**Source URL:** https://clinical.veevavault.help/en/lr/72707/

# Configuring Surveys for External Respondents

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**][4] action on applicable target object lifecycles.
* Optional: Configure [Response Flags][5].  
* Optional: Configure the [filing and sending of complete survey documents][2].   
* Configure [actions for the _Site Survey Invitation_ and _Outreach Survey Invitation_ objects][6].  
* Optional: Configure [Custom Email Senders][1].

## Configuring Response Flag Survey Answers {#response-flag}
When survey respondents select configured _Response Flag_ values on _Available Answer Design_ records, these answers confirm [electronic confidentiality][3], 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) {#configuring-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 {#custom-email-config}
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 {#send-checklist-based-contacts}
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 {#filing-sending-completed-survey}

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:

1. Navigate to **Admin > Configuration > Lifecycles**.
2. Select the **Site Survey Lifecycle** or **Outreach Target Lifecycle**. 
3. Select an object lifecycle state. We recommend selecting the _Completed_ lifecycle state.
4. Select **Edit** for _Entry Actions_ or _User Actions_. We recommend configuring the action as an entry action.
5. Select a **Condition Type**. We recommend adding conditions based on _Survey Type_.
6. In the _Performs Action_ section, select the **Generate Document from Formatted Output** action.
7. Select **Site Survey Response** or **Outreach Target Survey Response** for the _Formatted Output Template_. 
8. Select a **Document Type**. Vault creates the generated document as this _Document Type_ in TMF.
9. Optional: If your Vault has _Subartifacts_ enabled, select a **Document Subartifact**.
10. Select a **Document Lifecycle**. 
11. Optional: Select a **Document Lifecycle State**. This is the state that the generated document moves to during the action.
12. Optional: Select an **Object Field On Document**. This is the field on the generated document.
13.  Select **Response Document** for the _Document Field On Object_ field.
14.  Select the **Send Copy to Survey Respondent** checkbox.
15.  Select **Download Survey Response** in the _Notification Template_ field.
16.  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 {#config-action-invitation}

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 |

[1]: #custom-email-config
[2]: #filing-sending-completed-survey
[3]: #configuring-ecda
[4]: #send-checklist-based-contacts
[5]: #response-flag
[6]: #config-action-invitation