You must set up checklists in your Vault to support formulation questionnaires. Compliance Management Vaults include the FQ Checklist Type, which targets the Formulation Questionnaire object. When users relate a Formulation Questionnaire to a specific Formulation, Vault automatically identifies the applicable Checklist Design based on the user-defined Industry and Location values on the Formulation Questionnaire, targeting the questionnaire to a specific industry and location.

You must complete all required configurations before completing the steps in this article. After completing the steps in this article, configure your Vault to import data from completed formulation questionnaires into Compliance Assessments.

Setup Overview

Setting up your Vault to use checklists for formulation questionnaires involves the following steps:

  1. Configure object workflows
  2. Optional: Configure object lifecycles
  3. Configure the applicable object lifecycle actions
  4. Configure and design checklists
  5. Populate all applicable User and Formulation records
  6. Create industry- and location-specific Checklist Design records

Formulation Questionnaire Workflows

Compliance Management Vaults include the following workflows to support questionnaires, which you can configure according to the needs of your organization and connect to the Send PALs action:

  • FQ Acceptance Workflow: Configure this workflow to allow users to initiate questionnaires and optionally pre-populate answers before manually sending them to respondents with a user action.
  • FQ Pending Acceptance Workflow: Configure this workflow to automatically send questionnaires to respondents based on an entry action.

You can optionally configure short circuit workflow tasks on the complete checklist workflow tasks if there are multiple Organization Persons (respondents) associated with a supplier and you want to restrict questionnaire completion to a single respondent.

See Configuring Object Workflows for more details about how to configure object workflows.

FQ Accepted Workflow

We recommend configuring the FQ Accepted workflow to include the following steps in order and connecting it to the Send PALs user action so users can manually send questionnaire PALs to respondents:

  1. Start step. Add a Participants control and select the option to Use custom action to define participants. For Custom Action, select Set PAL FQ Checklist Respondent.
  2. Action to Change State to In Progress.
  3. Workflow Task to complete the checklist. For Assign the Task To, select the Participant Label you configured for the Start step and select the option to Assign to all users in participant group. For Email Template, select the Welcome: FQ Checklist.
  4. System Action to Validate Checklist is Complete.
  5. System Action to Set Respondent Field.
  6. State Change to Completed.
  7. End step.

In order for users to be able to enter answers for certain questions before sending questionnaires to respondents, you must also configure the Start Checklist action.

FQ Pending Acceptance Workflow

We recommend configuring the FQ Pending Acceptance workflow to include the following steps in order and connecting it to the Send PALs entry action so users can automatically send questionnaire PALs to respondents:

  1. Start step. Add a Participants control and select the option to Use roles participants. For Roles Allowed to Participate, select Checklist Respondent.
  2. Action to Change State to In Progress.
  3. Workflow Task to accept and complete the checklist. For Assign the Task To, select the Participant Label you configured for the Start step and select the option to Assign to all users in participant group.
  4. For Email Template, select Welcome: FQ Checklist.
  5. System Action to Validate Checklist is Complete.
  6. System Action to Set Respondent Field.
  7. Action to Change State to Completed. In the Assign the Task To field, select the participant control configured in the Start step and select the option to Assign to all users in participant group.
  8. End step.

Configuring DAC

If you configure the FQ Pending Acceptance workflow so that Vault automatically sends questionnaires based on the Send PALs entry action, you must enable DAC on the Formulation Questionnaire object and create a custom sharing rule for the Application Managed User you created. Assign the user to the Editor role on the rule so that they can respond to questionnaires.

Formulation Questionnaire Lifecycles

Compliance Management Vaults include the FQ Checklist Lifecycle and FQ Response Lifecycle to support questionnaires. You can configure additional custom lifecycle states to meet the needs of your organization.

Configuring Formulation Questionnaire Object Actions

The Send PALs and Inactivate PALs actions are available to configure on the FQ Checklist Lifecycle on the FQ Checklist object, which targets the Formulation Questionnaire object. You must configure these actions to allow users to send and inactivate public access links (PALs). Respondents use these links to securely access and respond to questionnaires in Vault without having to log in.

