An Admin must configure your Vault to ensure users can send surveys to external respondents. See Creating & Using Surveys for External Respondents for more information about generating these surveys.
Note: This feature is only available in Clinical Operations Vaults with Study Startup.
Configuration Overview
- Navigate to Configuration > Checklist Types and enable or create Checklist Types for applicable target objects. Vault automatically enables the Site Survey and Outreach Target Survey Checklist Types.
- Configure the Send Checklists Based on Contacts action on applicable target object lifecycles.
- Optional: Configure Response Flags.
- Optional: Configure the filing and sending of complete survey documents.
- Configure actions for the Site Survey Invitation and Outreach Survey Invitation objects.
- Optional: Configure Custom Email Senders.
Configuring Response Flag Survey Answers
When survey respondents select configured Response Flag values on Available Answer Design records, these answers confirm electronic confidentiality, non-interest from a Site, or the survey requires additional evaluation. Vault populates the Response Flag value on to the parent Survey record when a respondent selects it.
To enable users to select Response Flags when building a survey, navigate to Admin > Configuration > Checklist Types and select a Checklist Type record. Click Edit on the applicable Checklist Type record and enter Response Flag in the Optional Fields field in the Available Answer Design section.
To use Response Flags on Survey questions, activate the appropriate values in the Response Flag picklist in the Business Admin.
Configuring Electronic Confidentiality Agreements (eCDA)
You can configure Vault to generate eCDAs for surveys when users choose a specific answer for a question. To enable this feature, an Admin must perform the following steps in your Vault:
- Create an eCDA Formatted Output.
- Configure entry and user actions on the Completed state of Site Survey Lifecycle to file and send completed eCDA documents.
- Select the eCDA Confirmed values for the Notification Template to send survey respondents a copy of their completed survey. Vault files the document under the Document Type in the action.
Configuring Custom Email Senders
You can configure Study Site and Outreach Target Survey to send from custom email addresses. Before you can send surveys from custom email addresses, an Admin must perform the following configuration steps:
- Enable the Outbound Email Domains setting via a support ticket
- Configure the outbound email address
- Edit the Outreach Campaign and Outreach Target page layouts to include the Outreach Survey Personnel object section
- Adjust the necessary permissions for the Outreach Survey Person object
- Optional: Add or update custom email banners
Configuring the Send Checklist Based on Contacts Action
When configured on target object lifecycles, the Send Checklist Based on Contacts action sends surveys to Organization Contacts, Outreach Study Personnel, or Study Persons with valid email addresses and matching Survey Respondent Types.
You can configure the Send Checklist Based on Contacts action as an entry or user action. You can also enable this action in bulk using the Send Checklists Based on Contacts Bulk object action. When configuring the action on a target object lifecycle, complete the following configuration steps:
- Select the Checklist Type value that matches the Survey Type of the desired Survey Template.
- Select the Survey Respondent Type value that matches the Survey Respondent Type value you will populate on the corresponding Study Person , Outreach Study Personnel, or Contact Information record for the site that should receive the survey.
Configuring the Filing & Sending of Completed Survey Documents
You can configure your Vault to save the respondent’s completed survey in TMF and send the respondents a copy. To enable this functionality, an Admin must perform the following configuration steps:
- Add the Generate Document from Formatted Output action to the Study Site Survey and Outreach Target Survey objects.
- Optional: Add the Object Document field to the appropriate Classification and configure the field to point to the Study Site Survey and/or Outreach Survey objects.
- Configure the Generate Document from Formatted Output action on the Site Survey Lifecycle and Outreach Target Lifecycle. We recommend configuring the action as an entry action on the Completed lifecycle state.
- Optional: Add the Response Document column to the Site Survey section of the Study Site page layout and the Outreach Survey section of the Outreach Target page layout.
Configuring the Generate Document from Formatted Output Action
To configure the Generate Document from Formatted Output action to send survey respondents a copy of their completed survey:
- Navigate to Admin > Configuration > Lifecycles.
- Select the Site Survey Lifecycle or Outreach Target Lifecycle.
