists section, create a Distribution List using your Organization’s Reporting Family type. This enables automatically generating Distributions for each partner or site with which you must transmit ICSRs.
  11. Select Save.

Next Steps

Add secondary Organization records for each sponsor for which you will process cases and information.

Set Up Vault Customer as a Sponsor

  1. Go to Business Admin > Organizations.
  2. Find the Organization record named Vault Customer. If there are multiple pages, use the Next Page arrow button to move through the list.
  3. Hover over Vault Customer, and then select edit-cell-button .
  4. Select Change Type, and then in the Select New Organization Type dropdown list, select Sponsor.
  5. Select Continue.
  6. On the Sponsor: Vault Customer page, in the Details section update the Organization fields.
  7. In the Address section, add contact information. For organizations that manufacture and report on medical device products, this section is required to populate device fields on the MedWatch 3500A form.
  8. In the Studies section, add Studies that your Organization monitors and reports on.
  9. In the Products section, add Products that your Organization monitors and reports on.
  10. In the Combination Products section, add Combination Products that your Organization monitors and reports on.
  11. (Optional) In the Distribution Lists section, create a Distribution List using your Organization’s Reporting Family type. This enables automatically generating Distributions for each partner or site with which you must transmit ICSRs.
  12. In the Transmission Profiles section, add the Organization’s Transmission Profiles to facilitate Submissions and Distributions.
  13. (Optional) In the Localized Organizations section, for Japan reporting destinations other than PMDA, you can create a Localized Organization.
  14. Select Save.

Add an Organization

Set up Organization records for any sponsors for which you process cases and any organizations to which you send and receive information.

  1. Go to Business Admin > Organizations.
  2. Select Create.
    The Create Organization window appears.
  3. On the Create Organization window, select the organization type, and then select Continue.
  4. Complete the fields that appear.
    The following table describes the Organization object fields that may appear, depending on your vault's configuration:
    Field Description
    Name
    (name__v)
    Enter the name of the Organization.
    Organization UID Code
    (organization_uid_code__v)
    Enter the Unique Identification (UID) Code of the Organization. The system uses this value to assign Case UID numbers.
    By default, this field appears only for Sponsor-type Organizations.
    PV Agreement
    (pv_agreement__v)

    Select the type of Pharmacovigilance Agreement. Select Agent if your organization acts on behalf of sponsor organizations, as agreed to in the pharmacovigilance contract.

    By default, this field appears only for CRO-type Organizations.

    This field impacts how the system imports the Receipt Date and New Info Date from inbound E2B Transmissions.

    Sender Type
    (sender_type__v)

    Select the type of Sender Organization or Individual.

    This field is used in E2B report generation for Sender Type (A.3.1.1/C.3.1).

    Submission Rules
    (submission_rules__v)
    Select the submission ruleset associated with the Organization.

    Note Submission Rules are intended for use with Agency-type organizations only, and populating this field assigns a reporting ruleset to the Agency. For more information, see Regulatory Agency Reporting Rules.

    Localization
    (localization__v)
    Select the Localization record corresponding to the organization's region.

    The Localization option, along with the reporting rules configured for the Organization, control the Translations generated for Cases reportable to this Organization.

  5. Select Save.

Add an Organization Address

Once you add an Organization, complete the Address section to specify contact information. For organizations that manufacture and report on medical device products, this section is required to populate device fields on the MedWatch 3500A form.

Edit an Organization

  1. Go to Business Admin > Organizations.
  2. Hover over the organization, and then select edit-cell-button .
  3. Select Edit.
    The Organization page appears in edit mode.
  4. Make the required changes to the Organization.
  5. Select Save.

Delete an Organization

Note You cannot delete an Organization if it is referenced by Cases or other records.

  1. Go to Business Admin > Organizations.
  2. Hover over the organization, and then select edit-cell-button .
  3. Select Delete.
    A dialog box appears asking you to confirm the delete action.
  4. Select Continue.

Result

The system deletes the Organization record.

Manage Agencies

Vault Safety comes with a number of regulatory authority agencies out-of-box. You can edit these Agencies or add custom Agencies.

Add a Custom Agency

  1. Go to Business Admin > Organizations.
  2. Select Create.
    The Create Organization window appears.
  3. Under Select Organization Type, select the Agency, and then select Continue.
  4. Complete the following fields on the Create Agency page:
    • Name: Enter the agency name.
    • Sender Type: Select Regulatory Authority.
    • Submission Rules: To create a reporting rule for this agency, select which rule set to use.
      Reporting Rule Sets provides more information about the available rule sets.
    • Localization: Select the Localization record corresponding to the organization's region.
      The Localization and Submission Rule options control the Translations generated for Cases reportable to this organization.
  5. Select Save.

Update Agency Country Jurisdiction

Add the Agency to the countries over which it has jurisdiction.

  1. Go to Business Admin > Countries.
  2. Select the country to which you want to add the agency
  3. Select Edit.
  4. In the Agency field, select the agency.
  5. Select Save.

Result

If you selected a Submission Rule for the Agency, Cases with Products or Studies registered to this country will follow the reporting rule and auto-generate Transmission records as appropriate.

Next Steps

To enable reporting to this agency, configure a Transmission Profile for the Agency. You can configure a Manual Transmission Profile or AS2 Gateway Transmission Profile.


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