Send PALs Action

We recommend configuring the Send PALs action in the following ways:

  • Add the Send PALs action as an entry action on the In Progress lifecycle state so users can trigger Vault to automatically send questionnaires to respondents. PALs are active for 30 days.
  • Add the Send PALs action as a user action on the In Progress lifecycle state so users can manually send and resend questionnaires to respondents. We recommend labeling this action “Send Questionnaire”. Users can use the same action to send and re-send PALs. When questionnaires are re-sent, all previous PALs for that checklist instance are automatically inactivated.

When users trigger the Send PALs action on Formulation Questionnaire, Vault identifies the appropriate Checklist Design based on the Industry and Location values of the Formulation Questionnaire and all Organization Persons associated with the related Formulation. Vault then emails the Organization Persons a PAL to the questionnaire; the email contains details about the user who triggered the action and the related Formulation. Questionnaire-related entries on Formulation Questionnaire audit trails include both the checklist respondent (Organization Person) and the Application Managed User.

Inactivate PALs Action

We recommend configuring the Inactivate PALs action in the following ways:

  • Add the Inactivate PALs action as a user action on the In Progress lifecycle state so users can manually inactivate PALs related to a specific questionnaire. We recommend a label such as “Inactivate Links”.
  • Add the Inactivate PALs action as an entry action on the Completed lifecycle state PALs related to a specific questionnaire are automatically inactivated when a supplier completes a response.

Start Checklist Action

To optionally allow users to initiate questionnaires and pre-populate answers before sending them to respondents, you must configure the Start Checklist action on the appropriate Formulation Questionnaire lifecycle state. Depending on your business needs, you can:

  • Add this action as an entry action on any Formulation Questionnaire lifecycle state.

  • Add this action as a user action on any Formulation Questionnaire lifecycle state.

See Configuring Checklists for more details about entry and user actions to initiate checklists.

Populating User & Formulation Records

When the Send PALs action is triggered on a Formulation Questionnaire, the email Vault sends to respondents includes details about the user who triggered the action and the related Formulation. You must populate the following fields on all applicable User and Formulation records in order for Vault to successfully send emails to respondents:

  • User records: Populate the Company field for all Users that will trigger the Send PALs action.
  • Formulation records: Populate the Title field for all Formulations for which users will generate Formulation Questionnaires.

If the applicable User and Formulation records are not populated with the details above, the Send PALs action will fail and Vault will not generate emails to respondents.

Configuring & Designing Checklists

When configuring checklists to support formulation questionnaires, you must complete the following:

See Configuring Checklists for more details about how to configure checklists and Designing Checklists for more details about how to design checklists.

Customizing Emails to Respondents

You can customize the emails Vault sends to respondents for each Checklist Design. To do this:

Creating Checklist Designs

Create industry- and location-specific Checklist Design records. When users trigger the Send PALs action on a Formulation Questionnaire record, Vault automatically identifies the appropriate Checklist Design to instantiate and send to supplier Organization Persons based on the Industry and Location values on the Formulation Questionnaire.

We recommend creating a “global” Checklist Design record that includes all industry-specific questions, then copying that record to create location-specific Checklist Design records and removing all questions that aren’t relevant for that particular location. For example, you can create the following regional-specific records with the applicable Industry and Location values and include only the questions relevant for the specified region:

  • “Chemical - APAC”
  • “Chemical - EU”
  • “Chemical - NA”
  • “Chemical - Global” (do not specify a Location)

With this setup, when a Formulation Questionnaire record does not have a Location value of “APAC”, “EU”, or “NA”, Vault instantiates the “Chemical - Global” design for the related Formulation.

Customizing Notification Messages

If configured, you can customize the email subject line and email text Vault sends to respondents for each Checklist Design by entering details in the Welcome Email Subject and Welcome Email fields.

Limitations

The following limitations apply to formulation questionnaires:

  • Respondents cannot add Vault documents to questionnaire responses.
  • Admins cannot create aggregate checklists.

You can complete all the steps in this article with the standard System Administrator or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:

Type Permission Controls
Security Profile Admin: Configuration: Objects: Create, Edit Ability to create and modify Vault objects.
Security Profile Admin: Configuration: Object Workflows: Create, Edit Ability to create and modify object workflows.
Security Profile Admin: Configuration: Object Messages: Create, Edit Ability to create and modify object messages.
Security Profile Admin: Settings: General Configuration: Edit Ability to enable features on the Application Settings page.