- Select an object lifecycle state. We recommend selecting the Completed lifecycle state.
- Select Edit for Entry Actions or User Actions. We recommend configuring the action as an entry action.
- Select a Condition Type. We recommend adding conditions based on Survey Type.
- In the Performs Action section, select the Generate Document from Formatted Output action.
- Select Site Survey Response or Outreach Target Survey Response for the Formatted Output Template.
- Select a Document Type. Vault creates the generated document as this Document Type in TMF.
- Optional: If your Vault has Subartifacts enabled, select a Document Subartifact.
- Select a Document Lifecycle.
- Optional: Select a Document Lifecycle State. This is the state that the generated document moves to during the action.
- Optional: Select an Object Field On Document. This is the field on the generated document.
- Select Response Document for the Document Field On Object field.
- Select the Send Copy to Survey Respondent checkbox.
- Select Download Survey Response in the Notification Template field.
- Click Save.
Note: Document generation fails if the selected Document Type contains missing required fields.
When the system or a user triggers the Generate Document from Formatted Output action, Vault generates a survey response document from the Formatted Output Template and files the document under the Document Type. The system also creates a link for the document in the Response Document field on the Site Survey and Outreach Target Survey objects.
The Download Survey Response notification template allows Vault to send the survey respondent a download link for the PDF copy of the survey response document. The link to the document expires 60 days after Vault sends the notification.
Configuring Actions for Invitation Object Lifecycles
Vault creates Invitation objects for each survey sent. You can configure actions for the Site Survey Invitation and Outreach Survey Invitation lifecycles. We recommend configuring the following user actions:
- Generate New Link: Deactivates the associated unique link and generates a new record for that recipient with a new unique link.
- Inactivate Link: Sets the existing record to the Inactive state and deactivates the associated unique link.
Configuring Survey Reminder Emails
Admins can configure the Send Site Survey Reminder and Send Outreach Survey Reminder object actions to trigger the reminder notification prior to the designated Next Reminder Date. These actions automatically update the Next Reminder Date to today and trigger a system job to send the reminder notification to the Respondents listed on the Invitation record.
Important: To enable this feature, you must activate the Daily Survey Reminders job. Vault will not send notifications if the job is inactive.
Related Permissions
You can complete all steps in this article with the standard Business Administrator, System Administrator, or Vault Owner security profile. The following permissions control the ability to create and use surveys within Vault. If your Vault uses custom security profiles, your profile must have the following permissions:
| Permission Type | Permission | Controls |
|---|---|---|
| Security Profile | Objects: Answer Library Design: Read, Create, Edit | Ability to view, create, and edit Library Design records; necessary for creating multiple choice Library Questions |
| Security Profile | Objects: Available Answer Design: Read, Create, Edit | Ability to create and edit Available Answer Design records; necessary for creating multiple choice survey questions |
| Security Profile | Objects: Contact Information: Read, Create, Edit | Ability to edit Contact Information records; necessary to populate Survey Respondent Type for Outreach Surveys |
| Security Profile | Objects: Dependency: Read, Create, Edit | Ability to create and edit Dependency records |
| Security Profile | Objects: Dependency Design: Read, Create, Edit | Ability to create and edit Dependency Design records; necessary for adding dependencies to Survey Templates |
| Security Profile | Objects: Library Question: Read, Create, Edit | Ability to create and edit Library Question records |
| Security Profile | Objects: Library Question Reference Document: Read, Create, Edit | Ability to create and edit Library Question Reference Document records; necessary for creating library questions with attached documents |
| Security Profile | Objects: Outreach Campaign: Read, Create, Edit | Ability to create and edit Outreach Campaign records |
| Security Profile | Objects: Outreach Survey Invitation: Read, Create, Edit | Ability to create and edit Outreach Survey Invitation records |
