Compliance Management utilizes checklists to allow users to send questionnaires (checklists) to respondents, such as suppliers, targeted to a specific formulation, industry, and location. Recipients can then securely respond to those questionnaires without logging into a Vault, and without requiring the ability to view or access any areas of your Vault.

Vault emails respondents public access links (PALs) to questionnaires with questions relevant to a specified formulation, industry, and market, minimizing the amount of time they spend completing questionnaires and standardizing incoming data. Users can then track completeness and review completed questionnaires within your Vault.

After completing the configurations in this article, you must set up checklists to support formulation questionnaires and then configure your Vault to import data from completed formulation questionnaires into Compliance Assessments.

Formulation Questionnaire Objects

In addition to the objects that support checklists, Compliance Management uses the following core objects and object types to support formulation questionnaires:

  • Application Managed User (app_managed_user__v): This object represents the user that is assigned all questionnaires. The Application Managed User responds to questionnaires on behalf of the applicable Organization Persons.
  • Formulation Questionnaire (formulation_questionnaire__v): This object represents a Formulation that requires a questionnaire and can target a location and industry, specifying how Vault identifies which Checklist Design record to instantiate for each Formulation record.
  • FQ Checklist (fq_checklist__sys): This type of checklist targets the Formulation Questionnaire object. Each record is an individual formulation questionnaire and represents an instantiated Checklist Design related to a target Formulation Questionnaire record.
  • FQ PAL Context (fq_pal_context__v): This object represents a PAL Vault generates and sends to a respondent, and contains information about the supplier recipient, opened date, last accessed date, and status.
  • Industry (industry__v): This object represents an industry and is used as criteria to determine which Checklist Design record to instantiate for each Formulation record.
  • Location (country__v): This object represents a location and is used as criteria to determine which Checklist Design record to instantiate for each Formulation record.
  • Organization Person (organization_person__v): This object joins the Organization and Person objects. Vault sends links to questionnaires (PALs) to these respondents.

Configuration Overview

Configuring your Vault to use formulation qusetionnaires involves the following steps:

Configuring Object Fields & Page Layouts

You must make the following changes to object fields and page layouts:

  • On the Checklist Design object, add the Industry and Location fields as object field types and then add them to the object page layout.
  • On the Formulation object, add the Formulation Questionnaire field to the object page layout.
  • On the Formulation Questionnaire object, add the Industry and Location fields to the object page layout.
  • On the Organization Person object, add the Checklist Respondent Type field to the object page layout.

We also recommend adding the FQ Checklist related object section to the Formulation and Formulation Questionnaire objects and labeling the section “Questionnaires” so users can easily view and access all instantiated questionnaires sent to respondents.

Creating the Application Managed User

Vault uses the Application Managed User object to restrict supplier Vault access only to questionnaire instances. When Vault emails PALs to Organization Persons, the associated questionnaire is assigned to the Application Managed User. The Application Managed User responds to questionnaires on behalf of the applicable Organization Persons (respondents). The Organization Person cannot view or access any areas of your Vault when they access a questionnaire via a PAL, regardless of whether they are assigned any License Types in your Vault.

You must create a single Application Managed User record that Vault will associate with all checklist questionnaire instances. To create the Application Managed User:

  1. Create a questionnaire respondent new user account. You must select PAL FQ Checklist Respondent in the Security Profile field, but you can enter generic information for the other required fields, such as “Questionnaire Respondent” for the Name. Vault will not send any emails to the Email address you enter for this user.
  2. Navigate to Admin > Business Admin > Application Managed Users.
  3. Click Create.
  4. For User, select the respondent user you created.
  5. For Application User Management Type, select PAL FQ Checklist Respondent.
  6. Click Save.

Creating Industry & Location Records

You must create the applicable Industry and Location records so that you can target Checklist Designs to specific industries and locations. These values are available for users to select before sending questionnaires to respondents. For example, to target questionnaires for the chemical industry in regional markets, create the following records:

  • Industry: “Chemical”
  • Location
    • ”APAC”
    • “EU”
    • “NA”

Configuring a Custom Tab

You can configure a custom tab for the Formulation Questionnaire object so users can easily access and create Formulation Questionnaire records.

Setting up Checklists

After completing all the steps in this article, you must set up checklists to support formulation questionnaires. See Setting Up Checklists for Formulation Questionnaires for details about how to configure checklists, checklist designs, lifecycles, actions, and workflows.

Limitations

The following limitations apply to formualtion questionnaires:

  • Vault will not send questionnaires if more than five (5) Organization Persons are related to the Supplier defined on the Formulation record. Contact your Customer Success Manager to increase this limit.
  • If you plan to configure your Vault to import formulation questionnaires, do not use a lifecycle on the Compliance Assessment object.

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: Security: Users: Create, Edit, Manage User Object Ability to create and modify User object records.
Security Profile Admin: Users: Add Cross-Domain Users Ability to add cross-domain users.
Security Profile Admin: Configuration: Objects: Create, Edit Ability to create and edit Vault objects.