# Configuring Formulation Questionnaires (Compliance Management)

<a href="/en/gr/71434/">Compliance Management</a> utilizes checklists to provide users with the ability to <a href="/en/gr/76963/">send questionnaires (checklists) to respondents</a>, 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 individual Vault licenses for each respondent or 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 <a href="/en/gr/76967/">set up checklists to support formulation questionnaires</a> and then configure your Vault to <a href="/en/gr/492019/">import data from completed formulation questionnaires</a> into _Qualitative Assessments_.

<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: To use this feature, each raw material in the applicable <em>Formulation</em> can be associated with no more than one (1) supplier. This allows regulatory teams to assess each material in terms of a specific supplier and account for variations such as impurity profiles and total concentrations of constituents.</p>
    </div>
  </div>
</div>



## Configuration Overview {#overview}

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

1. [Configure the relevant object fields and layouts][1]
2. [Create the _Application Managed User_][2]
3. [Create the appropriate _Industry_ and _Location_ records][3]
4. [Populate _Formulation_ and _User_ records][7]
5. Optional: [Create a custom tab][4] so users can easily access questionnaires
6. [Set up checklists to support questionnaires][10]
7. Optional: [Configure attachment import][8]
8. Optional: [Configure formulation questionnaire import][9]

<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: Depending on your Vault’s creation date and which features are currently enabled and configured, some of the steps described in this article may be unavailable or already complete in your Vault.</p>
    </div>
  </div>
</div>



## Configuring Object Fields & Layouts {#objects}

You must make the following changes to <a href="/en/gr/26387/#fields">object fields</a> and <a href="/en/gr/26387/">layouts</a>:

* On the _Checklist Design_ object, add the _Industry_ and _Location_ fields as object field types and then add them to the object layout.
* On the _Formulation_ object:
  * Insert a related object section for the _FQ Checklist_ object so users can easily view and access all instantiated questionnaires sent to respondents. We recommend labeling this section `Questionnaires`.
  * Insert a related object section for the _Formulation Questionnaire_ object so users can see the available <a href="/en/gr/76967/#designs">_Checklist Designs_</a>. We recommend labeling this section `Questionnaire Types`.
  * Insert a related object section for the _FQ Pal Context_ object and ensure the <a href="/en/gr/26387/#columns">columns</a> display the _FQ Invitation Delivery Status_ field so users can track the status of sent emails. 
* On the _Formulation Questionnaire_ object:
  * Add the _Industry_ and _Location_ fields to the object layout. Do not add any custom required fields.
  * Insert a related object section for the _FQ Checklist_ object so users can easily view and access all instantiated questionnaires sent to respondents. We recommend labeling this section `Questionnaires`.
* On the _Organization Person_ object, add the _Checklist Respondent Type_ field to the object layout.

## Creating the Application Managed User {#application-user}

<div class="note-border alert-info">
  <div class="alert alert-info" role="alert">
    <div><i class="far fa-info-circle"></i></div>
    <div class="alert-text">
      <p><strong>Note</strong>: To configure formulation questionnaires, you must use a single <em>Full User</em> license type that will be shared by all respondents.</p>
    </div>
  </div>
</div>



Vault uses the _Application Managed User_ object to restrict supplier Vault access only to questionnaire instances. You must create a single _Application Managed User_ record assigned a single _Full User_ license type, which Vault will associate with all checklist questionnaire instances and used by all respondents. 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  that specific user is assigned any license types in your Vault.

To create the _Application Managed User_:

1. <a href="/en/gr/953/#CreatingANewUserAccount">Create a questionnaire respondent new user account</a>. You must select the following values, 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):
    * For **Security Profile**, select **PAL FQ Checklist Respondent**.
    * For the **Compliance Management** field in the _Application Licensing_ section, select **Full User** as the license type.
2. Navigate to **Business Admin > Objects > 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 {#creating-records}

You must create the applicable _Industry_ and _Location_ records so that you can target <a href="/en/gr/76967/#designs">_Checklist Designs_</a> to specific industries and locations. These values are available for users to select before <a href="/en/gr/76967/#sending">sending questionnaires</a> to respondents. For example, to target questionnaires for the chemical industry in regional markets, you could create the following records:

* **Industry**: _Chemical_
* **Locations**:
    * _APAC_
    * _EU_
    * _NA_

## Populating User & Formulation Records {#populate}

When a user runs the <a href="/en/gr/76967/#send-pals">_Send PALs_</a> action on a _Formulation Questionnaire_, the <a href="/en/gr/76967/#notification-messages">email Vault sends to respondents</a> includes details about the user and the applicable _Formulation_. You must populate the following fields on all applicable _User_ and _Formulation_ records in order for Vault to successfully send emails to respondents:

* **Users**: Populate the _Company_ field for all _Users_ that will run the _Send PALs_ action.
* **Formulations**: 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 a Custom Tab {#custom-tab}

You can configure a <a href="/en/gr/23516/">custom tab</a> for the _Formulation Questionnaire_ object so users can easily access and create _Formulation Questionnaire_ records.

## Setting up Checklists {#setting-up}

After completing all the steps in this article, you must set up checklists to support formulation questionnaires. See <a href="/en/gr/76967/">Setting Up Checklists for Formulation Questionnaires</a> for details about how to configure checklists, checklist designs, lifecycles, actions, and workflows.

## Configuring Attachment Import {#import-attachments}

You can configure your Vault to allow users to import documents attached to formulation questionnaires using the _Import Attachment_ action. See <a href="/en/gr/763399/">Configuring Formulation Questionnaire Attachment Import</a> for more details.

## Configuring Formulation Questionnaire Import {#import-questionnaires}

You can configure your Vault to allow users to import data from completed formulation questionnaires into _Qualitative Assessments_. See <a href="/en/gr/492019/">Configuring Formulation Questionnaire Import</a> for more details.

## Limitations {#limitations}

The following limitations apply to formulation 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 Veeva Representative to increase this limit.
*  If you plan to configure your Vault to [import formulation questionnaires][9], do not use a lifecycle on the _Qualitative Assessment_ object.

## Related Permissions

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 <a href="/en/gr/22824/">permissions</a>:

<table>
  <tr>
    <th><strong>Type</strong></th>
    <th><strong>Permission</strong></th>
    <th><strong>Controls</strong></th>
  </tr>
  <tr>
    <td>Security Profile
    </td>
    <td>Admin: Configuration: Objects: Create, Edit</td>
    <td>Ability to create and edit Vault objects.</td>
  </tr>
  <tr>
    <td>Security Profile</td>
    <td>Admin: Security: Users: Create, Edit, Manage User Object</td>
    <td>Ability to create and modify <em>User</em> object records.</td>
  </tr>
  <tr>
    <td>Security Profile</td>
    <td>Admin: Security: Users: Add Cross-Domain Users</td>
    <td>Ability to add cross-domain users.</td>
  </tr>
  <tr>
    <td>Security Profile</td>
    <td>Admin: Security: Permission Sets: Edit</td>
    <td>Ability to modify permission sets for users.</td>
  </tr>
</table>

[1]: #objects
[2]: #application-user
[3]: #creating-records
[4]: #custom-tab
[5]: #setting-up
[6]: #limitations
[7]: #populate
[8]: #import-attachments
[9]: #import-questionnaires
[10]: #setting-up