| Security Profile | Objects: Outreach Target: Read, Create, Edit | Ability to create and edit Outreach Target records |
| Security Profile | Objects: Outreach Target Available Answer: Read, Create, Edit | Ability to create and edit Outreach Target Available Answer records |
| Security Profile | Objects: Outreach Target Dependency: Read, Create, Edit | Ability to create and edit Outreach Target Dependency records |
| Security Profile | Objects: Outreach Target Response: Read, Create, Edit | Ability to create and edit Outreach Target Response records |
| Security Profile | Objects: Outreach Target Response-Doc: Read, Create, Edit | Ability to create and edit Outreach Target Response-Doc records; necessary to allow documents to be attached to a question or answer |
| Security Profile | Objects: Outreach Target Response-Ref-Doc: Read, Create, Edit | Ability to create and edit Outreach Target Response-Ref-Doc records; necessary for adding reference documents to survey questions |
| Security Profile | Objects: Outreach Target Section: Read, Create, Edit | Ability to create and edit Outreach Target Sections records |
| Security Profile | Objects: Outreach Target Survey: Read, Create, Edit | Ability to create and edit Outreach Target Survey records |
| Security Profile | Objects: Question: Read, Create, Edit | Ability to create and edit Question records |
| Security Profile | Objects: Question Design: Read, Create, Edit | Ability to create and edit Question Design records; necessary for adding Questions to Survey Templates |
| Security Profile | Objects: Question Design Reference Document: Read, Create, Edit | Ability to create and edit Question Design Reference Document records; necessary for adding reference documents to Questions. |
| Security Profile | Objects: Response: Read, Create, Edit | Ability to create and edit Response records |
| Security Profile | Objects: Section: Read, Create, Edit | Ability to create and edit Section records |
| Security Profile | Objects: Section Design: Read, Create, Edit | Ability to create and edit Section Design records; necessary for adding survey Sections to Survey Templates |
| Security Profile | Objects: Site Survey: Read, Create, Edit | Ability to create and edit Site Survey records |
| Security Profile | Objects: Site Survey Invitation: Read, Create, Edit | Ability to create and edit Site Survey Invitation records |
| Security Profile | Objects: Stored Response: Read | Ability to read Stored Response records |
| Security Profile | Objects: Study: Read | Ability to read Study records; necessary for matching Site Surveys to a specific Study |
| Security Profile | Objects: Study Site: Read | Ability to read Study Site records |
| Security Profile | Objects: Study Person: Read, Edit | Ability to edit Study Person records; necessary to populate Survey Respondent Type for Site Surveys |
| Security Profile | Objects: Study Site Available Answer: Read, Create, Edit | Ability to create and edit Study Site Available Answer records |
| Security Profile | Objects: Study Site Dependency: Read, Create, Edit | Ability to create and edit Study Site Dependency records |
| Security Profile | Objects: Study Site Response: Read, Create, Edit | Ability to create and edit Study Site Response records |
| Security Profile | Objects: Study Site Response-Doc: Read, Create, Edit | Ability to create and edit Study Site Response-Doc records; necessary to allow documents to be attached to a question or answer |
| Security Profile | Objects: Study Site Response-Ref-Doc: Read, Create, Edit | Ability to create and edit Study Site Response-Ref-Doc records; necessary for adding reference documents to survey questions |
| Security Profile | Objects: Study Site Section: Read, Create, Edit | Ability to create and edit Study Site Section records |
| Security Profile | Objects: Survey Template: Read, Create, Edit | Ability to create and edit Survey Template records |
| Security Profile | Configuration: Object Lifecycles: Read, Edit | Ability to edit object lifecycles; necessary for configuring Survey objects |
| Security Profile | Configuration: Objects: Edit | Ability to edit objects; necessary to add object actions |
| Security Profile | Configuration: Checklist Types: Edit | Ability to edit checklist types; necessary for configuring Response Flags |
| Security Profile | Configuration: Document Fields: Read, Create, Edit | Ability to create and edit document fields; necessary for configuring the Filing & Sending of Completed Survey Documents |
| Security Profile | Admin: Configuration: Outbound Email Domains: Read, Create, Edit | Ability to view, create, and edit the Outbound Email Domains page |